2008JAGPre BidPresentation

2008 Edward Byrne Memorial Justice Assistance Grant (JAG) Program: 

2008 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Pre-Bid Seminar January 31, 2008

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Edward R. Byrne was an outgoing and friendly person who had a strong calling to public service and wanted to make his city, New York City, a safer place. In the early morning hours of February 26, 1988, Officer Byrne was on detail protecting a witness who had agreed to testify in court against local drug dealers. Officer Byrne was in his patrol car outside the witness' home around 3:30 a.m. when two armed gunmen crept up to his car from both sides. One of the men knocked on the passenger-side window to distract Officer Byrne just as a second perpetrator ran up to the driver's side window and, without uttering a sound, opened fire. Officer Byrne was shot five times in the head. Both gunmen, along with two other perpetrators who served as lookouts, fled the scene. Officer Byrne was rushed to Mary Immaculate Hospital where he died from his wounds. He was only 22 years old. In honor of Police Officer Byrne, a major U.S. Department of Justice initiative was titled the Edward Byrne Memorial Justice Assistance Grant Program. About the JAG Program

JAG Program (cont’d): 

JAG Program (cont’d) In 2005, JAG combined the Edward Byrne Memorial Formula Grant (Byrne) Program and the Local Law Enforcement Block Grant (LLEBG) Program to streamline funding and grant administration. Allows states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system.

JAG Program (cont’d): 

JAG Formula includes: a state allocation consisting of a minimum base amount with the remaining amount determined by population and crime statistics a direct allocation to units of local government Once the state allocation is calculated, 60% of the funding is awarded to the state (DPS) and 40% to eligible units of local government. JAG Program (cont’d)

JAG Program (cont’d): 

The Department of Public Safety is required to pass-through a certain amount of funds to local units of government as calculated by the Bureau of Justice Statistics (BJS). For 2007, the Variable Pass Through (VPT) Percentage was 58.53%. The 2008 VPT Percentage has not been announced. JAG Program (cont’d)

Federal Administering Agency: 

Federal Administering Agency The Bureau of Justice Assistance (BJA) within the Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) administers the JAG Program at the federal level. BJA supports local law enforcement, including multi-jurisdictional drug and gang task forces, drug courts, corrections, treatment, victim services, information sharing/technology, and prevention initiatives that strengthen the nation’s criminal justice system.

State Administering Agency: 

State Administering Agency The Missouri Department of Public Safety (DPS), Office of the Director, is the State Administering Agency (SAA) for the JAG Program and is responsible for awarding these funds to state and local agencies. The Department of Public Safety coordinates with public and private entities to assist with crime prevention and investigation; protect against threats of terror; ensure public safety; and provide emergency response, care, and recovery assistance.

JAG Purpose Areas: 

JAG funds can be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and information systems for criminal justice for any one or more of the following seven purpose areas: JAG Purpose Areas Law Enforcement Programs Prosecution and Court Programs Prevention and Education Programs Corrections and Community Corrections Programs Drug Treatment Programs Planning, Evaluation, and Technology Improvement Programs Crime Victim and Witness Programs (other than compensation)

Eligible Budget Categories: 

Eligible Budget Categories Personnel Personnel-Overtime Travel Equipment Supplies/Operational Expenses Contractual Services

JAG Program Guidelines: 

JAG Program Guidelines JAG Contract Period = July 1 to June 30 Applications for funding must be for projects that can be implemented and evaluated for the duration of the contract period. Agencies receiving a JAG contract must obligate and expend funds within the contract period. Expenses will not be allowed for activities occurring before the contract period start date or after the contract period end date.

Eligible Applicants: 

Eligible Applicants Any state or local unit of government may apply for JAG Program Funds. State agencies must have budgetary spending authority for their requests. Local and law enforcement agencies must apply through their respective city or county unit of government to receive this funding. Law enforcement agencies must be in compliance with the provisions of Section 43.505 RSMo relating to Uniform Crime Reporting and Section 590.650 RSMo relating to Racial Profiling Reporting.

Funding Rules and Unallowable Expenses: 

Funding Rules and Unallowable Expenses Allowable costs can be found in Part III, Chapter 7 of the OJP Financial Guide. Unallowable costs can be found in Part III, Chapter 16 of the OJP Financial Guide. The OJP Financial Guide can be found at www.ojp.usdoj.gov/FinGuide/. Other information on allowable and unallowable cost items can also be found in the application packet.

Match Requirements: 

Match Requirements Of the funds expended under this program, no more than 75 percent may be federal. The remaining 25 percent must be local match funds from allowable sources. Federal and Local matching funds are subject to the same financial rules. Matching funds cannot supplant other funds. For more information, consult the OJP Financial Guide at www.ojp.usdoj.gov/FinGuide/.

Supplanting: 

Supplanting Grant funds, which include matching funds, may not be used to replace state or local funds that would, in absence of federal assistance, be budgeted. Federal grant funds shall not be used to pay for programs and/or expenses that the recipient already is obligated to pay or has funded. Grant funds must be used to increase the total amount of such other funds the agency uses for criminal justice activities.

