Missouri Crime Lab Upgrade Program (MCLUP) Funding Opportunity Training

1. Missouri Department of Public SafetyOffice of the DirectorCriminal Justice/Law Enforcement Unit 2020 Missouri Crime Laboratory Upgrade Program (MCLUP)Notice of Funding (NOFO)Opportunity Training February 26, 2019

2. CJ/LE CONTACT INFORMATION Heather Haslag, Program Manager Phone: (573) 751-1318 Email: Heather.Haslag@dps.mo.gov Laura Robinson, Program Specialist Phone: (573) 526-1928 Email: Laura.Robinson@dps.mo.gov Becky Block, Program Representative Phone: (573) 751-5951 Email: Becky.Block@dps.mo.gov • Main Phone: (573) 751-4905 • Fax Number: (573) 522-1908 • Address: • MO Department of Public Safety • Attn: CJ/LE Unit • PO Box 749 • 1101 Riverside Drive • Jefferson City, MO 65102

3. TRAINING OUTLINE • General Grant Information • Grant Guidelines • Application Instructions • WebGrants • Post-Application Information • Questions?

4. GENERAL GRANT INFORMATION

5. OVERVIEW • Program utilizes monies from the “State Forensic Laboratory Account” • Provides financial assistance to defray expenses of crime laboratories • No local match requirement • applicants will not be pledging any local match in their budget • Supplanting is prohibited • funds should be used to supplement existing funds for program expenses

6. FUND ALLOCATION • Section 488.029 RSMo • $150 surcharge is assessed and collected in all criminal cases for violations of drug offenses (previously “Chapter 195” offenses) • fees deposited into the State Forensic Laboratory Account • fund balance analyzed fromMarch 2018 to February 2019 (12 months) • Section 595.045 RSMo • created the “Crime Victims’ Compensation Fund” (CVC Fund) • $7.50 surcharge assessed and collected in each court proceeding filed in any court in the state in all criminal cases, including violations of any county ordinance or any violation of criminal or traffic laws of the state, including an infraction and violation of a municipal ordinance • $250,000 transferred from the CVC Fund to State Forensic Laboratory Account each July • Lab distribution based on a calculation determined and agreed upon by Missouri Association of Crime Lab Directors (MACLD) Section 488.029 RSMo Surcharges Section 595.045 RSMo Transfer Available MCLUP Funds

7. GRANT GUIDELINES

8. ELIGIBLE APPLICANTS • Any crime laboratory that serves the courts of the State of Missouri • must be accredited to the standards established in ISO/IEC 17025 • must apply through unit of local or state government (e.g. city, county, state department) • Applicants must be compliant (and remain compliant) with the following state statutes: • Section 43.505 RSMo: Uniform Crime Reports (UCRs) • Section 590.650 RSMo: Racial Profiling Report • Section 513.653 RSMo: Federal Forfeiture Report • Section 590.700 RSMo: Recording of Custodial Interrogations • Section 43.544 RSMo: Forwarding Intoxication-Related Offenses MO State Statutes: http://www.moga.mo.gov

9. ELIGIBLE BUDGET CATEGORIES • Personnel • Personnel Benefits • Personnel Overtime • Personnel Overtime Benefits • Travel/Training • Equipment • Supplies/Operations • Contractual

10. ELIGIBLE ACTIVITIES & COST ITEMS Allowable costs include, but are not limited to: • Salary, Overtime, and Fringe Benefits of Lab Technicians and Scientists • Training and Travel-Related Expenses for Lab Technicians and Scientists • Lab Equipment • Lab Furniture • Computers and Hardware • Cameras • Books/References • Lab Chemicals and Reagents • Quantification Kits, Gloves, and other Lab Supplies • Memberships/Subscriptions • Accreditation/Recertification Costs • Outsourcing/Contracted Personnel • Service Contracts for Instruments

11. INELIGIBLE ACTIVITIES & COST ITEMS Unallowable costs include, but are not limited to: • Aircraft • Bonuses or Commissions • Construction/Renovation Projects • Daily Subsistence within Official Domicile • Entertainment Expenses or Bar Charges • Finance Fees/Late Charges (for delinquent payments) • First Class Travel • Indirect Costs • Less-Than-Lethal Weapons • Lobbying or Fundraising • Military-Type Equipment • Personal Incentives for Employment • Pre-Paid Gas/Phone Cards • Vessels • Weapons and Ammunition

