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HomeMy WebLinkAboutAgenda - 08-16-2005-5oORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 16, 2005 Action Agenda Item No.r~-Q~ 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 communicationsthvoughout 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 BOGG meeting prior to the application deadline, staff consulted with the Chair and Vice Chair before submitting the accompanying letter of support far the City of Durham grant, The letter notes that 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. 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 conscle 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 paperv/ork such as may be required ORANGE COI7NTY HII. LSBOR.OLIGIi NORTH C_,gROLINA ~anage~ S O~ce July 13, 2005 COPS Interoperable Communications Technology Program U.S.. Department of Justice Office of Community Oriented Policing Services 1100 Vermont Avenue, NW, Th Floor Washington, DC 20530 Dear Peer Review Panel: ~r/aG/i~ed/7s? 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 interoperabilitytyithin cur region by transitioning to an 800 MHz radio system, resulting in a high level of interoperabilitytyhere little currently exists. As a partner in this project, the project will support the transition of our conventional UHF radio system to an S00 MHz radio system, enabling interaperability 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 pity of Durham will be the grantee for the consortium. Orange County will provide match funds totaling 25% of the federal funds requested for Orange Catanty'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, Roderick Visser Assistant County Manager AREA CODE (919) 245-2300 6887331 FAX (919) 644.3004 Ext. 2300 Interoperability for the Durham, NC MSA Project Description A. Problem Identification and Tustification 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 Hili, 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 perthrent 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 compatibi]ity of 800 MHz trunked radio systems. While most agencies in Durham County have nugrated to an 800 MHz tmrrked system installed in 1994, the Durham County Sheriff s Department continues to operate on a conventional UFIF 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 Sheriffls Department and other law enforcement, fire and EMS agencies in the Durham MSA, adjacent MSAs and statewide. Orange County: Orange County L^mergency 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 Canboro, providing citizens contact with the following services: 11 fire departments, four law enforcement agencies, emergency medical services, and animal conhol The PSAP also dispatches for emergency medical services and fire services to the University of North Caro]ina at Chapel Hill and the University of North Carolina at Chapel Hill FIospital. The need for interoperable communications is extremely high for this area due to the diverse responsibilities of the PSAP and the nahue 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 VI-IF and UHF frequencies, which linuts interoperability between 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 trunked 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. Tlris is impeding efforts to bring local law enforcement and emergency services agencies onto the 800 MHz VIPER platform to allow them to conununicate with one another. Unless the dispatch center's equipment is upgraded, emergency service units will not be able to be dispatched to 9-1-1 emergency calls on this system, nor will dre dispatch center be able to receive information from those emergency responders, such as in cases of life-tlueatening situations Law enforcement agencies of the County, towns of Hillsborough, Chapel Hili, 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 interoperability between radio systems and PSAPs. TRBEN establishes standard mutual aid talkgroup assignments and operational procedures to insure interoperability. More recently, Orange, Person, and Chatham counties have become active in TRBEN. This grant will enable the MSA agencies to further the incorporation of the TRBEN 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 (VIPL^R network). This grant will greatly increase the ability of the participating counties to intemperate with state agencies via the VIPER Nehvork. The events of recent years involving Imrricanes 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 ofNort7r Carolina 800 MI3z 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 wilt 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 Deparmtent 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 trunked radio system utilizing microwave radio links For maximum reliability. Total expenditure is $2,645,000 Orange County: Provide a modern radio dispatch console system consisting of seven console dispatch positions which will allow patching between the various agencies widtin the county and with units from neighboring counties who respond fo calls for mutual aid, as well as provide interoperability between the 9-1-1 Center and incoming units. Provide a number of portable radio units, capable of operation on the various 800 MI-Iz systems in the area, for use by First Responders. Total expenditure is $1,348,930, Chatham County: not participating-. Person County: not participating. A&hough 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 dune 1, 2006. 