Local Law Enforcement Block Grant (LLEBG) 2013 Pre-Bid Webinar

1. Local Law Enforcement Block Grant (LLEBG)2013 Pre-Bid Webinar Missouri Department of Public Safety August 13, 2012

2. DEPARTMENT OF PUBLIC SAFETYCRIMINAL JUSTICE/LAW ENFORCEMENT UNIT Eric Shepherd, Program Manager (573) 751-5997 eric.shepherd@dps.mo.gov Heather Haslag, Program Specialist (573) 751-1318 heather.haslag@dps.mo.gov Sarah Verhoff, Program Representative (573) 526-1928 sarah.verhoff@dps.mo.gov Amy Lehman, Clerk for DSSSF Grant (part-time) (573) 522-3455 amy.lehman@dps.mo.gov Joan Dudenhoeffer, Clerical Support (part-time) (573) 522-1800 joan.dudenhoeffer@dps.mo.gov • Main Phone: (573) 751-4905 • Fax Number1: (573) 522-1908 • Fax Number2: (573) 751-5399 • CFDA #: 16.738 • MO Department of Public Safety • Attn: CJ/LE • PO Box 749 • 301 W. High Street, Room 870 • Jefferson City, MO 65102

3. OUTLINE FOR TODAY • General Program Information • Application • Post-Application Process • Other Information • Questions?

4. GENERAL PROGRAM INFORMATION

5. SOURCE OF FUNDS • Federal Administering Agency: • U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Assistance (BJA) • Public Law 109-162, Section 1111 - 2005: • Edward Byrne Memorial Justice Assistance Grant (JAG) Program combined the Edward Byrne Memorial Formula Grant (Byrne) and Local Law Enforcement Block Grant (LLEBG) Programs to streamline funding and grant administration. • The Byrne program was created in honor of Officer Edward R. Byrne • Officer Byrne was a New York Police Officer shot and killed at the age of 22 while on detail protecting a witness who agreed to testify in court against local drug dealers • The LLEBG program was created to reduce crime and improve public safety • Missouri continued to administer contracts under the purpose area of LLEBG (separate from the purpose area of JAG)

6. FUNDING Base Allocation + Formula Allocation (population & crime) Missouri Base Allocation <$10K Allocations >$10K Allocations JAG (Base $) Department of Public Safety (60%) Local Units of Government (40%) LLEBG (<$10K $)

7. FUNDING OVERVIEW • Federal Fiscal Year = October 1 to September 30 • DPS has approximately $647,000 available for 2013 contracts • Consists of de-obligations for 2010, de-obligations from 2011, and award from 2012 • Will have a final total when the 2012 LLEBG grants are all closed

8. GOVERNING DIRECTIVES • 2013 LLEBG Solicitation: http://www.dps.mo.gov/dir/programs/cjle/llebg.asp • 42 U.S.C. 3750 Part E of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 • OJP Financial Guide: www.ojp.usdoj.gov/financialguide/index.htm • OMB Circulars: www.whitehouse.gov/omb/circulars_default • A-87: Cost Principles for State, Local, and Indian Tribal Governments • A-102: Grants and Cooperative Agreements with State and Local Governments • A-133: Audits of States, Local Governments, and Non-Profit Organizations • Variety of other federal laws, rules, and guidance

9. ELIGIBLE APPLICANTS • Any state or local unit of government • Except those eligible for a direct FY2012 JAG award; check the ineligibility list before you start an application! • Non-profit or for-profit organizations are not eligible • Law enforcement agencies apply through their respective unit of government • State agencies must have budgetary spending authority prior to submitting an application

10. ELIGIBILITY REQUIREMENTS Law Enforcement Agencies must be compliant with: • Section 43.505 RSMo • Uniform Crime Reporting (UCRs) • Section 590.650 RSMo • Racial Profiling Reporting • Section 513.653 RSMo • Federal Forfeiture Report • Section 590.700 RSMo • Recording of Custodial Interrogations • Section 577.005 RSMo • Forwarding Intoxication-Related Offenses to MSHP http://www.moga.mo.gov/homestatsearch.asp

11. ELIGIBLE PURPOSE AREA • Allowable Budget Category: Equipment • Purchase of basic law enforcement equipment and technology that will enable law enforcement agencies to reduce crime and improve public safety • Funding will not be approved for specialized law enforcement teams (e.g. SWAT, Drug Task Forces) • Funding will be considered if the officers perform normal patrol duties and double as a specialized team (make this clear in your application – who will use it?) • Priority funding will be granted to those items directly related to officer safety

12. ALLOWABLE COSTS Allowable costs include, but are not limited to: • Ballistic Vests, Carriers, Plates • Flashlights • Gun Racks/Locks • In-Car Cameras • Lights Bars/Warning Lights/Directional Sticks • Mobile Data Terminals (MDTs) • Police Cruisers • Protective Clothing/Gloves • Radios (Portables, Mobiles, Repeaters, and Base Stations) • Reflective Vests/Raincoats • Road Flares/Cones • Security Devices: Handcuffs, Leg Irons • Siren Boxes & Speakers • Surveillance Systems for Jails • Trauma Kits/First-Aid Kits • Vehicle Cages/Partitions Contact a vendor for pricing and costs for shipping, programming, installation, etc.

