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HomeMy WebLinkAboutNS - Grant - Ratification of Application for Interoperable Communications Technology GrantORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 16, 2005 Action Agenda Item No. 5 - ~ SUBJECT• Ratification of Application for Interoperable Communications Technology Grant DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 7/13/05 Orange County Support Letter Project Description COPS Grant Program Description (under separate cover) INFORMATION CONTACT: Jack Ball, 968-2050 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To support a regional grant application to the United States Department of Justice for the purchase interoperable communications console equipment for the 9-1-1 Center and for portable 800 MHz radios. BACKGROUND: The United States Department of Justice Community Oriented Policing Services (COPS) office received up to $90 million during FY2005 to award technology grants to enhance interoperable communications throughout the United States. This highly competitive grant program was offered to specific Metropolitan Statistical Areas by invitation only. The City of Durham was invited by the Department of Justice to submit an application on behalf of the Durham Metropolitan Statistical Area (MSA), which includes the counties of Durham, Orange, Person, and Chatham. Person and Chatham counties chose not to participate in the application. City of Durham staff reported that they did not receive the invitation announcement until mid June 2005 due to misdirected documentation. Orange County staff only learned of the existence of grant, with no details such as matching funds requirements, just before the June 23, 2005 meeting of the BOCC, which prevented the Board's timely consideration of the grant application prior to its July 15 submission deadline. In the absence of any scheduled BOCC meeting prior to the application deadline, staff consulted with the Chair and Vice Chair before submitting the accompanying letter of support for the City of Durham grant. The letter notes thaf Orange County's support of the grant application is contingent upon the BOCC's ratification of its submission at this August 16 meeting. The City of Durham compiled a grant project in partnership with Orange County for 800 MHz compatible radios to further the interoperability between the two jurisdictions. The total project submitted to the Department of Justice was $3,894,300.60. Orange County's share of the project budget equaled $1,348,930, which would provide funds to purchase (7) seven interoperable radio console replacements for the 9-1-1 Center, and (30) thirty portable radios for emergency responders. The grant requires a match of 25%, resulting in a grant breakdown for Orange County to equal $1,011,697.50 in federal grant funds, and $337,232.50 in local matching funds, should the grant application be approved for full funding. The emergency communications infrastructure needs assessment study conducted by the County's consulting engineers characterizes the existing 9-1-1 consoles as antiquated and in failing condition. The consoles were installed in 1993 with an expected life span of 10 years. New parts are no longer manufactured for the consoles and repairs must be made using second-hand parts, if such parts can be located. The County's proposed 2005-15 Capital Investment Plan contemplates replacement of these consoles, a planned action supported by local emergency response agencies. 2 This grant offers atwo-fold opportunity - to replace antiquated equipment, and to procure the keystone equipment necessary to migrate onto the statewide partnership 800 MHz radio network. The radio consoles will allow telecommunicators to interact with field responders such as dispatching them to emergencies, and receiving information from the responders on their situations and needs in the field. It is especially important for responder safety to have reliable console equipment so assistance can be provided to the responders in an emergency. The portable radios requested in the grant will further allow the County's emergency response agencies to move toward migration onto the statewide partnership 800 MHz radio system. Because portable and mobile radios make up a substantial portion of the overall cost of moving to the system, any grant funds that can be received toward the project will reduce the financial burden upon local agencies. A grant funding decision is expected by October 2005. FINANCIAL IMPACT: There is a 25% cash match required for this grant amounting to $337,232.50, if the grant is awarded in its entirety. The County does not have to have all funding available at the time of award receipt, rather the money must be available at the time reimbursement is requested, as the County will be reimbursed 75% of the amount of its submitted invoices. Staff proposes that the County's match come from fund balance and ongoing revenue received in the Emergency Telephone System Fund from the 50-cent per month telephone subscriber surcharge imposed by Orange County. The County has also previously been notified of grant funding of more than $200,000 in federal funding already earmarked towards console replacement. RECOMMENDATION(S): The Manager recommends that the Board: 1. Ratify the grant application; 2. Commit to providing matching funds if the grant is awarded; and 3. Authorize staff to administer and sign all grant paperwork such as may be required C7RANGE CQUNTY HIL.LSBOR.OUGH NORTH CAROLINA J?Cana9er's O~ce July 13, 2005 COPS Interaperable Communications Technology Program U.S. Department of Justice Office of Community Oriented Policing Services 1100 Vermont Avenue, NW, 7th Floor Washington, DC 20530 Dear Peer Review Panel: ~r/a6ls~ed~zs2 This correspondence is in support of the City of Durham's "Durham NC MSA interoperability Expansion Project." Public safety communication in the Durham (NC) metropolitan statistical area {MSA) is difficult due to the incompatibility of the radio systems operated by the many agencies. The incompatibility of radio systems within the Durham MSA limits the ability of law enforcement personnel to readily share pertinent information when they must interface with law enforcement personnel from other jurisdictions. As a participating jurisdiction, we look forward to achieving interoperability within our region by transitioning to an 800 MHz radio system, resulting in a high level of interoperability where little currently exists. As a partner in this project, the project will support the transition of our conventional UHF radio system to an 800 MHz radio system, enabling interoperability between the Durham County SherifFs Department and other law enforcement, fire.and EMS agencies within the Durham MSA, adjacent MSAs and statewide. We acknowledge the designation of the City of Durham as the lead agency to serve as the applicant agency for this project. If grant funds are awarded, the City of Durham will be the grantee for the consortium. Orange County will provide match funds totaling 25% of the federal funds requested for Orange County's portion of the project as indicated in the project proposal, contingent upon approval by the Orange County Board of Commissioners at its next regularly scheduled meeting. Sincerely, ~orol.f~~-r-c~l~-~/~.~-1~sL.../ Roderick Visser Assistant County Manager AREA CODE (919} 245-2300 688-7331 FAX (919) 644-3004 Ext. 2300 4 Interoperability for the Durham, NC MSA Project Description A. Problem Identification and Justification and Use of Federal Funds The Durham, NC MSA consists of Durham, Person, Orange, and Chatham counties. This includes the cities and towns of Roxboro, Hillsborough, Chapel Hill, Durham, Pittsboro, and Siler City. The population of the Durham MSA is 451,212 (U.S. Census 2004 estimate). Public Safety communications in the Durham MSA is difficult due to the incompatibility of the radio systems operated by the many agencies. The incompatibility of radio systems within the Durham MSA results in the inability of law enforcement officers to readily share pertinent information when they must interface with officers from a different jurisdiction, such as during pursuits, missing persons, and potential terrorism incidents. Durham County: Durham has excellent interoperability with agencies in the Raleigh MSA due to the compatibility of 800 MHz trunked radio systems. While most agencies in Durham County have migrated to an 800 MHz franked system installed in 1994, the Durham County Sheriff's Department continues to operate on a conventional UHF system. This creates interoperability issues and diminishes First Responder effectiveness within Durham County. Limited funding has prevented moving this large organization to 800 MHz. This grant will provide interoperability that currently does not exist, between the Durham County Sheriff's Department and other law enforcement, fire and EMS agencies in the Durham MSA, adjacent MSAs and statewide. Orange County: Orange County Emergency Management is the primary Public Safety Answering Point (PSAP) and dispatch center for the County serving a growing population of 118,227 (2000 U.S. Census). The County PSAP dispatches