6 User training completed by.Iuly 3Q, 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 duect, 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 directly 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 architecture that would utilize the latest communications technology and would be ANSI/TIA/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 atl 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 rite 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 MFIz compatible, are upgradeable to utilize digital conununications. The prices in the budget section of this grant application are reflective ofradios meeting these specifications. Both Durham and Orange Counties are individually committed to provide the local matching funds 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. )Jvaluakion Plan/Effectiveness of Program An Evaluation Plan will be implemented to deternne 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 wil] seek information indicating improvements in interoperability, citing specific examples. Also sought will be criticism that might lead to further improvement toward the overall goals of the project. ?1.~i,. CAPS Interoperable Communications Technology Grant Program COPS Interoperable Communications Technology Grant Program Program Description The COPS Office received up to $90 million to award technology grants for the enhancement of inferoperabie commuhjcations across the nation The COPS FY 2005 Interoperable Communications Technology Grant Program will be coordinated with the Office of Justice Programs, the National Institute of Standards and Technology (NIST), and SAFECOM, a program in the Office of Interoperability and Compatibility The program will be open to bosh voice and data Interoperabilityprojacts One of the major issues facing the emergency services sector is the inability of emergency service workers, including traditional "Orst responders," to communicate with one another when the need arises These emergency first responders have Idng been defined-as the "first arriving organized responders with the capability and mission to contain, mitigate, and resolve the emergency at hand "' Their effective and efficient emergency response requires coordination, communication, and sharing of vital Information among numerous public safety agencies As articulated in the National Strategy for the Physical Protection of Critical InfrasWctures and Key Assets,'mostsystems supporvngemergency resporse personnel, however, have been specifically developed and implemented with respect io the unique needs of each agency"' Sdch specification without consideration 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 Fome on Interoperabllityceport Why Can'f We Talk? Working Together To Bridge the Communications Gap To Save Uves' Effective information sharing between law enforcement agencies is critical to protecting our communities from traditional crime and violence, and far investigafing, preventing, and responding to terrorist threats As stated by the Integrated Justice Information Sharing (IJIS) Ins6lute, "During the past 30 years, the lack of standards for linking justice infdmiation systems has been responsible far a substantial part of the high costs involved wish information exchange and has contributed signiilcan0y to the associated difficulties of exchanging information between justice agencies °' For many years, law enforcement agencies have had to rely on information systems developed by companies using propdetary telecommunications and data standards Customized interfaces and data formats have bean required to facilitate information exchange between propdetary and incompatible systems Successful data exchange is greatly improved by (he development and adoption of standards that enable transparent interoperability 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 information, and has emerged as a key technology for 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 collaboraiion between agencies i "Emergency First Responder Report' Federal Emergency Management Agency, 11 S Fire Administration 'January 1381 2 "National Strategy for the Physical Protection of C,dticai InfrasWetures and Key Assets," The White House Febmary 2003, page 43 3'Why Cant We Talk? Working Together To Bridge the Communications Gap To Save Lives,' AGILE Program Fehmary 2003 4 "Technology considerations in the development of integrated justice data exchange standards' IJIS Institute May 2001 33 CDPS FY2005 Application Gtride: Targetedllnvited Programs for the past three years, fhe 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 law enforcement and justice community based on XML This standard is formally known as the Global Jusfice XML. Data Model' Information on dfis model can be found in the Justice Standards Clearinghouse at vrv+w.it.ajp.oovfisc: t. In line with the needs of public safety and the National Strategy cited earlier, federal FY ' 20D5 appropdaGbns make available grant funding to improve the effectiveness of public ;'I ! safety communications systems by addressing interoperability issues 8y definition, }: 5 For more inionnation on the Globat Justice communications interoperability refers to the ability of public safety agencies fo talk across Information Sharing Advisory Committee visit disciplines and jurisdictions via radio communications systems to exchange voice and/or '~~ tlttp:fQt.o)p.goV/tOplC.jeD?tppiC Id=~ data wfth one another on demand, in real time, when auihodzed i.', i; -_... ' ' I; 6 For more intormatlon on the Glohat Justice Also, (n line with fhe needs of law enforcement and the need for interoperability based on i I} XML Data Model visit the data standards cited above, FY 2005 appropdalions make available grant funding to }1 htth oa~tsjp.oovltopic.isp?topic id=43 improve the electiveness of law enforcement information systems and to resolve data ;~~: interoperability issues By definition, data interoperability refers to the ability of law "1~! enforcement agendies to share accurate and reliable information in such a way that the `#' information has the same meaning far the receiver as it does the sender Federal a),'v agencies recognize that many law enforcement agencies currently lack effective and ,,,.i modem information shadng systems v+ithin their respective organ¢ations The COPS i ~} r' Interoperable Communications Technology program provides funding to improve the law ,:.. `.