13. ALLOWABLE COSTS – SPECIAL CONDITIONS • Bulletproof Vests • Encouraged to seek federal funding through the Bulletproof Vest Program (BVP) – http://www.ojp.usdoj.gov/bvpbasi/ but will not be denied funding automatically • New BJA guidelines allow you to purchase vests at any threat level, make or model, and from any distributor so long as the vest has been tested and found to comply with the applicable National Institute of Justice (NIJ) ballistic or stab standards – http://www.nij.gov/topics/technology/body-armor/safety-initiative.htm • New BJA guidelines also require bulletproof vests to be American made. • New BJA guidelines require recipients of funding for vests to have a written “mandatory wear” policy in effect. There are no requirements regarding the nature of the policy other than it being a mandatory wear policy for all uniformed officers while on duty. Recipients will be required to send a copy of such policy to DPS when returning the signed Award of Contract documents. (Do not send with application) • Police Cruisers • Include marked or unmarked sedans, police motorcycles, bicycles, and segways. Other types of vehicles may be allowable but will be subject to approval based on the justification provided on the Budget form • Radios • Portable/handheld radios, repeaters, and base stations have no specific requirements • Mobile radios within the vehicle must be Project 25 (P25) compliant and capable of operating in the Trunked mode at the time of purchase. • Must identify the model number and provide specific justification on the Budget form

14. UNALLOWABLE COSTS Unallowable costs include, but are not limited to: • Breathalyzers and PBTs • Canines and Canine Expenses • Finance Fees/Late Charges • Less than Lethal Weapons • Office Equipment (e.g. desktop computers, scanners, copiers, printers) • Office Furniture (e.g. file cabinets, desks) • Military-Type Equipment • Push Bumpers • Radar Guns/Radar Trailers • Range Simulation Equipment • Software • Spikes/Stop Sticks • Tasers • Vessels/Boats • Weapons and Ammunition Funding will not be approved for weapons or any tactical items that attach to a weapon (e.g. tactical flashlight)

15. PROGRAM GUIDELINES • Contract Period: January 1 to June 30, 2013 • Six (6) month contract period • Cannot request an extension • Funds must be obligated within the contract period • Funds which are properly obligated are allowed 60 days after the contract end date (August 28) to be expended • Any funds not properly obligated or expended will revert back to DPS for the 2014 LLEBG awards • Can only submit 1 application per agency • Cannot use LLEBG monies to supplant local, state, or other federal monies • Funds are disbursed to the recipients at the beginning of the contract period (usually early- to mid-January) • Cannot request more than $9,000 as federal/state share

16. LOCAL MATCH REQUIREMENT • Minimum 10% of Total Project Cost • Examples: • $5,000 Total Project Cost = $500 Local Match Share & $4,500 Federal/State Share • $10,000 Total Project Cost = $1,000 Local Match Share & $9,000 Federal/State Share • $15,000 Total Project Cost = $6,000 Local Match Share & $9,000 Federal/State Share • Allowable Local Match: • Cash (newly appropriated) • Cash Donations • Federal Forfeitures • Unallowable Local Match: • State or Local Forfeitures • Federal Grant Funds • Indirect Costs • Existing Budgeted Funds

17. APPLICATION

18. GENERAL APPLICATION GUIDELINES • Solicitation is available on DPS – LLEBG webpage http://www.dps.mo.gov/dir/programs/cjle/llebg.asp • Applications must be submitted online in WebGrants https://dpsgrants.dps.mo.gov • Applications due by 5:00 p.m. on Sept. 14, 2012 • Paper applications will not be accepted • WebGrants will not accept late applications

19. WebGrantsDPS’ Online Grants Management System https://dpsgrants.dps.mo.gov

20. WEBGRANTS – HOME SCREEN Returning Users or Organizations: enter UserID and Password New Organizations: click the “Register Here” link

21. WEBGRANTS - REGISTRATION • Registration will register the individual and the organization • Refer to the 2013 LLEBG Solicitation (page 12) for detailed instructions and information • Once you have submitted your registration, DPS will receive an email to confirm the registrant • If approved, the registrant will receive an email with their UserID and Password • If denied, the registrant will receive the reasoning for denial • Once approved, the registrant can add users associated with the organization (e.g. Sheriff, Chief, Fiscal Person, Secretary, etc) • These users are not subjected to approval by DPS