for the municipalities of Hillsborough, Chapel Hill, and Carrboro, providing citizens contact with the following services: 11 fire departments, four law enforcement agencies, emergency medical services, and animal control. The PSAP also dispatches for emergency medical services and fire services to the University of North Carolina at Chapel Hill and the University of North Carolina at Chapel Hill Hospital. The need for interoperable communications is extremely high for this area due to the diverse responsibilities of the PSAP and the nature of the community. Also, the University of North Carolina at Chapel Hill contains at least one homeland security sensitive target that falls within the Buffer Zone Protection Program. An attack on this target would create a huge need for communications interoperability due to the potentially large human casualty impact if such an attack were ever realized. The current Orange County radio system utilizes discrete VHF and UHF frequencies, which limits interoperabilitybefween public safety agencies. To begin to remedy this interoperability problem, the county has requested and received funding from the 2004 Law Enforcement Terrorism Prevention Program to pay for two 800 MHz tower sites for the county on the State's Voice Interoperability Plan for Emergency Responders (VIPER). The VIPER network is a statewide system that local emergency response agencies may participate in which is based on an 800 MHz franked radio system. Orange County's current problem is that, while the PSAP has legal access to the system, the dispatch center cannot presently dispatch on the 800 MHz band due to the existing consoles. This is impeding efforts to bring local law enforcement and emergency services agencies onto the 800 MHz VIPER platform to allow them to communicate with one another. Unless the dispatch center's equipment is upgraded, 5 emergency service units will not be able to be dispatched to 9-1-1 emergency calls on this system, nor will the dispatch center be able to receive information from those emergency responders, such as in cases oflife-threatening situations. Law enforcement agencies of the County, towns of Hillsborough, Chapel Hill, Carrboro, Mebane, as well as the University of North Carolina at Chapel Hill Police, and UNC Hospitals Police would directly benefit from these grant funds to create an interoperable communications system in the county, as well as all 11 fire departments in the county, Orange County Emergency Medical Services, Orange County Emergency Management, Orange County Rescue Squad, South Orange EMS and Rescue, and Orange County Public Health. The Public Safety agencies in the various communities making up the Research Triangle area who have been users of 800 MHz (Wake and Durham Counties) have a coordinating organization known as Triangle 800 MHz Emergency Network (TR8EN). This organization was established in the mid 1990's and coordinates interoperabilityhetween radio systems and PSAPs. TR8EN establishes standard mutual aid talkgroup assignments and operational procedures to insure interoperability. More recently, Orange, Person, and Chatham counties have become active in TR8EN. This grant will enable the MSA agencies to further the incorporation of the TR8EN interoperability to additional agencies not currently participating. The State of North Carolina is establishing a statewide voice radio network on 800 MHz known as the Voice Interoperability Plan for Emergency Responders network (VIPER network). This grant will greatly increase the ability of the participating counties to interoperate with state agencies via the VIPER Network. The events of recent years involving hurricanes and flooding in various areas of the state called for a high level of mutual aid, often far from home radio systems. The interoperability provided by the VIPER network has shown itself to be a valuable capability. This grant will result in many vital public safety resources having access to this interoperability network. B. Project Goals and Objectives Orange County wishes to transition to 800 MHz. The State of North Carolina 800 MHz statewide VIPER radio network will aid in this effort. The county has begun to acquire radios for use at 800 MHz. These will enable interoperability with the several 800 MHz Public Safety systems already serving agencies in adjacent counties, and with state law enforcement bodies. Impeding this transition, however, is that the Orange County Public Safety Answering Point (PSAP) utilizes console equipment that is over 10 years old, and is obsolete. Additionally, the age of the equipment precludes patching between the various radio systems with 800 MHz. Funding is required to purchase new console equipment to reflect new technology and allowing our system to connect on the 800 MHz band. Once the upgrades are complete, the PSAP would be able to dispatch on 800 MHz. The current system is also not ANSUTIA/EIAA-102 Phase 1 (P25) compliant and is not compatible with the state's VIPER network. This drastically limits interoperability and would be a detriment in the event a disaster occurred that necessitated the use of mutual aid agencies external to the county. Person, Orange, and Chatham counties utilize various VHF and UHF frequencies within each county to provide communications for their Public Safety agencies. Additionally, due to the disparity of frequencies amongst the counties, it will be extremely difficult to achieve interoperability beyond their counties. The counties have historically provided strong mutual aid support between them and recognize the need for the interoperable communications equipment. While Durham County and Orange County wish to participate in this COPS grant, Person and Chatham counties have indicated an inability to participate. Much discussion has taken place over recent years considering means of improving interoperability within the MSA. However, budgetary constraints have prevented much improvement, especially in the more rural counties. The counties seek COPS funding to enable the purchase of equipment that will enhance the mutual aid capabilities within and between the counties. The general scope of the improvements needed is as follows: Durham County: Provide 800 MHz mobile and portable radios for the Sheriff's Department to allow interoperability with all other Public Safety agencies in Durham County and adjacent counties. Provide upgrade of existing consoles to provide for dispatching and interoperable patching via direct interconnection to the Durham 800 MHz franked radio system utilizing microwave radio links for maximum reliability. Total expenditure is $2,645,000. Orange County: Provide a modem radio dispatch console system consisting of seven console dispatch positions which will allow patching between the various agencies within the county and with units from neighboring counties who respond to calls for mutual aid, as well as provide interoperabilitybefween the 9-1-1 Center and incoming units. Provide a number of portable radio units, capable of operation on the various 800 MHz systems in the area, for use by First Responders. Total expenditure is $1,348,930. Chatham County: not participating. Person County: not participating. Although two of the counties are unable to participate due to budget restraints, this grant will make it possible for the participating counties to improve interoperability with them via console patching between the incompatible systems. Scope of work in this COPS project: 1. Award of grant anticipated September, 2005 2. Procurement and purchasing process begins October 1, 2005 3. Equipment delivered by January 31, 2006. 4. Installation of equipment completed by May 30, 2006. 5. Training users on use of equipment begins June 1, 2006. 6. User training completed by July 30, 2006. 7. Review and evaluation of project conducted in August 2006. 