PKG00249829-instructions..pdf

U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance

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

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) 2019 Body-Worn Camera Policy and Implementation Program Training and Technical Assistance solicitation. This program furthers the Department’s mission by promoting the safety of law enforcement officers and citizens.

Body-Worn Camera Policy and Implementation Program Training and Technical Assistance

Applications Due: May 23, 2019

Eligibility

Eligible applicants are limited to national nonprofit and for-profit (commercial) organizations, or institutions of higher learning that have expertise in managing comprehensive training and technical assistance (TTA) strategies to assist law enforcement agencies that are implementing or expanding their body-worn camera (BWC) programs. In addition, the applicant must demonstrate technical expertise across a variety of topical areas related to BWC programs, including policy development, technological advances, research, and digital media integration practices.

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

BJA may elect to fund applications submitted under this FY 2019 solicitation in future fiscal years, dependent on, among other considerations, the merit of the applications and on the availability of appropriated funds.

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

Application and Submission Information.

https://www.bja.gov/default.aspx https://www.bja.gov/default.aspx

BJA-2019-15949

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 23, 2019.

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 or 606-545-5035, at https://www.grants.gov/web/grants/support.html, or via email to support@grants.gov. The Grants.gov Support Hotline hours of operation are 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 announcement: BJA-2019-15949

Release date: April 8, 2019 https://www.grants.gov/web/grants/register.html http://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

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 Match 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

Body-Worn Camera Policy and Implementation Program Training and Technical Assistance

CFDA # 16.835

A. Program Description

Overview The fiscal year (FY) 2019 Body-Worn Camera Policy and Implementation Program (BWC PIP) directly supports key priorities of the Department of Justice by promoting the safety of law enforcement officers and citizens and capturing an unbiased recording of police interactions with the public. BWCs can provide critical visual and audio records of interactions. When properly deployed, research has shown that a BWC program can reduce civilian complaints, reduce use of force, and improve justice outcomes.

Through this solicitation, BJA intends to select one training and technical assistance provider for BWC PIP to support law enforcement agencies that are planning, expanding, and enhancing their BWC programs. The selected TTA provider will prioritize support to law enforcement agencies that have received funding through BJA’s Body-Worn Camera Policy and Implementation Program to Support Law Enforcement Agencies (See related BWC-PIP to Support Law Enforcement Agencies solicitation). When funding is available, the awardee must also provide TTA to nongrantees that request assistance within the scope of the BWC program.

The grantee must provide a broad and comprehensive array of training and technical assistance to agencies that receive BWC funding. These agencies need TTA for their onsite BWC program implementation. The grantee law enforcement agencies’ TTA needs are diverse, as are the resource capacities and levels of technological expertise in these agencies. Therefore, the TTA provider must assess these needs on an ongoing basis and provide both general purpose and customized TTA. Additionally, the TTA provider will work with grantees to build a sustainability plan for the BWC program.

Statutory Authority Awards under this solicitation will be made under statutory authority provided by the Consolidated Appropriations Act, 2019, Public Law No. 116-6, 133 Stat 13, 114.

Program-specific Information Since its inception, the Body-Worn Camera Policy and Implementation Program has provided flexible and customized TTA to BWC PIP law enforcement agency grantees and nongrantees.

This TTA supports and informs a growing national community of practice dedicated to inform and improve BWC program implementation in numerous areas. These areas include policy development, technological advancements, enhanced integration of digital media evidence, and development of topical knowledge products relevant to criminal justice stakeholders.

The purpose of this solicitation is to seek applications to provide continued TTA services to meet the needs of BWC PIP law enforcement agency grantees, the general law enforcement community, other criminal justice stakeholders affected by BWCs, and the communities they serve.

https://www.bja.gov/funding/BWC19.pdf https://www.bja.gov/funding/BWC19.pdf

As of 2016, nearly half of state and local law enforcement agencies in the United States had acquired BWCs. See Body-Worn Cameras in Law Enforcement Agencies, Bureau of Justice Statistics (BJS), 2016. According to the report, law enforcement agencies cited improved officer safety, improved evidence quality, reduced civilian complaints, and reduced agency liability as the top reasons for BWC acquisition. The majority of agencies implementing BWCs report that they had developed a formal BWC policy and that these policies addressed issues such as types of events that officers must record and guidelines on the transfer, storage, and disposal of digital video recordings. While progress has been made, the report identified challenges to BWC adoption. Besides the cost of BWC hardware, maintenance/support, and video storage/disposal costs, agencies reported implementation challenges.