12. PROJECT PERIOD • Project Period: June 1, 2019 to May 31, 2020 • 12 month project period • No requests to extend this project period • Funds must be obligated within the project period • Funds are “obligated” when a legal liability to pay a determinable sum for services or goods is incurred and will require payment during the same or future period • Activities occurring before the project period start date or after the project period end date are not allowable • Must pro-rate expenses, where necessary, for ongoing costs that extend outside the project period • Funds expended within 10 days of project period end • Funds are “expended” when payment is made NOTE: Funds will be disbursed monthly via a reimbursement process. Any funds not properly obligated or expended will lapse.

13. APPLICATION INSTRUCTIONS

14. HOW TO APPLY • Login with the User ID and Password previously provided during the registration process • Verify your work information in the “My Profile” module of WebGrants • Verify your organization’s information in the “My Profile” module of WebGrants, including the DUNS and CAGE data • Verify the registered users associated with your organization in the “My Profile” module of WebGrants Refer to the 2020 MCLUP Solicitation for further information and guidance.

15. GENERAL APPLICATION DETAILS • Solicitation released on Tuesday, February 26, 2019 • DPS MCLUP website: http://www.dps.mo.gov/dir/programs/cjle/mclup.php • DPS WebGrants Funding Opportunity: https://dpsgrants.dps.mo.gov • Applications must be submitted online in WebGrants • Paper applications will not be accepted • Applications due by 5:00 p.m. on Tuesday, April 9, 2019 • WebGrants will automatically close based on the posted deadline • Late applications will not be accepted for circumstances such as illness, bereavement, internet connection issues, broken scanners, staffing conflicts, emergency responses, etc. • Start early!!

16. APPLICATION TIPS • The MCLUP Application has 9 components (forms); each component must be “Marked Complete” to submit the application. • Each application form has required fields indicated by a red asterisk (*). The form can be saved without each field containing data, but the form cannot be marked complete without each required field containing data. • Form and field instructions have been provided to aid in the completion of each application form. • Use the MCLUP Solicitation and the WebGrants form instructions to aid in the completion and submission of an application; re-read the form instructions and the information provided to ensure relevance and completeness. • Proper capitalization and sentence case is requested when typing each application form. Do not leave on your ‘Caps Lock’ when filling out the application forms!!

17. WEBGRANTShttps://dpsgrants.dps.mo.gov

18. WEBGRANTS HOME SCREEN Log In: enter UserID and Password if already registered; also used to retrieve forgotten User IDs and Passwords Register Here: used to register new agencies (not new users) Announcements:provides a link to the WebGrants External User Manual and provides other helpful information, including any known internal errors that are occurring or any scheduled system outages; check this area before logging in!

19. WEBGRANTS - MAIN MENU • The WebGrants toolbar will appear on all screens hereafter and contains certain command buttons. • Menu: returns you to the Main Menu screen at any time • Help: displays information regarding the screen displayed (but will not be helpful with MCLUP) • Log Out: should be used to log out of the session; users are encouraged not to simply close the screen as it doesn’t end the session – the more users logged into the session, the slower the system operates • Back: returns the user back to the previous screen so long as it doesn’t re-execute a command from the previous screen, in which case it may revert back to the different screen) • Print: allows you to print the content of the screen (will be greyed out if there is no content to print) • Add: allows you to add content (will be greyed out if there is no content allowed to be added) • Delete: allows you to delete content (will be greyed out if there is no content allowed to be deleted) • Edit: allows you to edit content (will be greyed out if there is no content allowed to be edited) • Save: allows you to save content (will be greyed out if there is no content allowed to be saved)

20. MODULE #1: INSTRUCTIONS Provides general system instructions – does not provide MCLUP instructions!

21. MODULE #2: MY PROFILE • Maintain personal contact information • Click “Edit” on the toolbar to update and then click “Save” to save changes • Do not edit and re-use a person’s profile for a new employee; each user should have his or her own account and unique log-in