8. Project completed and reported by end of September 2006. The combination of this COPS funding, and the recent availability of the State of North Carolina 800 MHz network of local VIPER System radio sites in the various counties provides an ideal opportunity for the public safety agencies serving the Durham, NC MSA to greatly improve the ability for first responders to react to both everyday and large scale events. Utilizing the technology provided by this grant, local agencies will also acquire the ability to interoperate with agencies of State Government. The 800 MHz radios will enable direct, real time communications between individuals of the various local and state agencies. In addition, the grant will provide for additional interoperability between otherwise incompatible systems by way of console patching. This capability will be used to enhance interoperability with those counties in the MSA who are not duectly participating in the grant. All radio equipment proposed in this request is capable of operating in a P25 Common Air Interface (CAI) mode, insuring interoperability and future use on P25 systems. This console equipment would be based on an appropriate system azchitecture that would utilize the latest communications technology and would be ANSUTIA/EIAA-102 Phase 1 (P25) compliant and have the capability of upgrades to incorporate future technologies, such as 700 MHz. The system will have the capability of being backwards compatible with legacy radio systems to allow robust interoperability with all surrounding jurisdictions' radio systems within the Durham MSA. Each of these counties will have the capability of interfacing with Durham and Orange County users through the patching feature present in the new consoles. C. Implementation Plan See the attached budget spreadsheet for details on the project budgeting including Federal and non-federal shares. The total project cost is $ 3,998,730.00, of which $2,999,047.50 is federal, and $999,682.50 is local funding. Orange County public safety agencies are committed to implementing the VIPER project in the county and in support of this proposal have designated $474,000 of the county's homeland security grant funding to purchase 148 VIPER compatible portable radios. Within this current COPS grant request, Orange County is also asking for additional portable radios to equip additional public safety agencies in the county. All the radios that are to be purchased are APCO P-25 Compliant, 700 and 800 MHz compatible, are upgradeable to utilize digital communications. The prices in the budget section of this grant application are reflective of radios meeting these specifications. Both Durham and Orange Counties are individually committed to provide the local matching fiznds as set forth in the attached budget. Letters of support from the two counties indicating this commitment are attached. Future funding for operation and maintenance of the equipment acquired with this grant will be provided within the scope of normal operational budgeting. D. Evaluation Plan/Effectiveness of Program An Evaluation Plan will be implemented to determine the effectiveness of the program The Evaluation Plan will include monthly meetings of program coordinators to review performance measures. This review will determine adherence to project milestone timetables. The Evaluation Plan will also call for collection of statements of effectiveness from users, to include the various dispatch centers and public safety users. This collection of statements will be in the form of questionnaires and comments. We will seek information indicating improvements in interoperability, citing specific examples. 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S j r li r i f ~t• Rf f ~~ 7 t ~~ ~ ~ li , S . r . y 7 :. '~ tl- + M s e s ~ ~ f 4 sy i .7 'I YjJ } x A A sIr t rr st,G yA ~ ~' s t 3 k _ 1 -~ f,~,,Yif3•f 74~ ~~ F i ir ., ' ~ 1 ~ ~ T r . r t t F t 1 k`' _ q 4 ~ i J COPS Interoperabie Communications Techno{ogy Grant Program COPS lnteroperable Communications Technology Grant Program Program Description The COPS Office received up to $90 million ro award technology grants for the enhancement of interoperable communications across the na6ori. The COPS FY 2005 Interoperable Communications Technology Groat Program will be coordinated with the Office of Justice Programs, the National institute of Standards and Technology (KIST), and SAFECOM, a program in the Office of Interoperability and Compatibility. The program will be open to both voice and data interoperability projects, One of the major issues facing the emergency services sector is the inability of emergency service workers, including traditional "first responders' to communicate with one another when the need arises These emergency first responders have long tieen defined-as-the "first amving organized responders with the capability and mission #o contain, mitigate, and resolve the emergency at hand "Their effective and effiaent emergency response requires coordination, communication, and sharing of vital information among numerous public safely agencies As articulated in the National Strategy for the Physical Protection of Critical lnfrastrucbrres and Key Assets, 'most systems supporting emergency response personnel, however, have been specifically developed and implemented with respect #o the unique needs of each agency" Such specification without r~nsideration of the need for interoperability complicates the ability of those agencies to effectively communicate with others in the future This fact is echoed by the public safety community in the National Task Force on lnteroperability report Why Cant We Talk? Working TogefherTo Bridge the Communccafions Gap To Save Lives' Effective infom>ation sharing between law enforcement agencies is critical to protecting our communities from traditional crime and violence, and for investigating, preventing, and responding to terrorist threats. As stated by the Integrated Justice lnforma#ion Sharing (IJIS) institute, "During the past 30 years, the lack of standards for linking justice information systems has been responsible for a substantial part of the high costs involved with information exchange and has contributed significantly to the associated difficulties of exchanging information between justice agenaes'` For many years, law enforcement agenaes have had to rely on information systems developed by compan'ses using proprietary telecommunications and data standards Customized interfaces and data formats have been required to facili#ate information exchange befween proprietary and incompatible systems Successful data exchange is greatly improved by the development and adoption of standards that enable transparent in#eroperability of disparate systems The best way to accomplish this is to improve the effectiveness ofjustice and public safety functions by applying information technologies to facilitate the exchange of information. Extensible Markup Language (XML) is a technology that was created for this purpose XML is generally recognized as an enabler for increasing the sharing of infomration, and has emerged as a key technology #or assisting commercial and government organizations in exchanging information and conducting business over the Internet and Intranets. XML is the "glue" that promotes data interoperability - it allows systems being developed to communicate with each other and enables future expanded collaboration between agencies. 1 "Emergency First Responder Repoli' Federal Emergency Management Agency, U S. Fire Administration. `January 1981 2 "National Strategy for the Physical Protection of Critical Infrastructures and. Key Assets; The White House February 2003, Page 43 3 "Why Can't We Talk? Working Together To Bridge the Communications Gap To Save Lives,' AGILE Program February 2003. ¢ "Technology wnsiderations in the development of integrated justice data exchange standards' t;llS Institute May 2001. 33 h.: ~'. ~ ~;.~ ~j' -~~ ~`ji s -; ;; i~Cli 1 i:+ c ~: ~ ~',~ ia; I y i ;.: ,; , ~~ ; s; ~1 i` ,44~hI ?I ~i t I:~~~~ i ;~~' i' ..'i '<r :; a COPS FY2005 Application Guide: Targeted/Invited Programs ~0 For the past three years, the Office of Justice Programs, based on recommendations from GLOBAL' and support from the U S. Department of Commerce, National Telecommunications and Information Administration (NTIA), the Georgia Tech Research Institute, and the practitioner community have been working in a collaborative effort to develop a data exchange standard for the taw enforcement and justice community based on XML. This standard is formally known as the Global Justice XML Data Model6 Information on this model can be found in the Justice Standards Clearinghouse at www.it.oio.aovfisc fn line with the Heads of public safety and the National Strategy ated earlier, federal FY 2005 appropriations make available grant funding to improve the effectiveness of public safety communications systems by addressing interoperability issues. By definition, 5 For nwre information on the Global Justice communications interoperability refers to the ability of public safety agenaes to talk acxoss Information Sharing Advisory Committee visit disciplines and jurisdic#ons via radio communications systems to exchange voice andlor htto•!