The BJS survey results confirm the experience of BJA’s work with previous BWC PIP law enforcement grantees. BWC technology and programs are rapidly evolving across a variety of agency types with different policy networks and a diverse array of challenges.

The selected TTA provider will assist law enforcement grantees and subgrantees in accomplishing the objectives of their individual BWC programs and the objectives of their specific grant-funded projects. The TTA provider will be responsible for ensuring that grantees develop BWC policies that are reflective of best practices. Additionally, the TTA provider will be responsible for responding to requests for assistance from the field, as long as it does not interrupt services to grantees.

In responding to this solicitation, applicants should assume that TTA will be provided to 60 awardees funded by the FY 2019 Body-Worn Camera Policy and Implementation Program to Support Law Enforcement Agencies. Applicants should be familiar with the requirements of the non-TTA BWC solicitation since its awardees work closely with the BWC TTA provider.

The TTA provider must understand the complexities of the BWC ecological system, including evolution in the vendor market, technological advances, and the integration of BWC digital media with other types of digital audio and video media (e.g., dashboard cameras and video from closed circuit television). The TTA provider must have extensive experience across these topic areas and a demonstrated capacity to deliver customized TTA to BWC award recipients.

The TTA provider should also have the capability to create high quality general knowledge products for the broad stakeholders interested in BWC programs.

To best meet these goals, applicants are strongly encouraged to partner with other relevant individuals and organizations to manage a consortium of providers that can efficiently deliver a broad array of TTA responsive to the diverse assortment of grantees implementing BWC programs. Because of the speedy adoption rate of BWC equipment and programs and the rapidly evolving complex nature of BWCs and digital media technology, the TTA provider must possess a broad spectrum of knowledge and experience. The TTA provider must demonstrate well-rounded knowledge and understanding of the state, local, and federal criminal justice systems affected by BWC use. Further, more states are developing legislation regarding BWCs and the management of digital data. The TTA provider must also understand this legislative environment.

Objectives There are four key objectives of the BWC PIP TTA:

(1) Ensure that law enforcement agencies that are BWC PIP grantees have the training and technical resources they need to successfully implement their BWC programs. This includes assisting each grantee with any necessary BWC policy development (policy development https://www.bjs.gov/content/pub/pdf/bwclea16.pdf includes standard operating procedures or legal considerations such as privacy / civil liberty concerns).

(2) Identify and develop resources related to BWC technology and program implementation and BWC research and evaluation. The TTA provider should further identify and develop resources that can help grantee agencies keep apace of the rapid changes in BWC technology.

(3) Provide customized TTA to nongrantee law enforcement agencies to the extent possible.

Providing TTA to BWC PIP grantees takes priority over nongrantee law enforcement agencies.

(4) Work collaboratively with BJA, other OJP components, and other stakeholder groups identified by BJA to produce and deliver regular knowledge products (online bulletins, guides, and original research). Collectively, these efforts should help contribute to improving the BWC community of practice among criminal justice practitioners, professional organizations, and academics interested in BWC improvements and standardization of practices.

Requirements and Deliverables With guidance from BJA, the selected TTA provider will complete the following TTA services and will identify and advance promising practices:

Training and Technical Assistance (TTA) Services

• Serve as the primary technical assistance provider for BWC PIP grantees by providing technical assistance through remote and onsite assistance, peer-to-peer consultations, and online tools and resources.

• Lead the management, development, and maintenance of content on BJA’s BWC Toolkit website.