Governing Directives: 

Governing Directives The Financial and Administrative Guidelines for Contracts, Program Description, and other materials contained in the JAG Application Packet. While this guidance is intended to provide applicants with the major requirements of the JAG Program, the grants are governed by a variety of laws, rules, and guidance.

Governing Directives (cont’d): 

Governing Directives (cont’d) 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/FinGuide/. OMB Circular A-102 “Grants and Cooperative Agreements with State and Local Governments,” revised October 7, 1994: www.whitehouse.gov/omb/circulars/a102/a102.html.

Governing Directives (cont’d): 

OMB Circular A-21 “Cost Principles for Educational Institutions,” revised April 26, 1996 (codified at 28 CFR Part 66, by reference): www.whitehouse.gov/omb/circulars/a021/a021.html. OMB Circular A-87 “Cost Principles for State, Local, and Indian Tribal Governments,” revised May 4, 1995 (codified at 28 CFR Part 66, by reference): www.whitehouse.gov/omb/circulars/a087/a087.html. OMB Circular A-133 “Audits of States, Local Governments and Nonprofit Institutions,” revised June 30, 1997 (codified at CFR Part 66 & Part 70): www.whitehouse.gov/omb/circulars/a133/a133.html. Governing Directives (cont’d)

The Application : 

The Application Application Forms Narrative Work Program All application forms can be found at www.dps.mo.gov under the Criminal Justice/Law Enforcement Program, then click on JAG.

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Application Summary Report Provide requested information and a brief summary of the proposed project. This information is used to gather basic information regarding the contract and to develop the evaluation plan for the required progress report.

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Application for Funding Form Provide requested information for each section of the form. The Authorized Official listed in Section 4 must sign and date this form. The original application must contain the original signature of the Authorized Official. Refer to the Application for Funding Form Instructions for further information on completing this form.

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Personnel Budget Page List all personnel positions for which funding of salary and fringe benefits are being requested. Under the Fringe Benefits section, provide a clear basis for cost estimate for each fringe benefit being requested.

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Personnel-Overtime Budget Page List all personnel positions for which funding of overtime and fringe benefits are being requested.

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Personnel Information Sheet List all personnel positions for which funding of salaries and/or overtime were requested on the Personnel or Personnel-Overtime Budget Forms. Provide a brief description of the individual’s experience and job responsibilities.

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Travel Budget Page List all travel-related or training/conference expenses for which funding is being requested. For trainings, identify the date and location if available. Itemize each expense per training.

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Equipment Budget Page List all equipment for which funding is being requested. Provide as much detail about the item as possible. Clearly identify the quantity being requested, the unit cost, and the source of bid for each item.

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Supplies/ Operations Budget Page List all supply or operational expenses for which funding is being requested. Provide a clear basis for calculating the total cost. Membership Fees or Training Registration Costs should be listed on this budget form.

Narrative Work Program: 

Narrative Work Program Use plain white paper. Use a font type of Arial or Times New Roman and a font size of 12-point. Narrative must be typewritten. Double-space for easier reading. Separate each section with headings. Label all attachments. Follow the requested outline and format.

Narrative Work Program (cont’d): 

Narrative Work Program (cont’d) Brief History of the Project Agency Provide a brief history of the agency including a description of any existing programs. Statement of the Problem Define the problem you are attempting to impact with the project for which you are requesting funds. Include local facts and statistics on incidents of crime, existing resources, demographic and geographic specifications, etc. Goals and Objectives Explain your expectations for the proposed program. Goals are the program’s desired results and should be clearly stated, realistic, and achievable, even if not readily measurable. Objectives are the intermediate results to be achieved by the program pursuing its goals and should be both measurable and achievable.

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D) Methodology Type of Program Specifically outline the services to be provided by this project, who will provide them, and who will benefit. 2. Proposed Service Area State the geographic area to be served. 3. Project Implementation Explain the actual steps that will be taken to use the resources requested in your application to implement the program. 4. Identification of Matching Funds Identify the source and dollar amount of matching funds. Narrative Work Program (cont’d)

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Budget Justification Justify the need for all items listed on the budget forms. Do not just list the items being requested – provide rationale for why each item is requested. (For personnel, indicate if the position is new or existing; for equipment, provide a description of the item and how it will benefit the program, etc.) 6. Supplanting Funds are intended to supplement existing funds and not to replace them. Address the issue of supplanting. (No agency is exempt from supplanting.) 7. Community Impact Describe how your proposed project will affect the communities that your program will serve. Narrative Work Program (cont’d)

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E) Cost Assumption Describe how the agency plans to continue the activities of this project if JAG funds would no longer be available. If the proposed project is important enough to receive state funding assistance, it should be important enough to be assumed by the agency if funding is no longer available. F) Evaluation Procedures Describe the process to be used to determine the effectiveness of your program including a description of the data to be collected. G) Report of Success (only applicable for continuations of funding) Restate the goals and objectives from your current contract and provide information regarding whether or not each goal and its objective(s) have been attained. Attach reports, surveys, or other measurement tools that support the success. Narrative Work Program (cont’d)

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Certified Assurances Form Agency must assure and certify that they will comply with all terms set forth in the JAG contract. Form must be signed and dated by the both the Project Director and Authorized Official listed on the application forms.