22. MODULE #2: MY PROFILE cont’d • Access Alert History and create Alerts • “Alert History” will display all emails sent to the profile • “My Alerts” create alerts (as a grant contact, you will automatically receive all the alerts so this module is not beneficial)

23. ALERTS • Two types of notifications: • Automated alerts triggered on application and grant phases (e.g. status change, submission, negotiation, approval, not approved) • Mass distribution list emails from DPS staff (e.g. reminders, updates, training notices) • Alerts/Notifications are sent from dpswebgrants@dps.mo.gov • Add to safe sender list or a contact list to avoid being treated as junk/spam • Do not overlook these alerts as they can contain important and time-sensitive information • While the record is in the “My Applications” module, only the Primary Contact receives system-generated alerts • While the record is in the “My Grants” module, the Primary Contact and Additional Grantee Contacts, as applicable, receive system-generated alerts

24. MODULE #2: MY PROFILE cont’d • Reset Password • Allows the user to change their password; recommended for users with unsecure passwords or difficult to remember passwords

25. MODULE #2: MY PROFILE cont’d • Maintain organization’s information • Click the organization “Name” in the Associated Organizations table to access this page • Click “Edit” on the toolbar to update and then click “Save” to save the changes • Do not change the Applicant Agency name as it affects Subaward documents and reports

26. MODULE #2: MY PROFILE cont’d • Add Registered Users • Add only if individual is not already a registered user • Notify DPS to add if individual is already a user associated with a different grant • Notify DPS via the “Correspondence” component of WebGrants if you add a new individual • Remove registered users • Notify DPS via the “Correspondence” component of WebGrants if you need an individual removed; must use the Change of Information Form • Do not delete a registered user yourself; the individual is not automatically removed from the “General Information” component as a grantee contact or from the Distribution List

27. MODULE #3: FUNDING OPPORTUNITIES • Displays funding opportunities posted by the Department of Public Safety • Criminal Justice/Law Enforcement Unit • Crime Victim Services Unit • Juvenile Justice Unit • Office of Homeland Security • Check the DPS website for a calendar of scheduled funding opportunity releases

28. MODULE #4: MY APPLICATIONS Consists of two “areas”: Current Applications: • Editing – application has been started (but not yet submitted) by the applicant • Submitted – application has been submitted by the applicant • Under Review – application has been assigned for review • Correcting – application is being edited by the applicant • Approved – application has been approved, following any necessary revisions by the applicant Archived Applications: • Editing – application was started by the applicant but never submitted prior to the close of the funding opportunity • Withdrawn – application has been withdrawn from consideration by the applicant (or the grantor per request by the applicant) • Awarded – application was approved • Not Awarded – application was not approved (reasoning recorded in the “Feedback” section at the very bottom of the application)

29. MODULE #5: MY GRANTS Consists of three “areas”: Current Grants: • Awarded – Subaward documents being signed by grantee and grantor • Underway – application officially becomes a grant • Suspended – grant has been “frozen” due to delinquent reporting and/or inappropriate activities Closed Grants: • Closed – grant has been closed by grantor • Archived – grant has been archived by grantor Claims: • Displays all Claims that have been created but not yet submitted

30. STEP #1 – FIND FUNDING OPPORTUNITY Select “Funding Opportunities” from the Main Menu Select the appropriate “Opportunity Title” from the list of posted grants

31. STEP #2 - CREATE APPLICATION Funding Opportunity screen includes: • General Information • Description • Attachments • Website Links • Copy Existing Application: • can be used by organizations reapplying for funds under the MCLUP program area • application is created with same information supplied for the copied MCLUP application (for the forms that are reused) • The Certified Assurances form is new for 2020 MCLUP and therefore will not copy; the rest will. 2. Start a New Application: • must be used by organizations that have not applied under the MCLUP program area • application is created with no existing data MAKE SURE IF COPYING AN EXISTING APPLICATION, TO COPY FROM THE SAME PROGRAM AREA!!