~~ enforcement agency's ability io share information with other emergency responders ;{~6 'this COPS effort will provide competitive funding to jurisdictions for projects that will ( explore uses of equipment and technologies to increase voice and/or data interoperability "j; among the fire service, law enforcement, and emergency medical service communities !i jr ~ These projects, which should be the result of thorough and rigorous planning, will illustrate and encourage the accep(ance of new technologies and operating methods to assist I ~~' communities in achieving interoperability.The funding available this year will not solve the I ;';!~; ,.• national interoperability problem, but the lessons Teamed will shape future li{` ;.;;! communications equipment funding so that all purchases meet an interoperability •. ~j, performance standard ,, ; ~ ~r, j; 3 ,, i 34 This grant program will further expand on the work that is already underway to support interoperable communications, including the efforts of SAFECOM, the Coalition for Improved Public Safety Communications, and planning guidance developed by the National Task Force on Interoperabilihj to assist state and local governments with achieving interoperability Applications should demonstrate how the requested funding will help state and local agencies achieve interoperability among the public safety communities, as well as how the proposed grant project will facilitate and enhance mutual aid efforts The Consolidated Appropriations Act, 2005, was passed by the Congress and signed by fhe President on December 8, 2004 (Public Lavr t08-447) The activities fall within the authority provided to the COPS Once in the Violen[ Crime Control and Law Enforcement Act of 1994 (Public Law 103-322) ro CAPS 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 bf 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 tie placed on this application if it is deemed that the applicant agency is not in compliance vrilh federal civil rights laws and/or is not cooperaling with an ongoing federal civil rights investigation Eligibility Requirements The Interoperable Communications Tachnology Program is not an open solicitation Agencies are invited to apply The invited agencies will involve 6olh larger and smatter population centers 1Tre COPS office will invite the top 50 Metropolitan Statistical Areas 7 Defined 6y u S Census Bureau, Statistical (MBAs) in the nation plus the largest three by population per state to apply for funding, if Abshact of the united States: 2002 applicable We will also eliminate any duplicates from these two groups and remove jurisdictions that were funded under this program in Fiscal Years 2003 and 20D4 --_ COPS will collaborate with NIST, CommTech within the National Institute of Justice (NIJ), 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 will provide competitive funding to local judsdictions to demonstrate efieclive solutions for achieving inieroperability Selection of Applicants: Meropolitan 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 applicable After eliminating duplicate MSAs from the above two categories, this approach resulted In approximately 138 candidates. A lead judsdiction was designated within each MSA, which should promote multi-judsdictional and multi-disciplinary, interoperable partnerships with neighboring localities fie U S Census Bureau regulady utilizes Meropolitan Statistical Areas for demographic purposes The general concept of an MSA is chat of a core area containing a large popula8on nucleus, together with, adjacent communities having a high degree of economic and social integration with that urore' Since neady every state has at least one MSA applicant under the COPS invitation method, there will be a variety of applications based on the size of population, geographic characteristics, and cdtiral infrastructures Jurisdictions that were awarded COPS grants under the FY03 and FY04 Interoperable Communications 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 CAPS FY2005 Application Guide: Targeted/Invited Programs ~~ Length of Grant Term, Maximum Federal Share and Local Share Requirements The Interoperable 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 2000 Census Proposals for lass than the respective federal funding cap are permissible The invitation to submit an application does not guarantee grant funding The COPS Office will review reasonable requests made for no-cost lime extensions in the event that all funds granted have not been expended within the one-year grant pedod Extension worksheets will be sent to the law enforcement deparbnent approximately 6.6 weeks prior to the award end date.A_ny extensions granted will be for time only, and not foradditional(undirig -: t,ocal Match RequirementA local cash match of 25% of the total project cost is required for all COPS Interoperable Communications Technology grants The match must be a cash match, made from local, state or other non-COPS funds and may not be paid through reallocating fiords otherwise budgeted for specific law enfomement purposes Given the limited funding, waivers of the local match will not be available for gmnts awarded under This padicular program In accordance with 28 C F R Section 6624, 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 will 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%j Federal Share = $6,000,000 ( 75%) Local Match = $ 2,000,000 (25%) Waiver of the Local Match Total Project Cast = $4,000,000 (100%) Federal Share = $3,000,000 (75%) Local Match = $1,OOO,ODO ( 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 interoperability 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•judsdictional and/or multi-disciplinary participation Each grant application must explain haw the proposed project would fit into an overall effort to increase voice and/or 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 Interoperahle Communications Technology Grant Progra broader context of the judsdictlon's interopembillty plans Such an explanation could include Information on the governance structure