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Certification of Cash Match Form Identify the source of matching funds and the total amount of cash contributions. Form must be signed by the Authorized Official listed within your grant application.

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Audit Requirements Form This form must be completed and submitted even if your agency is not required to submit an audit to DPS. Form must be signed and dated by the correct Authorized Official.

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Report of Expenditures & Check Payee Form This form identifies the name and address for whom monthly expenditure reports need to be mailed. Reimbursements are sent via ACH to those that are able to receive payments in such manner rather than through checks.

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Offerer’s Contract Experience Form Identify any prior experience in receiving grant funds from DPS or any other state or federal grant program.

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Confidential Funds Certification Confidential funds are those monies allocated to the Purchase of Service (P/S), Purchase of Evidence (P/E), or Purchase of Information (P/I). Certification forms must be signed, agreeing to the terms and usage of monies if your agency is requesting grant funding for Confidential Funds.

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Additional Information Memorandum of Agreement (DTFs only) Submit a MOA between each municipality, political sub-division, and/or the MSHP that pledges to participate in the drug task force. The MOA must be current and contain original signatures. Agency’s Organizational Chart Submit an organizational chart for the agency that will be implementing the program (i.e. police department).

Assembling The ApplicationSubmit completed application in the following order. Do not submit budget pages for which funding is not requested. : 

Assembling The Application Submit completed application in the following order. Do not submit budget pages for which funding is not requested. Application Summary Report Application for Funding Form Personnel Budget Page Personnel-Overtime Budget Page Personnel Information Sheet Travel Budget Page Equipment Budget Page Supplies/Operations Budget Page Contractual Budget Page Narrative Work Program Certified Assurances Certification of Cash Match Audit Requirements Form Report of Expenditures and Check Payee Information Offerer’s Contract Experience Confidential Funds Certification Form (Drug Task Forces only) Memorandum of Agreement (Multi-Jurisdictional Task Forces only) Agency Organizational Chart

After the Application is Complete…: 

After the Application is Complete… Proofread your application. Check that all forms and your narrative are complete. Check your math and calculations. Verify that all forms are properly signed. Have another person critique your proposal. Check that the application is assembled in the proper order. Do not submit budget forms for which funding is not requested. Do not bind your application – staple it in the upper left hand corner. Mark your “ORIGINAL” application on the top sheet.

The Original Application and 3 Copies Must Be Submitted To:: 

The Original Application and 3 Copies Must Be Submitted To: Missouri Department of Public Safety Attn: JAG Grant P.O. Box 749 301 West High Street, Room 870 Jefferson City, MO 65102

Applications Must be Received or be Postmarked by March 19, 2008: 

Applications Must be Received or be Postmarked by March 19, 2008

Application Review: 

Application Review A review panel, consisting of DPS staff and volunteers from other state and local agencies, will evaluate the applications postmarked by the deadline. Applicants will not be contacted if there is something missing from their application and any information received after the deadline will not be considered.

Evaluation Criteria: 

Evaluation Criteria Correlation between the cost of the project and the objectives to be achieved Probability of project to meet goals and objectives Demonstration that funds will not be used to supplant state and local funds Key elements captured in written narrative Overall quality of the application Availability of program funding

Grant Award and Acceptance: 

Grant Award and Acceptance All applicants will receive notification on approval or denial and the rationale behind the review panel’s decision. If approved for funding, an Award of Contract will be issued when all revisions, if any, have been completed. Contract period: July 1, 2008 - June 30, 2009. The project must be operational within 60 days of July 1, 2008.

Criminal Penalties: 

Criminal Penalties Whoever embezzles, willfully misapplies, steals, or obtains by fraud any funds, assets, or property which are the subject of a grant or contract or other form of assistance, whether received directly or indirectly from the Missouri Department of Public Safety shall be subject to prosecution.

DPS Contacts for the JAG Grant Program: 

DPS Contacts for the JAG Grant Program Eric Shepherd, Program Manager 573-751-5997 Eric.Shepherd@dps.mo.gov Ralph Lindsey, Program Specialist 573-751-5428 Ralph.Lindsey@dps.mo.gov Dawn Bax, Program Specialist 573-526-1928 Dawn.Bax@dps.mo.gov Heather Haslag, Program Representative 573-751-1318 Heather.Haslag@dps.mo.gov Sara Seaver, Part-Time Clerical Support 573-522-1800 Sara.Seaver@dps.mo.gov

2008 JAG Program: 

2008 JAG Program Pre-Bid Seminar Presentation - THE END -