32. FORM #1: GENERAL INFORMATION • Complete the entire form as indicated: • Primary Contact: select the desired primary contact from the drop-down field, which will be pre-populated based on name of the individual associated with the login information. • This individual will be the recipient of emails during the application, review, and negotiation phases. • Project Title: enter a brief descriptive title for the proposed project. If the application is a continued project, use the same project title from past years. • Do not use the grant or funding opportunity name in your project title! • Do not include your organization (agency) name in your project title! • Organization: select the applicable applicant agency from the drop-down field, which will be pre-populated based on the organization associated with the selected primary contact person. • Click “Save” when completed • Review the form; click “Edit” if revisions are necessary and then click “Save” to save the changes • Click “Go to Application Forms” to continue

33. STEP #3 – COMPLETE FORMS • The ‘Application Forms’ screen displays all the application forms for MCLUP. • The ‘Complete’ column will track the completion of each form. • The ‘Last Edited’ column will track any changes to each form. • Multiple people can work on the application so long as they don’t work on the same form at the same time. Each form must be ‘marked complete’ before the application may be submitted. A checkmark in the ‘Complete’ column will not prevent you from making edits.

34. FORM #2: CONTACT INFORMATION • Complete the entire form as indicated: • Authorized Official (AO) – the individual that has the ability to legally bind the applicant agency in a contract • Project Director (PD) – the individual that will have direct oversight of the proposed project • Fiscal Officer (FO) – the individual who has responsibility for accounting and audit issues at the applicant agency level • Officer in Charge (OIC), if applicable - the individual that will act as the supervisor of the proposed project, if different than the PD above • Click “Save” when complete • Review for accuracy; click “Edit” if revisions are necessary and then click “Save” to save the changes • Click “Mark as Complete” when completed Check yourself… Is each individual identified correctly? Is the contact information current and accurate?

35. FORM #3: PROJECT SUMMARY • Complete the entire form as indicated: • Application Type – select ‘New’, ‘Continuation’, or ‘Expand/Enhance an Existing Project’ • Current Subaward Number(s) – leave blank if ‘New’ or enter your 2019 MCLUP subaward number if ‘Continuation’ or ‘Expand/Enhance’ • Program Category – select ‘N/A’ • Project Type – select ‘Statewide’, ‘Regional’, or ‘Local’ • Geographic Area – enter general service area • Brief Summary – enter brief description of proposed project • Program Income – select ‘Yes’ or ‘No’ • Click “Save” when complete • Review for accuracy; click “Edit” if revisions are necessary and then click “Save” to save the changes • Click “Mark as Complete” when completed Check yourself… Is the form current and accurate?

36. FORM #4: BUDGET • Complete the Budget: • To create new budget lines, click “Add” for the appropriate category • To edit an existing budget line, click on the blue hyperlink of the budget item or click “Edit”, make the changes, and click “Save” • To delete an existing budget line, click on the blue hyperlink of the budget item and click “Delete” • DO NOT LEAVE $0 BUDGET LINES! • Complete the Budget Justification: • To enter or edit, click “Edit” • Click “Save” when completed • Review for accuracy; repeat the above steps to make revisions • Click “Mark as Complete” when completed Check yourself… Are the budget lines clearly labeled? Is the basis for cost estimate clearly identified for each budget line? Does the budget justification address each cost item (preferably in order) and provide all requested information?

37. FORM #5: STATEMENT OF THE PROBLEM • Provide the requested information: • Identify problem(s) being addressed by the use of funds • Include current facts and statistics on lab activity • Identify existing resources (or lack thereof), demographic and geographic specifications, etc. to demonstrate a need for funding • Click “Save” when complete • Review for accuracy; click “Edit” if revisions are necessary and then click “Save” to save the changes • Click “Mark as Complete” when completed Check yourself… Are the problem references clearly identified and relative to the proposed project? Does the form include facts and/or statistics to support the problem references? Are the facts and statistics current? Does the form demonstrate a need for funding?

38. FORM #6: SUPPLANTING • Provide the requested information: • Describe if other funds are available for the project. If so, address why MCLUP funds are being requested. • Address any existing costs and the status of its current fund source. • Address program income, if such is possible. • Click “Save” when complete • Review for accuracy; click “Edit” if revisions are necessary and then click “Save” to save the changes • Click “Mark as Complete” when completed Check yourself… Is the information current? If other funds are available, have you addressed why they cannot be used for this project? If there are existing costs, have you addressed when and why the current fund source will cease?