~d ojpgov/tooic jaRnooic id=$. data with one another on demand, in real time, when authorized. li For more information on the Global Justice Also, in line with the needs of taw enforcement and the need for interoperability based on del visit XML Data Mo the data standards cited above, FY 2005 appropriations make available grant funding to _ ~jp1ld.ojg~ao itov °ic.isp?todc id=43 improve the effectiveness of law enforcement information systems and to resolve data interoperability issues By definition, data interoperability refers to the ability of law enforcement agencies to share accurate and reliable information in such a way that the information has the same meaning for the receiver as it does the sender. Federal agencies recognize that many law enforcement agenaes currently lack effective and modem information sharing systems within their respective organizations The COPS Interoperable Communications Technology program provides funding to improve the law enforcement agency's ability to share information with other emergency responders This COPS effott wiN provide competitive funding to jurisdictions for projects That will explore uses of equipment and technologies to increase voice andlor data interoperability among the fire service, law enforcement, and emergency medical service communfies. These projects, which should be the resuR of thorough and rigorous planning, will illustrate and encourage the acceptance of new fechnologies and operating methods to assist wmmunities in achieving interoperability.ThB funding available this year will not solve the national interoperability problem, but the lessons Teamed wi11 shape future communications equipment funding so that all purchases meet an fnteroperabtlity performance standard This grant program will further expand on the work that is already underway to support interoperable communications, inciud'ing the efforts of SAFECOM, the Coalition for Improved Public Safety Communications, and planning guidance developed by the National Task Force on interoperability to assist state and local governments with achieving interoperability Applications should derronstrate how the requested funding wi[i help state and local agencies achieve interoperability among the public safety communities, as well as how the proposed grant projed~vill facilitate and enhance mutual aid efforts. The Consolidated Appropriations Act, 2045, was passed by the Congress and signed by the President on December 8, 2004 (Public Law 108-447} The activities fal{ within the authority provided to the COPS Office in the Violent Crime Control and Law Enforcement Act of 1994 (Public Law 103-322) 34 t COPS Interoperable Communications Technology Grant Program Please be advised that a hold may be placed on this application if it is deemed that the applicant agency is not in good standing on other U S Department of Justice grants, has other grant compliance issues that would make the applicant agency ineligible to receive COPS funding,, and/or is not cooperating with an ongoing compliance investigation regarding a current COPS grant award A hold may also be placed on this application if it is deemed that the applicant agency is not in compliance with federal civl rights laws andlor is not cooperating with an ongoing federal dull rights investigation. . Eligibility Requirements The lnteroperable Communications Technology Program is not an open solicitation. Agencies are invited to apply The invited agendes will involve both larger and smaller population centers. The COPS office will invite the top 50 Metropol'dan Statistical Areas 7 Defined by U.S Census Bureau, Statistical {MBAs} in the nation plus the largest three by population per state tD apply for funding, if Abstract of the united States: 2002 applicable. We will also el'aninate-any duplicates from these iwo.groups and remove jurisdictions tha# were funded under this program in Fiscal Years 2003 and 2004 ~- COPS will collaborate with N1ST, CommTech within the Nations! Institute of Justice (N1J), the Bureau of Justice Assistance (BJA} and SAFECOM on a competitive grant program in FY 2005 to maximize the strategic impact of the funding that is available for interoperable communications equipment. The program wfil provide competitive funding to local jurisdictions to demonstrate effective solutions for achieving inieroperability Selection of Applicants: Metroo4litan Statistical Area {MSA~ For this targeted solicitation, invitees are the top 50 Metropolitan Statistical Areas (MBAs) across the nation plus the largest three per state and territory, as apprcable. After eliminating duplicate MBAs from the above two categories, this approach resulted in approxima#ely 138 candidates. A lead jurisdiction was designated within each MBA, which should promote multi-jurisdictional and multi-disdplinary, interoperabie partnerships with neighboring localities The U S Census Bureau regularly utilizes Metropolitan Statistical Areas for demographic purposes The general concept of an MSA is that of a core area containing a large population nudeus, together with. adjacent communities having a high degree of economic and sodal integration with that core' Since nearly every state has at least one. MSA applipnt under the COPS invitation method, there will be a variety of applications based on the size of population, geographic characteristics, and critical infrastructures Jurisdictions that were awarded COPS grants under the FY03 and FY04 interoperable Communicafions Technology programs are not eligible to apply this year For additional information, please contact your COPS Grant Program Specialist by calling the COPS Office Response Center at 800.421.6770. 35 COPS FY2005 Application Guide:7argeted/invited Programs Length of Grant Term, Maximum Federal Share and Local Share Requirements The lnteroperable Communications. Technology Program is one year in duration The amount of funding available to specific grantees is designated by the population.. The maximum federal share for a grant award is $6 million for MSA regions with a population greater than 500,000 persons according to the 2000 Census, and $3 million for MSA regions with a population of 500,000 persons or less according to the 2040 Census Proposals for less than the respective federal funding cap are perrnissible The invitation to submit an application does not guarantee grant funding The COPS Office will review easona I requests made for no-cost time extensions in the event that al! funds granted have not been expended within the one-year grant period. Extension worksheets will be sent to the law enforcement department approximately 6-8 weeks prior to the award end date ~4ny extensions granted will be for time only, and not for additional funding ~ _~ Loco! Match Requirement: A local cash match of 259`0 of the total project cosi: is required for all COPS Interoperable Communiptions Technology grants The match must be a cash match, made from local, state or other non-COPS funds and may not be paid through realkxa6ng funds otherwise budgeted for specific taw enforcement purposes. Given the limited funding, waivers of the local match will not be available for grants awarded under this particular program. In accordance with 28 C. F R Section 66.24, other non-COPS federal assistance funds may only be used as a local match under the COPS Office program if such use is specifically authorized by another federal statute, such as the other grant program's authorizing statute Since the local matching requirement is 25% of the total project cost, applicants seeking $6 million in federal funds wilt have a local cash match of $2 million Likewise, applicants seeking $3 million in federal funds will have a local cash match of $1 million Examples: Total Project Cost = $8,000,000 {'100°~) Federal Share = $fi,000,000 (75%) Local Match = $ 2,000,400 { 25%) Waiver of the Local Match Total Project Cost = $4,000,D00 {1009'°) Federal Share = $3,000,000 { 75°h) Local Match _ $1,000,004 ( 25%} Requests to waive the local match are not permitted under this program Federal Funding: Allowable & Unallowable Costs Allowable Costs: Fundable Requests Applications must demonstrate that the proposal is based upon an understanding of the first responder interoperebiiity needs Proposals should be .comprehensive with a clear and demonstrated plan for accomplishing improved interoperability among first responders of local, tribal, regional, and state public safety agencies or organizations and reflect multi-jurisdictional andlor multi-disciplinary participation Each grant application must explain .how the proposed project would fit into an overall effort to increase voice andlor data interoperability for the public safety community Even if the funding sought is only for a piece of an interoperability endeavor {e g , the procurement of equipment), an executive summary should be provided to illustrate the 36 COPS Interoperable Communications Technology Grant Program broader context of the jurisdiction's interoperability plans Such an explanation could include information on the governance structure overseeing the effort; a communications system plan; a deployment plan; an operations, maintenance, and training plan; andlor a finanaal plan The COPS Office is committed to avoiding duplication of existing networks or IT systems in any initiatives funded for law enforcement informaton sharing systems which involve interstate connectivity between jurisdictions Therefore, such-COPS-funded systems should employ, to the extent possible, existing networks {e g., Law Enforcement Online (LEO), Regional information Sharing Systems (RIBS}, Joint Regional Information Exchange System (DRIES}, etc) as the communication bacic4one to achieve interstate connectivity Designated jurisdictions are invited to submit applications. far Interoperable communications projects that include: • Purchasing Interoperable communications equipment for multi-disciplinary and multi- jurisdictional public safety communications projects • Providing local jurisdictions with the equipment or services they need to participate on larger public safety, commercial, or.other shared networks • The purchase and deployment of portable gateway solutions. • The purchase of technologies to upgrade or enhance the ability of law enforcement systems to improve the timeliness, effectiveness, and accuracy of criminal justice information exchanges • Any other technology that can be demonstrated