• Provide training sessions and educational publications developed and conducted by relevant subject matter experts.

• Plan and execute program meetings to include one national meeting in a location to be determined.

• Develop and implement national BWC solutions and standards and provide technology expertise to support program implementation in the field.

• Provide onsite assistance on an as-needed basis to BWC PIP law enforcement grantees.

• Provide online access to resources such as sample operational materials/forms; sample requests for proposals (RFPs) from vendors; procedures for data collection and storage;

manuals that describe the function and operations of BWCs; and information about state statutes, regulations, and guidelines.

• Conduct operational research across BWC PIP grantees to identify patterns and promising practices of digital media evidence (DME) integration, including the tracking of grantees that develop a DME integration program themselves, those that pursue commercial DME integration services; and process mapping to identify different strategies and their relative costs and benefits.

• Develop multidisciplinary coordination and training of prosecution, defense, and other stakeholders to support effective BWC program implementation practices.

• Participate, at a minimum, in biweekly calls with BJA staff to discuss grant progress of law enforcement agency grantee and project deliverables.

• Provide, at a minimum, quarterly reports on major deliverables and TTA engagements held with law enforcement grantees and non-grantee requestors.

https://www.bja.gov/bwc/?utm_source=announcement&utm_medium=website&utm_term=bjahomepage&utm_content=6.6.16&utm_campaign=bwctoolkitupdate2016 https://www.bja.gov/bwc/?utm_source=announcement&utm_medium=website&utm_term=bjahomepage&utm_content=6.6.16&utm_campaign=bwctoolkitupdate2016

• Assist BWC PIP grantees in collecting and reporting on their required BJA program performance measures. Provide and distribute analyses of related research findings to the field.

• Conduct and report out on the data analysis of grantees’ performance measure data semiannually.

Identification and Advancement of Promising Practices

• Prepare and distribute documents that highlight BWC PIP grantees’ promising practices and lessons learned.

• Target TTA services to BWC PIP grantees and their research partners to increase the availability of research findings.

• Regularly engage national experts to help inform program content and set priorities (with

BJA input) for the future direction of assessing BWC PIP effectiveness.

• Support BWC programs and national and federal partners by responding to requests for information and materials on an as-needed basis.

• Provide analyses and summaries of key information from states’ statutes, regulations, and other programmatic functions regarding BWC PIPs.

• Work with BJA, the National Institute of Justice (NIJ), and other agencies designated by

BJA toward standardizing the BWC Program and potentially toward development of national standards for BWC technology and conformance to those standards.

Products and initiatives reflective of some of these topics can be found on the existing BWC- TTA website.

The objectives, requirements, 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.

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.

http://www.bwctta.com/ http://www.bwctta.com/

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.

B. Federal Award Information

Body-Worn Camera Policy and Implementation Program for a Training and Technical Assistance Provider. Competition ID: BJA-2019- 15949.

BJA expects to make up to one award of up to $2,500,000. BJA expects to make the award for a 36-month period of performance, to begin on October 1, 2019.

BJA may, in certain cases, provide additional funding in future years to awards made under this solicitation, through continuation awards. In making decisions regarding continuation awards, OJP will consider, among other factors, the availability of appropriated funds, when the program or project was last competed, 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.

Specific award amounts and performance periods are identified below. 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 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 entities2) must, as described in the Part 200 Uniform Requirements3 as set out at 2 C.F.R.

200.303:

2 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.

3 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.

https://www.crimesolutions.gov/

(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.

(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://onlinegfmt.training.ojp.gov. (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 Match Requirement This solicitation does not require a match. However, if a successful application proposes a voluntary match amount, and OJP approves the budget, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.

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.

https://onlinegfmt.training.ojp.gov/ 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

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.

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.4 The 2019 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/19Tables/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, the 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 www.ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm. OJP policy and guidance (1) encourage minimization of conference, meeting, and training costs; (2) require

4 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://ojp.gov/financialguide/DOJ/index.htm https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/19Tables/exec/html/ES.aspx https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/19Tables/exec/html/ES.aspx http://ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm prior written approval (which may affect project timelines) of most conference, meeting, and training costs for cooperative agreement recipients and of some conference, meeting, and training costs for grant recipients; and (3) set cost limits, including a general prohibition of all food and beverage costs.