39. FORM #7: AUDIT REQUIREMENTS • Complete the entire form as indicated: • Date Last Audit was Completed (month and year, at a minimum) • Dates Covered by Last Audit (e.g. mm/dd/yyyy – mm/dd/yyyy) • Last Audit Performed By • Phone Number of Auditor • Date of Next Audit (enter TBD if unknown) • Dates to be Covered by Next Audit (e.g. mm/dd/yyyy – mm/dd/yyyy) (enter TBD if unknown) • Next Audit Will Be Performed By • Amount of Federal and State assistance received during last audited period • Click “Save” when complete • Review for accuracy; click “Edit” if revisions are necessary and then click “Save” to save the changes • Click “Mark as Complete” when completed • Check yourself… • Is the form current and accurate? • Does the form reflect information for the applicant (e.g. city, county, state department)?

40. FORM #8: OTHER ATTACHMENTS Potential “other” attachments: • Vendor quote • Documents to support narrative • Letters of support • To upload an additional document: • Click “Add” • “Browse” for the attachment on your computer or storage device • Enter a short, but meaningful “Description” • Click “Save” • Repeat as necessary • To delete an uploaded file, click the recycle bin image under the “Delete” column and then click “OK” to the dialog box • Click “Mark as Complete” when completed • NOTE: Applicants not providing additional attachments should just click “Mark as Complete” and continue with no file attached. Check yourself… Is the attachment relative to the project? Is the file type a commonly used program that DPS will be able to open?

41. FORM #9: CERTIFIED ASSURANCES • Obtain a copy of the 2020 MCLUP Certified Assurances and read thoroughly • Complete the entire form as indicated • Click “Save” when complete • Review for accuracy; click “Edit” if revisions are necessary and then click “Save” to save the changes • Click “Mark as Complete” when completed Check yourself… Does your Authorized Official agree with the terms and conditions? If not, have you provided a valid reason? Did the correct Authorized Official “sign” the form? Is the Date reflective of the application submission date?

42. STEP #4 - REVIEW/SUBMIT APPLICATION • Application Details • Read through the entire application • Ensure that all questions are answered correctly • Review your budget and budget justification • Verify the name and date on the Certified Assurances • Have another individual critique your proposal!!! • Check compliance with Racial Profiling and Federal Forfeiture reporting • Withdraw • Used if an application is no longer needed • Submit • Used to submit the application • Confirmation screen will appear • Primary Contact will receive a confirmation email • Contact DPS staff at dpswebgrants@dps.mo.gov prior to deadline if revisions are necessary to a submitted application • Contact DPS staff at dpswebgrants@dps.mo.gov within 24 hours after the deadline if technical issues with WebGrants prevents you from submitting your application by the deadline.

43. POST-APPLICATION PROCESS

44. APPLICATION REVIEW • Submitted applications will be reviewed by DPS - CJ/LE staff • Funding notifications will be sent via WebGrants approximately 3-6 weeks following the application deadline • Evaluation criteria will consist of, but not limited to: • Demonstration the proposed project fits within the parameters of MCLUP Program • Demonstration of need including geographic location, local demographics, local statistics, other programs and/or resources available to the applicant agency, etc. • Adequate correlation between the cost of the project and the objectives to be achieved • Overall description of the intended use of the grant funds • Demonstration that funds will not be used to supplant other federal, state, or local funds • Compliance with statutory reporting requirements to include, but not limited to, Racial Profiling and Federal Forfeiture reporting • Legally binding signature by the proper Authorized Official on the Certified Assurances form of the submitted application

45. GRANT TIMELINE • February 26: Funding Opportunity Opens • April 9: Funding Opportunity Closes at 5:00 pm • Late April/Early May: Grant Review Meeting If you are approved for funding: • May: Application Revisions, if applicable • May/June: Sign Subaward Documents • June 1, 2019: Project Period Begins • May 31, 2020: Project Period Ends • June 10, 2020: Funds must be expended

46. QUESTIONS?