to significantly increase interoperabilifywifhin the public safety commun'dy Applicants may also request assistance for other technologies 'rf the application demonstrates how the proposed technology wilt improve interoperability among the fire service, taw enforoement and emergency medical service commun'sties Because of the administrative harriers and significant project delays related to environmental review under the National Environmental Policy Act {NEPA), the COPS Office will not fund requests for costs that include construction under the 2f)Q5 COPS Interoperable Communications Technology Program (e.g , towers, base stations or buildings) Any proposed costs requiring environmental review will be deemed disallowed during budget clearance by the COPS Office This year, proposals will be accepted to improve both voice Interoperable communications andlor data information sharing If an Interoperable communications plan has not been developed, the application should also include a description of how the plan will be established as part of the proposed project Budget requests may tie made in the categories of: • Equipment • Supplies • TraveUTraining • Contractslconsultants [Note: any consultant or contracting charges associated with your project over $4501day will require documented justification and prior written approval by the COPS Office Determinations will be made on acase-by-case basis j • Other costs • In addition, 'stems that have a direct correlation to the overall success of a grantee's project objectives and are necessary for the project to reach full implementation will be considered on a case-by-case basis by the program team 37 {i.l \J COPS i=Y2005 Application Guide: Targeted/Invited Programs f: ___ ~:. ~, a ,i ~ ~ Requests may be made only for items or positions tha# are not otherwise budgeted with ;,.j state, local, or Bureau of Indian Affairs funds, and would not be funded in the absence of ;~ the Interoperabfe Communications Technology grant _, The budget information must include travel costs for at least four representatives to attend a required grantee technical assistance/kick-oif conference at a bcation to be determined The representativj?s should be two agency executives, a project manager and a - technology manager plus a member of the regional Urban Area Working Group, if your jurisdiction/region receives funding from the Office for State and Local Government Coordination and Preparedness (formerly ODP} under the Urban Area Security Initiative (UAS!) grant program The conference will. be scheduled for three days early in Fiscal Year 21x16, and wit! require athree-night stay f~ the duration of the meeting Detals and logistics wll be provided after the grants are awarded Unallowable Costs.: Requests wit! NOT be Funded This is not an inclusive Gst. The COPS Office reserves the right to deny funding for items that may not be included on this list. Please do not apply for these items under the COPS lnteroperable Communications Technology Program ~° ~~ This program will rx~t provide funding for any positions or items which are funded in the i;` applignt agency's budget with other sources of funding (state, local, or BIA}. You may +b: i. apply only for otherwise unfunded positions or items to supplement your agency's law enforcement budget. :~ ~- t Indirect costs `~ Overtime hour; for sworn officers or dvilians ~. _ • Sworn officers • Any type of construction costs (e g ,towers, base stations, or buildings) ~. `~ ~ Evaluation of Grant Application fi All applications will be peer-reviewed in coordination with SAFECOM, the National i` Institute-for Standards and Technology, and the National Institute of Justice (NIJ}. The COPS Office will work with SAFECOM, NIST and NIJ to identify peer reviewers from the public safety community Peer review panels will be composed of both practitioners and 'i technologists knowledgeable in the area of voice and data interoperabi(ity The panels will `4 review the applications on behalf of the COPS Office and will provide feedback and `!~ recommendations for funding ;. ..i . - Monitoring, Reporting, & Evaluation Requirements ! Federal regulations require that any financial assistance from the federal government be monitored to ensure that those funds are spent properly. Awarded agencies will be responsible .for submitting periodic programmatic Progress Reports and quarterly Financial Status Reports In addition, the COPS Office is interested in tracking the progress of its programs and the development of its grantees' project implementation Therefore, ail Interoperable Communications Technology Program grantees will be required to participate in grant monitoring activities of the U.S. Department. of Justice, including but not limited to the COPS Office, the Office of the Inspector General, or an entity designated by COPS. 38 ~J COPS Interoperable CommunicatiorisTechnoIogy Grant Program- - Grant Monitarr""ng/Oversighf A. (~onitoring The COPS Office performs various functions to ensure compliance with grant requirements and provide technical assistance to grantees Grant monitoring activities are - routine during the grant period, and may occur up to three years following the end of the grant funding. These functions, and others, may require the p~uction of grant-related ,_ - documenfation and other materials. The grantee agrees to cooperate with any such requests for information. . The Public Safety Partnership and Community Policing Act of 1994 states that evaluations of the program may be carried out or commissioned bj+ the Attorney General for the furtherance of purposes of the Act Grantees maybe required to accommodate routine and non-routine efforts. by the COPS ` Office or Departnent of Justice agencies to examine how your agency isusingthe-federal funds, both programmatically and financially. The most common montoring methods are: 1. Site_Visits: Certain grants are selected for on-site monitoring visits. If selected, an agency will be notified in.writing in advance of any on-site review of its COPS grants.. A report is written following the visit and the agency is notified in writing of the results and of any complance issues requiring remedial action. 2.Office-Based Grant Reviews: Certain grants are selected for a review conducted at the COPS Office. The agency is contacted at the start of this review and COPS monitoring staff want with the agency tD correct any grant problems or defiaencies through telephone, fax, or written correspondence with the agency. 3. Camoiaints: The COPS Office responds to complaints from citizens, labor associations, media, and other sources. Written complaints or allegations can be mailed to the CDPS Office Grant Monitoring Division, and may result in a review of your agencys grants to determine compliance with grant conditions.. Grantees are responsible for remedying any grant noncompliance that is identified through these or other monitoring or auditing acclivities. Remedies for noncompliance may include, but are not limited to, suspending grant funds, repaying misused grant funds, voluntary withdrawal from or involuntary termination of remaining grant funds, and bars from receiving future COPS grants. To avoid findings of noncompl'~ance, grantees are strongly encouraged to contact the CDPS Office at any time during the Fife of a COPS grant with questions concerning grant requirements and also to produce all relevant documentation that may demonstrate grant compliance during these monitoring activities. B.. Audtt Requirements In addition to oversight, guidance, and counsel provided by the COPS Office, your grant maybe sub}ect to an audit by independent examiners. The two primary types of audits are Single Audit Act (SAA) audits and Department of Justice (DOJ}, Office of the Inspector General (OIG) audits 39 COPS FY2005 Application Guide: Targeted/Invited Programs The Single AuditAct was aea#ed in 1984 and established uniform guidelines for state and local governments receiving federal financal assistance. The 1984 Act was amended in July 1996 to reflect revised. audit criteria and reporting requirements The Office of Management and Budget Gircular_A-133, Audits of States, Local Governments, and Non- profit Organizations, provides additional guidelines regarding the implementation of SAA requirements . . Each non-federal entity that expends $300,000 ($500,000 for fiscal years ending aRer December 31, 2003) or more in a fiscal year shah have a Single Audit conducted except ,A when it elects to have aerogram-spegific audit conducted SAA audits are conducted E annually unjess a state or local government is required by constitution or statute, in effect an January 1,1987, to undergo audits less frequenfly than annually. The primary objective of an SAA audit is to express opinions on the grantee's financial statements, internal controls, major and non-major grant programs, and compliance with government laws and regulations Single audits may also address spedfic compliance issues with respect to :°;! COPS gran# requirements. --_ ,, ~~ _ The OlG is a separate component of the Department of Justice and is independent of the , COPS Office The primary objective of OIG-audits is to assess