22. WEBGRANTS - ADDING REGISTERED USERS First, check who is a registered user already: • Log into WebGrants • Click “My Profile” • Scroll down to the Organization table • Select your agency name • Scroll down to the Registered Users table If you don’t see someone listed, check with them to see if they are an existing user on other grants with DPS. If so, contact DPS to have them add internally. If not, continue with the following steps: • Click Add • Complete the registration form • Click Save • DO NOT COMPLETE THE REGISTRATION FORM ON THE LOGIN PAGE OF WEBGRANTS IF YOU FORGET YOUR LOGIN - - THIS IS FOR NEW ORGANIZATIONS ONLY!! IF YOU COMPLETE THIS FORM, IT WILL RE-REGISTER YOU AND YOUR ORGANIZATION. • DO NOT SHARE LOGINS WITHIN YOUR ORGANIZATION – CREATES A SECURITY ISSUE! • ADD dpswebgrants@dps.mo.gov AS A SAFE SENDER IN YOUR CONTACT LIST!

23. WEBGRANTS – EXISTING USERS ‘My Profile’ module: • Maintain profile and contact information • Maintain organization’s information • Add additional registered users • Add only if individual is not already a user

24. GETTING STARTED: TIPS & TRICKS • LLEBG Application has 12 components (forms) • Each component must be “Marked Complete” • Form and field instructions have been provided to aid in the completion of each form • Each form has required fields, indicated by a red asterisk (*) – form cannot be saved until each field contains data • If you are not completed with a form but need to save it, enter something and come back later • If you have not completed a required field or supplied information in an incorrect format, the cursor will return to the field that contains the error • START EARLY!!

25. WEBGRANTS - MAIN MENU • Grantee Instructions: general instructions and navigational aids • My Profile: maintain contact information, reset password, & add users • Funding Opportunities: displays posted program funding opportunities • My Applications: displays previously created applications for the user’s organization • My Grants: displays awarded grants for a user’s organization

26. FIND THE FUNDING OPPORTUNITY Select “Funding Opportunities” from the Main Menu Select the appropriate “Opportunity Title” from the list of posted grants

27. CREATE APPLICATION • Copy Existing Application: can be used by organizations reapplying for funds under the LLEBG program area • Start a New Application: is intended for organizations that have not applied for monies through WebGrants MAKE SURE IF COPYING AN EXISTING APPLICATION, TO COPY FROM THE SAME PROGRAM AREA!!

28. FORM #1: GENERAL INFORMATION • Primary Contact: select from the drop-down box, which will pre-populate based on name of the individual associated with the login information. This individual will be the only recipient of emails during the application, review, and negotiation phases. • Project Title: enter a carefully chosen, brief descriptive title for the proposed project. Do not use “LLEBG” or “Local Law Enforcement Block Grant” as your project title. • Organization: select from the drop-down box, which will pre-populate based on the organization associated with the selected primary contact person. • Click “Save” when complete • Review the form (edit if necessary) • Click “Go to Application Forms” to continue

29. FORM #2: CONTACT INFORMATION Complete the entire form as indicated Click “Save” when complete Review for accuracy If revisions are necessary, click “Edit” and then re-save when completed Click “Mark as Complete” when the data is complete • 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

30. FORM #3: PROJECT SUMMARY • Complete the entire form • Application Type • Current Contract Number(s) • Program Category • Project Type • Geographic Area • Brief Summary • Program Income • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete

31. FORM #4: BUDGET • Complete the budget lines • 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, make the changes, and click “Save” • To delete an existing budget line, click on the blue hyperlink of the budget item and click “Delete” • Complete the budget justification; click “Edit” • Review for accuracy • Click “Mark as Complete” when the form is complete Refer to the 2013 LLEBG solicitation for examples!!

32. FORM #5: BRIEF HISTORY • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete INSTRUCTIONS: Provide a brief history and overview of the Project Agency, which is the agency that will be implementing the proposed project (e.g. Sheriff's Office, Police Department, State Department). Include information regarding the geographical location, population, and services offered by the law enforcement agency (e.g. 24/7 patrol, mutual aid to neighboring communities, animal control, DARE programs, etc). Also include the number of sworn officers (full-time, part-time, and reserve) and the number of police vehicles utilized by the department.

33. FORM #6: STATEMENT OF PROBLEM • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Define the problem you will be attempting to impact with the project for which you are requesting funds. Be specific. Do not include every issue the Project Agency addresses but only the one(s) that will be impacted by the use of the funds being requested. • Include facts and statistics on incidents of crime (e.g. number of calls for service, number of arrests, types of arrests, criminal activity), existing resources or lack thereof, demographic and geographic specifications, etc. to demonstrate a need for funding.

34. FORM #7: COMMUNITY IMPACT • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Describe how your proposed project will affect the communities that your program will serve, whether directly or indirectly. • Describe how your project will improve the services provided to the citizens and affect crime-related issues within the community concerning public safety.