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

For additional information, see the "Civil Rights Compliance" section under “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 project requirements, 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: Project Abstract, Program Narrative, Budget Detail Worksheet and Budget Narrative, Project Timeline, and Letters of Support or Interagency Agreements.

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,” “Letters of Agreement) for all attachments. Also, OJP recommends that applicants include résumés in a single file.

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

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).

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) 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 fewer. 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.

For each Project Abstract:

• State the legal name of the applicant and the title of the project.

• State the total federal amount requested for the life of the grant. This total amount should be the same amount listed on the SF-424 form.

• The applicant should concisely describe its experience in the following areas: (1) ability to provide TTA that is highly interactive and engaging; (2) ability to tailor assistance to http://www.archives.gov/federal-register/codification/executive-order/12372.html the target audience; (3) ability to develop and expand online and distance learning resources; and (4) ability to develop uniform protocols for evaluating and reporting on programming and program trends.

As a separate attachment, the Project Abstract will not count against the page limit for the Program Narrative.

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

3. Program Narrative The Program Narrative must be double-spaced, using a standard 12-point font (Times New Roman is preferred); have no less than 1-inch margins; and must not exceed 24 pages.

Pages should be numbered “1 of 24,” “2 of 24,” etc.

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

The following sections should be included as part of the program narrative5:

a. Statement of the Problem

b. Project Design and Implementation

c. Capabilities and Competencies

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

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.

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

OJP.

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

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

5 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.

http://ojp.gov/funding/Apply/Resources/ProjectAbstractTemplate.pdf https://www.ojp.gov/performance applicants will be required to submit performance data as part of the reporting requirements under an award.

Award recipients will be required to provide the relevant data by submitting performance metrics semiannually through BJA’s online TTA Reporting Portal located at https://www.bjatraining.org/working-with-nttac/providers.

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 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 provide the detailed computation for each budget line item, listing the total cost of each and showing how it was calculated by the https://www.bjatraining.org/working-with-nttac/providers 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/Apply/Forms/BudgetDetailWorksheet.htm 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 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 Subawards (if any) and 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 subawards and procurement contracts. If a recipient enters into an agreement that is a subaward 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.

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

• 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 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 recipient of an OJP award may not make subawards ("subgrants") unless the recipient has specific federal authorization to do so. Unless an applicable statute or DOJ regulation specifically authorizes (or requires) subawards, a recipient must have authorization from OJP before it may make a subaward.

A particular subaward may be authorized by OJP because the recipient included a sufficiently detailed description and justification of the proposed subaward in the Program Narrative, Budget Detail Worksheet, and Budget Narrative as approved by OJP. If, however, a particular subaward is not authorized by federal statute or regulation, and is not approved by OJP, the recipient will be required, post-award, to request and obtain written authorization from OJP before it may make the subaward.

If an applicant proposes to make one or more subawards to carry out the federal award and program, the applicant should: (1) identify (if known) the proposed subrecipient(s);

(2) describe in detail what each subrecipient will do to carry out the federal award and federal program; and (3) provide a justification for the subaward(s), with details on pertinent matters such as special qualifications and areas of expertise. Pertinent information on subawards should appear not only in the Program Narrative, but also in the Budget Detail Worksheet and Budget Narrative.

http://links.govdelivery.com/track?type=click&enid=ZWFzPTEmbXNpZD0mYXVpZD0mbWFpbGluZ2lkPTIwMTcwNzE3Ljc1OTkyNjAxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE3MDcxNy43NTk5MjYwMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3MDc5NDk3JmVtYWlsaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ1c2VyaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ0YXJnZXRpZD0mZmw9Jm12aWQ9JmV4dHJhPSYmJg==&&&102&&&https://ojp.gov/training/pdfs/Subrecipient-Procure-cklist-B.pdf…