compliance with grant } i conditions, OIG audits are designed to promote economy, efficiency, and effectiveness in _:~ the administration of grants by evaluating compliance with laws, regulations, and ;; palicieslprocedures governing the operations encompassed in the scope of the audit C. Records Retention All financal records, including purchase orders, procurement records, cancelled checks, and similar documents associated with your COPS Interoperable Communications Technology grant, must be kept for at least three years from the date the COPS Office officially doses the grant ff any litigation, claim, negotiation, audit or other action irnolving these records has been started before the end of the three-year period, the records should be kept until completion of the action These records must be easily located and properly protected against fire or other damage You should maintain your records so that you can identiiy them by grant year or by your fiscal year, whichever you find more convenient Reporting Requ-rements A. Financia! Status Reports ~';~l COPS Finance monitors the financial aspects of your grant through finandai reports, , meetings, telephone contacts, aud'sts, reviews of grant change requests and special request submissions. In spedfic cases, information may be requested during an on-site visit by the COPS Office or a designated representative from the Office of the Comptrcller, _ Office of Justice Programs. Grantees are required to submit quarterly Financial Status Reports (FSRs) using a :; ~ ~ ~ Standard Form 269A (SF-269A). This report reflects the actual federal monies spent and t d ti d th b6 t ib ' ~) e ons, an e uno ga r u ~quidated obligations incurred, local matching con unl balance of federal funds The FSR is due at the COPS Office no later than 45 days '- following each calendar quarter. Effective October 1, 2004, grantees must submit their ~ SF-269A via the Internet at wwwgrants.ojp usdoi.oov °~ - 40 COPS lnteroperable Communications Technology Grant Program B Quarterly Programmatic Updates Once per quarter, grantees will be required to submit a brief programmatic update to their COPS lnteroperable Communications Technology point of contact This narrative update should detail what grant activities occurred during the past three months and describe planned activities for the upcoming quarter, There is no set format for this update, and it can be submitted by electronic mail to the COPS point of contact. Evaluation of Projects - As a condition of the grant award, grantees will be required to conduct an evaluation to document the successes and impediments experienced by the grant recipients in implementing the demonstration projects Grantees will be required to submit the evaluation to the COPS Office. The evaluations will help to export the lessons learned to other states and communities Otf:er lnformatsion --- Standards When procuring equipment for communication system development and- expansion, a standards-based approach should be used to begin migration to multi~urisdictional and muStrdisapfinary interoperability. Speafically, aA new voice sys#ems should be compatible with the ANS1171AlEIAA 102 Phase 1 (Project 25 or P25) suite of standards. This recommendatlon is intended for government-owned or (eased land mobile public safety rad'a equipment and its purpose is to make sure that such equipment or systems are capable of interoperating with other public safety Sand mobile equipment or systems.. !t is not in#ended to apply to commercial services that offer other types of interoperabil'~r solutions and does not exclude any application if it demonstrates that the system or equipment being proposed will lead to enhanced interopetabil"dy With input from the user community, these standards have been developed to allow for backward cx?mpatibility with existing digital and analog systems and to provide for interoper3bSlity in future systems The FCC has chosen the P25 suite of standards for voice and low-moderate speed data interoperablity in the new nationwide 700 MHz frequency band and the Integrated Wireless Network (lWN) of the U.S Justice and Treasury Departments has chosen the Project 25 suite of standards for their new radio equipment. P25 has also been endorsed by the U S Department of Defense for new LMR (Land Mobile Radio) radio systems However, the first priority of federal funding for improving public safety communications is #o provide basic, operable communications within a department with safety as the overriding consideration. Funding requests by agencies to replace or add radio equipment to an existing non-P25 system w-~I be considered if there is an explanation as to how their radio selection will allow for improving interoperability or eventual migration to lnteroperable systems This guidance does not preclude funding of non-Project 25 equipment when there are compelfrng reasons for using other solutions Absent these compelling masons, the COPS Office intends that Project 25 equipment will be preferred for digital systems #o which the standard applies 41 COPS FY2D05 Application Guide: Targeted/Invited Programs - 9 `The National Criminal Intetligence Sharing Plan ` Global Justice lnfonnation Sharing Initiative. October 2003 9 For the latest information about jurisdictions implementing file C~JXDM, visit h~tp•Ifd.q~,govRooiajso?toa~c id=107. When procuring hardware, software or professional services for an information sharing initiative, astandards-based- approach should also be used Specifically, information sharing initiatives should be compatible with the GLOBAL Justice XML. Data Model {GJXDM). With input from the user community, this standard has been developed to build the technological foundation that supports data interoperabilify for the law enforcement and justice commur~l~y. Recommendation Number 26 in The National Criminal Intelligence Sharing Plan states~'Agenaes are encouraged to utilize the latest version of the Global Justice f;actensible Markup Language (XML) Data Model {GJXbM) and its component Global Justice XML Data Dictionary (GJXDD) when connecting databases and other resources to communications networks.. The GJXDM and GJXDD were developed to enable interoperability through the exchange of data across a broad range of disparate information systems "`.As of, March 2003, over 50 jurisdictions were implementing or planning to implement the GJXDM.' Information regarding these jurisdictions can be found in the Justice Standards Clearinghouse at www.itoio.aovfisc Closeout - -_ The COPS Office Hn71 notify tha grantee 60 days prior to the expiration date of the grant when final documents are due. In compliance with 28 C,F,R fib, the following documents are due 90 days after the grant expires: A Final Performance or Progress Report A summary of projects approved and completed within the grant award with final costs identified far each project B Final Fnancial Status Report (SF-Zfi9A}: Report of final expenditures from the grantee's accounting system. The final Financial Status Report must include the wst share (local match) required by the grant award. - C Final Payment: Final paymen# withdrawal from the PAPRSlLOCES system. 42 COPS Interoperable Communications Technology Grant Program How to Apply Required Application Documents & Sections forlnteroperable Communications Technology Applications Listed 6ebw is a chart that shows the required documentation That must be completed and submitted for your applicafion/proposat fo be considered.~omplete Failure to submit aR required documentation at the time of application may delay processing and/or result in the denial of your applrcation.. Unless otherwfse noted, each section Listed must be completed fn its entirety. You can use this chart as an apprcafion checklist to ensure you have met a1! of the necessary requirements Application Documents 8 Sections ~ _ -.: Required? Yes, No or Possible (dependent upon agency) Completed? 1 Standard Form .424 - Yes ^ 2 COPS Application Attachment bo SF-424 Yes ^ Section 1: COPS Program Request Yes ^ . Section 2: Applicant Information Yes ^ Section 3: Waivers of the Locaf Mate ~ - ^ Section 4: Executive information Yes ^ Section 5: Law Enforcement ~ Community Policing Strategy . No ^ Section 6: Continuation of Project After Federal Funding Ends No ^ Section 7: Need for Federal Assistance Yes ^ Section 8: Executive Summary Yes ^ Section 9: Project Description (Narrative) Yes ^ Section 1t}: Budget Narrative No D Section 11: Memorandum of Understanding No ^ Section 12: Official Partner(s) Contact Information No ^ Section 13: Certificatron of Review and Representation of Compliance with Requirements Yes O Section 14: Standard Assurances Yes ^ Section 15: Standard Certifications Yes ^ 3. Standard Form LLL: Disclosure of Lobbying Activities Possible ^ 4 Budget Detail Worksheets (Return Section C,D,E,F, G ~ Budget Summary Page) Yes ^ 43 ~°: i:~,, COPS FY2005 Application Guide: Targeted/Invited Programs ~ .; r, } f:> t~: Required Format & Other important Information for ,;~.