overseeing the effort; a communications system plan; a deployment plan; an pperations, maintenance, and training plan; and/or a financial plan The COPS Office is committed to avoiding duplication of existing networks or IT systems in any initiatives funded for law enforcement information shadri-q systems which involve interstate connectivity between judsdictions Therefore, suchCOPS-funded systems should employ, to the extent possible, existing networks (e g ,Law Enforcement Online (LEO), Regional Information Sharing Systems (RISS), Joint Regional Information Exchange System (DRIES), etc) as the communication backbone to achieve interstate connectivity Designated judsdictions are invited to submit applications for interoperable communications projects chat include: • Purchasing interoperable communications equipment for multi-disciplinary and muiti- judsdictional public safety communications projects • Provid(ng local judsdictions with the equipment or services they need to participate on larger public safety, commercial, or ocher 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 cdminal justice information exchanges • Any other technology that can be demonstrated to significantly increase interoperabilltywtthin the public safety community Applicants may also request assistance for other technologies if the application demonstrates how the proposed technology will improve inieroperability among the fire service, law enforcement and emergency medical service communities Because of the administrative battlers and significant project delays related to environmental review under the National Environmental Policy Ac[ (NEPA), the COPS Office wilt not fund requests for costs that include construction undar the 2005 COPS Intemperable Communications Technology Program (eg, towers, hose stations or buildings) Any proposed costs requiting environmental review will be deemed disallowed dudng budget clearance by the COPS Otfce 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 sheuld also include a description of how the plan will be established as part of the proposed project Budget requests may be made in the categories of: • Equipment • Supplies • TraveUfraining • Contracfslconsultants [Note: any consultant or contracting charges associated with your project over $4SOlday will require documented justification and prior written approval by the COPS Office Determinations will be made on arose-by-case basis j • Other costs • In addition, items that have a direct correlation to the overall success of a grantee's project objectives and are necessary for the project to reach (ull implementation will be considered on a case-by-case basis by the program team 37 COPS FY20Q5 Application Guide: Targeted/Invited Programs C~ Requests may be made only for Items or positions that are not otherwise budgeted with state, local, or Bureau of Indian Affairs funds, and would not be funded in Ure absence of the Interoperable Communica(fons Technology grant The budget information must include travel costs far at least four tepresentatives fo attend a required grantee technical assistance/kick-off conference at a location to be determined The representativPS should be two agency executives, a project manager and a technology manager plus a member of the regional Urban Area Working Gmup, if your jurisdicGonlregion receives funding from the Office (or Slate and Local Government Coordination and Preparedness (formedy ODP) under the Urban Area Security Initiative (UASI) grant program The wnference will be scheduled for three days eady in Fiscal Year 2006, and will require athree-night stay for tha duration of the meeting Details and logistics will be provided after the grants are awarded Unallowable Costs°; Requests will NOT be Funded This Is not an inclusive list The COPS Office reserves the right to deny funding for items that may not be included on this Ilst Please do not apply for these items under the COPS Interoperable Communications Technology Program This program will not provide funding for any positions or items which are funded in the applicant agency's budget with other sources of funding (state, local, or BIA) You may apply only for otherwise unfunded positions or items to supplement your agency's law enforcement budget • Indirect costs • Overtime hours for sworn officers or civilians • Sworn otficers • Any type of consUuction costs (e g ,towers, base stations, or buildings) Evaluation of Grant Application All applications will be peer-reviewed in coordination with SAFECOM, the National Institute for Standards and Technology, and the National Institute of Justice (NIJ) The COPS Office will work with SAFECOM, N(ST and NIJ to identify peer reviewers from the public safety community Peer review panels Will be composed of both practitioners and technologists knowledgeable in the area of voice and data Interoperabitity The panels will review the applications on behalf of the COPS Office and will provide feedback and recommendatlonstor funding Monitoring, Reporting, $c Evaluation Requirements Federal regulations require That any rinancial assistance tram the federal government be monitored to ensure that those funds are spent propedy Awarded agencies will be responsible for submitting periodic programmatic Progress Reports and quarterly Financial Status Reports In addition, the COPS Ofrice is interested in tracking the progress of its programs and the development of its grantees' project implementation Therefore, all Interoperable Communications Technology Program grantees will be required to participate in grant monilodng 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 L./ COPS Interoperable Communications Technology Grant Program Grant Monitoring/Oversight A. Monitoring The COPS Office performs various functions to ensure compliance with grant requirements and provide technical assistance to grantees Grant monitodng activities are routine during the grant pedod, and may occur up to three years following the