35. FORM #8: CERTIFICATION OF LOCAL MATCH • Identify the local match source(s) and amount(s) • To create new local match lines, click “Add” • To edit an existing local match line, click on the blue hyperlink of the agency name, make the changes, and click “Save” • To delete an existing local match line, click on the blue hyperlink of the agency name and click “Delete” • Review for accuracy • Click “Mark as Complete” when the form is complete • Agency Name: Contributor (e.g. City, County, Donating Company, etc) • Source: Fund (e.g. General Revenue, Donation, Civil Service Fees, etc) • Amount: total amount contributed by the identified Agency Name from the identified Source The total on this form must match the Total Local Match Share on the Budget form!!

36. FORM #9: AUDIT REQUIREMENTS • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete

37. FORM #10: REQUIRED ATTACHMENTS • To upload the required document, click on the respective blue hyperlink • To delete an uploaded file, click on the recycle bin in the Delete column • Click “Mark as Complete” when the form is complete • Project Agency’s Organizational Chart: a diagram that shows the structure of an organization and the relationships and relative ranks of its parts and positions/jobs. Should preferably be designed as a flow chart type of document. • Refer to Appendix D of the 2013 LLEBG Solicitation for an example

38. FORM #11 OTHER ATTACHMENTS • To upload an additional document, click “Add” • Browse for the attachment on your computer or storage device • Enter a brief title for the document • Click “Save” • To delete an uploaded file, click on the blue hyperlink in the Description column • Click “Mark as Complete” when the form is complete If you have no “other” attachments, just click “Mark as Complete” and continue. Possible “other” attachment: • Quotes for equipment

39. FORM #12: CERTIFIED ASSURANCES • Complete the form as necessary • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Make sure the typed Authorized Official Name is the correct Authorized Official or else the contract will be deemed invalid and funding will automatically be denied!!

40. REVIEW/SUBMIT/PRINT APPLICATION • Preview Application • Read through the entire application • Review your proposed budget • Ensure you have identified a minimum 10% local match • Check that your Certification of Local Match form equals the Budget form • Have another individual critique your proposal! • Click “Submit” • 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 WebGrantsprevents you from submitting your application by the deadline.

41. POST-APPLICATION PROCESS

42. APPLICATION REVIEW • Will be reviewed by CJ/LE staff and external peers • Funding notifications will be sent via WebGrants approximately 2-4 weeks following the review meeting • Evaluation criteria will consist of, but not limited to: • Demonstration the project fits within parameters of LLEBG Program • Justification for items being requested • Meets local match requirement • Demonstration that funds will not be used to supplant other federal, state, or local funds • Key elements captured in written narrative • Overall quality and completeness of the application

43. GRANT TIMELINE • August 13: Post Solicitation & Open Funding Opportunity • September 14: Applications Due in WebGrants • October 24-25: Review Meeting • November: Send Notifications If you are approved for funding: • November: Application Revisions, if applicable • December: Sign Contracts • January 1: Contracts Begin (cannot order equipment before this date) • June 30: Contracts End (equipment must be ordered by this date • August 28: Equipment must be paid for • September 10: Status Report must be submitted in WebGrants

44. OTHER INFORMATION

45. REPORTING REQUIREMENT Status Report • Submitted in WebGrants via the “Status Report” grant component • Due no later than September 10, 2013 • Identifies your actual expenditures once all items have been ordered, received, and paid • Must provide a copy of the following: • Local Purchase Order (or substitute authorizing purchase by unit of government) • Copy of Invoice/Receipt(s) • Copy of Check(s) to Vendor

46. OTHER AVAILABLE RESOURCES • COPS Hiring Program U.S. Department of Justice, Office of Community Oriented Policing Services (COPS) awards grants to hire and train community police professionals. www.cops.usdoj.gov • Bulletproof Vest Program (BVP) U.S. Department of Justice initiative created in 1998. BVP funds up to 50% of the cost of each vest purchased or replaced. www.ojp.usdoj.gov/bvpbasi • Department of Defense (DoD) Program Administered by DPS to provide excess military equipment to law enforcement agencies for use in counter-narcotics, counter-terrorism, and officer safety efforts. http://www.dps.mo.gov/dir/programs/cjle/dod.asp • MO Crime Prevention Information Center Established within DPS in 1994 as an information clearinghouse for crime prevention efforts. Items such as brochures, coloring books, crayons, pens, bookmarks, key chains, and litterbags are available upon request at no cost (other than shipping). Videos, Fatal Vision Goggles, and the McGruff Costume are also available on a loan basis http://www.dps.mo.gov/dir/programs/cjle/crimeprevention.asp • Other DPS Grants http://www.dps.mo.gov/dir/grants.asp

47. QUESTIONS?