( ,,, Submission- the status of their requests F Genera! lnformatiorr '~ i a: All of the required materials should be bound together with a binder clip or s#apled i Please do not hied your application in spiral binders, report covers, or in any similar ~ `: ` ~ way. (Not applicable if applying online via Granfs.gov) ~'' ~ 6~' _~- ~ The Project Narrative (Section 9) should not exceed fifteen (15) pages in length. . i;! ~f;i • Please return one original and nine copies of all application materials (not applicable ~' to applications received via Granfs.gov) .~: d''. ~ ~ Please be advised that the failure to submit all required documentation by the !; ~ ; +.~i:; . deadline may delay the processing,of your application. .,i ~;;..; - i In order to process your agency's funding request, original signatures of the law ~~; enforcement and government executives who will have ultimate finanaal and ~:~; programmatic authority for this grant are required on al application documents (with k:~~~~ the exception of applicants applying through Grants.gov) Faxed copies will no be ~~:~ accepted Stamped or electronic signatures also wip ~tbe accepted (except if ~_~~` applying through Grants gov) It is not permissible for someone to sign application i ~~ forms in place of the law enforcement and/or government executives named in the I~~~;# application. Applications with missing, incomplete o~'inaccurate signatures or v ~ ~ responses may not be considered for funding.. Funding decisions will be at the discretion of the COPS Office. COPS an11 make '~~ award selections in September 2005. All FY 2005 Interoperable Communications s ~.~ {: Technology grant funds will be awarded and obligated by the COPS Office by ,;,, ~) September 30, 2005 ij,, } 'f`' ~ ` . The Phone Activated Paperless Request System (PAPRS) enables grantees to use , ,~ their touch-tone telephone to request reimbursement funds. Requests for payment 'x :-}. . that are approved will be automatically scheduled for payment through the U S. !!";'~ s Treasury Department The system also provides online information to grantees about ~i Executive. Summary Applicants are required to complete Section 8 of the COPS Program Application Attachment Form. Please limit your response to 400 words or less.. Project Narrative Agencies that seek funding under this program are required to submit a separate narrative addressing each of the following areas (not #o exceed 15 pages in length) Narrative Sections '~, i A, Problem Identification and Justification & Use of Federal Funds ~a Describe the speck problems or needs that are to be addressed and how this i ~ ~ proposed project will help achieve interoperability across the public safety sector. { ~ .z 44 - t;, .: COPS Interoperable Communications Technology Grant Program a~ B. Project Goals f£ Objectives • Define the vision, goals, and objectives of what the jurisQiction is ultimately trying to accomplish and how the proposed project would fit into an overall effort to increase interoperability andlor data information sharing. if an interoperable communications plan has already been developed, it should be included in the application • Include a speclfic scope of work that provides measurable objectives (e.g., purchase and install the systemlequipmentwithin aprojected milestone date, draft and distribute information to public safety communities by a projected milestone date, and conduct on-site demonstrations to communities by another projected milestone date). • Discuss how the proposal features new or innovative approaches or solutions to increase.interoperabilitycnd/or information sharing among the entire publ'~c safety community (fire, emergency medical,.and law enforcement services). Reflect amulti-disciplinary andlor multi jurisdictional approach towards achieving interoperabiiity.. • ti other interoperebility or information sharing projects with separate funding streams are currently underway within your jurisdiction, address how this COPS-funded-~ project will not he duplicative, yet coordinated into one comprehensive plan for public safety interoperability within the region. Please describe the other projects} and the source of funding C. Implementation Plan • Propose a detailed implementation plan that includes a budget narrative and reasonable project timeline which identifies major milestones, including individual activity costs, federal and non-federal shares, and ptans for meeting the local matching requirement • Include an operational plan that addresses how the effort will be funded now and in the future. 1). Evaluation PIanlEffectiveness of Program • Please include a project evaluation plan, including performance measures and evaluation methodology. E, Additional Information • The proposal should clearly list partners and contain letters of support from each partnering agency, signed by the appropriate government officals, when the proposal is multi jurisdictional These letters should specify the respective roles of the participating agencies and acknowledge the designation of one specified lead agency to serve as the applicant agency (and, if awarded, lead agency and grantee for the consortia) The tatters of support should also address financial contributions to the local match • Provide information on any existi agreements such as Memoranda of Understanding (MOUsj or Mutual Aid Agreements with partnering jurisdictions. • Provide certification that the local government has evaluated the project submitted and that the project vnll be implemented in accordance with 28 CFR Part 66, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. 45 ::~ 1j ~ei COPS F(2005 Application Guide: Targeted/Invited Programs ~_~ Consortia and Coordination Multi~urisdiciianal proposals will be considered as consortia ff a grant is awarded; the applicant agency or locality will serve as the lead agency and grantee during the performance period, with the other consortia members serving. as grant sub-reapients. The lead agency will be responsible for successful implementation of the project and will bear responsibiti~for fulfilling aR grant conditions. Lead agency status w11 not be _ transferred once the grant has been awarded. However, prior to application submission to the COPS Office, invited regions may decide if a different law enforcement agency will serve as the lead applicant )f the lead applicant is changed prior to submission, this issue should be addressed within the proposal with signed concurrence from the original invitee tinder provisions of the 2005 Appropriations Act, the applicant and grantee must be a law enforcement agency :. Coordination - - Each applicant must certify within the propdsal. that appropriate coordination ocarrred with all agencies (state, local, and tribal) that maybe affected by the applicant's proposal. Each applicant is encouraged to consult with their designated State Administrative Agency (SAA) so that the proposetl interoperable communications initiative can be integrated into their state's overall homeland security strategy, The SAA is the state-designated coordinator far the State Homeland Security Grant Programs administered by the Office for State and LocaE Government Coord'mation and -Preparedness (SLGCP}, and is . responsrble for the development of the state's wlnerabi[ity assessments and homeland security strategy that are required under SLGCP's grant programs. Applicants should indude comments from the SAA on how the jurisdiction's initiative is consistent wi#tt the state plans and haw the results of this effort wry be incorporated into subsequent versions of the state's response strategy, Similar guidance applies to agenaes in or cornmuriicating with Metropolitan Statistical An:as (MBAs) which will be participating in the Department of Justice High-Risk Metropolitan Areas Interoperabifity (25 Cities) Projed. Such agencies should demonstrate plans for integrated planning and implementation to ensure the coordination of simultaneous activities for the improvement of communication and interoperability. Technical Assistance To ensure that the chosen public safety interoperablity projeds are implemented in the most effiaent manner, grantees are encouraged to seek assistance from existing technical assistance resources available to the public safety community, in addition to the technical assistance provided by the COPS Office These additional resources will provide grantees with both technical and program management assistance to optimize the resources and effiaency associated with communications technology procurement, implementation, and integration Examples of such technical assistance resources may include SAFECOM, the National Law Enforcement and Corrections Technology Center (NLECTC) System, the Integrated Justice )nformation Sharing (IJ1S} Institute, and SEARCH (The National Consortium for Justice Information and Statistics) 46 CAPS Intern arable Communications Technology Grant Program , p Application Deadline Local law enforcement agencies that have been invited to apply for this grant program must submit a grant application package to the COPS Office by July 15, 2005 Because the grant program is competitive and peer review panels wil[ evaluate applications, there wilt not be any extensions to this deadline. Again, applications must by received by the COPS Office no later than close of business on July ~15, 2005 ~~L. Mailing Address Please submit one application package with originaE signatures plus nine {g) photocopy sets of the entire proposal to: (Not applicable if applying online via Grants.gov) COPS Interoperable Communications Technology Program Applications U..S Department of Justice - _ Office of Community Oriented Policing Services - - _ - 1100 Vermont Avenue, NW, 7" Floor Washington, D C. 20530 Original signatures are required, therefore we cannot accept faxes Due fo confinued mail delays in the Washington, D C, area, we strongly encourage you to submit your COPS application by an express or overnight delivery service H you choose fo use an express or overnight delivery service, please use zip code 20005 for your submission. The large number of photocopy sets !s necessary for the peer review process. We apologize for this Fnconvenience. Please keep one copy of your application for your recoMs. Additional Resource lnduded with your application (or, for applicants applying via Grants gov, as a PDF file) is a document from SAFEGOM which provides additional information to jurisdictions That are developing inferoperabil'sty solutions andlor seeking resources to implement an interoperability solution..The document, developed by SAFECOM, was provided to a[I grant malting agencies providing resources to improve wireless cemmunications and interoperability. The SAFECOM grant guidance document provides general criteria relating to public safety communications grants, suggested considerations based on the lifecycle of public safety communications projects, and further criteria specific to block grants allocated to states, as well as additfonat guidelines, examples, and resources for improving public safety communications and interoperability In addition, the document provides a thorough list of questions that applicants can use to help ensure that they have taken into account the needs of public safety, potential partners, and considered short- and long- term goals. Successful FY 2003 and 2004 Interoperable Communications Technology grantees addressed these issues in their applications The COPS Office incorporated input from SAFECOM into the FY 2005 grant program to the maximum extent possible. 47 1~t COPS Interoperable Communications Technology Grant Progra w .. . Sample Budget Detail Worksheets and Budget - "~ Summary ~, ~ :, Important note: ~ ~ - Sections C, D, E, F, G and the Budget Summary are the only sections of the COPS Budget Detati Worksheets that are applicable to the COP$ Interoperable Communications . Technology grant program. Only some of the sections that apply to the COPS Interoperable Communications Technology grant are inckrded in this sample. Applicants should not request dems under any of the other categories For more information, please .see the COPS lnteroperab/e Communications Technology Federal Fundng: Allowable and Unapowable Costs section: ~ . - 'F ~ . ~ _ _ - - _ Applicant Legal Pteme: .lane~Qice [3eaartment ORI ~812~ ~~~ C. EQUIPMENTlFECHNOLOGY Na Equipment/Technology Requested ^ Instructions.: List non-expendable items That are to be purchased Non-expendable equipment is tangible property (e.g ,technology) having a useful life of more than two years.. Expendable items should be included y cost benefits of either in the "SUPPLIES" ar "OTHER" categories Applicants should analyze the purchasing versus leasing equipment, especially for high-price items and those subject to rapid technical advances. Rented or leased equipment costs sfiould be listed in the "CONTRACTS !CONSULTANTS" category. Pursuant to the Consolidated Appropriations Act 2005, P.L. 108-447, be advised th ftr°f`~the grea#est extent practical, all equipment and products purchased with these funds must be Amencan- ade OPS Offi i i ona~system~ ce cat For agencies purchasing €tems related to enhanced commun expects and encourages that, wherever feasible, such voice or da#a commur%atrons equr~rnent ti n al sti ~ f n ie ~io t i di € i o s eg or- c,`om~m a n a nterjur s c nto an €ntra- or should be; incorporated €nteroperab€lity among federal, state, and local law enforcemept agenc€es. `~ f hi # th h e p~u program or w c le costs~ pr See the COPS Application Guide for alist ofallowable/una~wa l in o re a ~ y g. y u a pp UnitRtem Description Compu~t'ton I (# of henislUni~.X U/most) ~ Per Item Subtotal Digital Simulcast Sites (3 X 50 ~) $1,354,000 Conventional Sites (3 X 3~1, ~ ~~~ L $ 9$3,000 Dispatch Canter Upgrades ,9,1 ~ ~ $ 329,100 Typical Mobile Radio ~04~X 3,944, $ 394,400 T ipl Portable Radio ~ ~ yp 100 \ ~(.,~~C„3;015 } $ ~ 301,500 ~*.`~ ( X ) ( X } $ ( X ) $ ( X ) $ $ 3,368,000 Equipmentl7echnoiagyTotel: Transfer #o Budget Summary Line 3 Please include a detailed description far al! items listed in the Budget Narrative 50 Appiicani Legal Name: Jopes Police Oep~rtment !=. TRAVEF 1TRAINING No TraveUTraining Requested ^ ORI B: 23 Instructions: Itemize travel expenses of project personnel by purpose (e.g.., mandatory training, staff to training, field interviews, advisory group meetings) Show the basis of computation (e g.., 6 staff members times the unit cost per person far lodging for 3 days) Training projec#s, training fees, travel, lodging and per diem rates for trainees should be listed as separate travel items. Show the number of staffi attending any event and the unit casts per person involved Ident~y the location of travel, when possible. Note;Any local training costs (within a 50-mile radius) should be i>sted under Section D ("Other ts'~. . See the COPS Application Guide for a list of allowatilelunallowabte costs for #f~ie~ articular pn~gram for which you are applying. Reason for TraveUTraining & TraveUTraining ~- Computation Per Item Location of TraveUTraining Item (~ of ReinsMtn__s X Unit Co ~ ~Subtotat " 4 IGdcoff Conference Airfare X 1) $ 2,400 Kickoff Conference Lodging {3r { 4 50 X 3 ~ $1,800 Kickoff Conference Mea s • ays) X 51 X 3) $&i2 X ) $ '` X ti { ) $ { X ) $ { X ) $ { X ) $ - ~ { X ) $ ( X ) $ TravellTraining Tatal: $ 4st2 Transfer to Budget Summary L'+ne 6 Please fnc/ude a detailed description and fustitfcation for travel fisted in the Budget NarratfVe 5] Applicant Legal Name: Jones Police Ger?artmenr G. CONTRACTSICONSULTANTS Na Contracts/consultants Costs Requested O Instructions: See the COPS Application Guide for a list of allowablelunallowable costs for the particular program for which you are applying Contracts: Provide a description of the product or sarvice to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts Contract Description Contract Bid Type {Open- ~r~Contract Competibve or Sole Source) Subtotal Complete System Installation Qpen-competitive $ 2~Q62y9Q4 44 R -_ $ ~~ L \ j ~ V tcacts Sub otai ~ ~ : $ 2,062,900 (G1} Consultant Fees: For each consultant enteMhe name rf~Fla~nm)!service to be provided, hourly or daily fee (based upon an &hour day), and estimated length of time on the~proje~Ca~suriant fees in excess of $450 per day require additianat written justification in the Sudget Narrative ~;~nus t,{e pre-a proved in writing by the COPSUffice. Consultant NamelTitle Service Prnyide ~`~ Computation Per Consultant Fee ~ { Cost X # Days or ~• Subtotal \ ~ VV ` # Hours} ~ ( X _~ $ ~ 1 /.,_-. ( X.~ $ .-~ Consultant Fees Subtotal: $ 4 (G2) Consulfan~ penses: Lisp all expenses to be paid from the grant to the individual consultants separate from their consuftafrSt fees (e.g. travel, meals, lodging). Consult`t Afame'l~itle Service Provided Computation Per Consultant Fee ,,,/ { Cost X # Days) Sub#otal ( X ~,} $ ( ~ X _~.) $ ( X _-? $ { X ,~ $ Consultant Fees Subtotal: $ 0 {G3} CantractslCansultants Total: $ 2,os2,944 Contracts {G1) + Consultant Fees {G2) + Consultant Expenses {G3) Transfer to Budget Summary one 7 0RI ~: A i 5 52 Please include a detailed description for all contracts listed in the $udgef Narrative Applicant Legal tdame: .!ones Police Dsoartm2nt a~ ORI #: AB1234~ Budget Summary r lnstructlons: When you have completed the Budget Detail Worksheets, please trans#er the category totals to the spaces below. Please compute the Total ProjectAmount, Tatar Federal Share Amount, and Total Local Share (if applicable). Please see the Application Guide for information on the maximum federal share and local matching requirements for the grant for whie>a you are applying. Budget Category Category Total Line # A. Sworn Officer Posltlons $ B.. CivilianlOther Personnel $ 2 ~ ~• C. EquipmentfTechnology $ 368 ~ 0 ~ ' G,. Other Costs $ ~ ~ . 00 ~ 4 ~70~ 5 E. Supplies ~ 4 00 6 F, TravellTraining .. G. ContractslConsultants ~ .E}fi2.900 _. 00 ' 7 H. Indirect Costs ~ ~ 00 S ~~ ~~ otat'Pro ~A,mount: ~ ~ 435 7 00 $ 5. 12 ~ ~ ~~'~Tota'Federal Sh ra Amount: (Total Protect . unt X red ~tal'Sha~e percentage $ 4.07fi.784 .00 . V Allowable) Total toca~S~are Amount (If appEicabie): - (total Praj/e"cT-A~n nt~t dotal Federal Share Amount) ' $ 1.358.928 00 / ~ V Contact Information for Budget Questions Please provlife contact information of the financial official that the COPS Office may contact with questions related to your budget submission Authorized Official's Typed Name: John Smith Tft1e: Accountant Phone: (555) 231-1234 Fax: (555) 654 - 5678 E-mail Address: JohnSmith JonesPD.arg 53