end of the grant funding These functions, and others, may require the production of grant-related documentation and other matedals The grantee agrees to cooperate with any such requests for information The PublicSafety Partnership and Community Policing Act of 1994 states that evaluations of the program may be carded out or commissioned by 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 Departrnent of Justice agendas to examine how your agency is using thefederal funds, both programmatically and financially " The most common monitoring methods are: 1. Site Usits: Certain grants are selected for on•site monitodng visits If selected, an agehcy vrill be notified in wdting in advance of any on-site review of its COPS grants A report is written following the visit and the agency is notified in wdong of the results and of any compliance issues requidng remed(al 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 monitodng staff work with the agency to correct any grant problems or deficiendes through telephone, fax, or wdtten correspondence with the agency 3. Comoleints: The COPS Office responds to complaints from dozens, labor associations, media, and other sources Written complaints or allegations can be mailed to the COPS Office Grant Monitoring Division, and may result in a review of your agency's grants to determine compl(ance with grant conditions Grantees are responsible for remedying any grant noncompliance that is identified through these or other monitodng or auditing activities Remedies for noncompliance may include, but are not limited to, suspending grant funds, repaying misused grant funds, voluntary withdrawal from or involuntary tenninaoon of remaining grant funds, and bars from receiving future COPS grants 7o avoid findings of noncompliance, grantees are strongly encouraged to contact the COPS Office at any time dudng the life of a COPS grant with questions concerning grant requirements and also to produce all relevant documentation that may demonstrate grant compliance dudng these monitodng activities B. Audit Requirements In addition to oversight, guidance, and counsel provided by the COPS 08ice, your grant may be subject to an audit by independent examiners The two primary types of audits are Single Audit Act (SAA) audits and Oeparonent of Justice (DOJ), Office of the Inspector General (OIG) audits 39 COPS FY2005 Application Guide: Targeted/Invited Programs i The Single AuditAc[ was created in 1984 and established uniform guidelines for state and ~ local governments receiving federal financial assistance The 1964 Act was amended in July 1996 to reflect revised audit criteria and reporting requirements The Office of Management and Budget CircularA-133, Audits of States, Local Governments, and Non- Profit Organizations, provides additional guidelines regarding the implementation of SAA requirements i .l ' Each non-federal entity that expends $300,000 ($500,000 for fiscal years ending after December 31, 2003) or more in a fiscal year shall have a Single Audit conducted except when it elects to have aerogram-spegific audit conducted SAA audits are conducted I annually unless a state or local govemment is required by constitution or statute, in effect on January 1,1967, to undergo audits less frequently than annually The primary objective ti 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 specific compliance issues with respect to j ,, COPS grant requirements _ 1 The OIG 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 conditions OIG audits are designed io promote economy, efficiency, and effectiveness in lhq administration of grants by evaluating compliance with laws, regulations, and is policieslprocedures governing the operations encompassed in the scope of the audit C Records Retantion All financial 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 Qffice officially closes the grant If any litigation, claim, negotiation, audit or other action involving 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 Incated and propedy protected against fire or other damage You should maintain your records so that you can identify them by grant year or by your fiscal year, whichever you find more convenient Reporting Requirements A. Financial Status Reports COPS Finance monitors the financial aspects of your grant through financial reports, meetings, telephone contacts, audits, reviews of grans change requests and spacial request submissions In specific cases, information may be requested during an on site visit by the COPS Office or a designated representative from the Office of the Comptroller, OtHce of Justice Programs ' { Grantees are required to submit quartedy Financial Status Reports (FSRs) using a Standard Form 269A (SF-269A) This report reflects the actual federal monies spent and unliquidated obligations incurred, local matching conidbutions, and the unobligated balance of federal funds The FSR is due at the COPS Office no later Phan 45 days following each calendar quarter EBective October 1, 2004, grantees must submit their { SF-269A via the Interne[ at vrww oranls ojp usdoi.oov /~ 40 COPS Interoperable Communications Technology Grant Program B Quarterly Programmatic Updates Once per quarter, grantees will be required to submit a hdef programmatic update 1o their COPS Interoperable Communications Technology point of contact This narrative update should detail what grant activities occurred during the past three months and descdbe 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 fo 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 teamed to other states and communities Other Information --_. Standards When procuring equipment for communication system development and expansion, a standards-based approach should be used to begin migration to multi jurisdictional and multi-disciplinary interoperability Specifically, all new voice systems should be compatible with the ANSIRIAIEIAA-102 Phase 1 (Project 25 or P25) suite of standards Thls recommendation is intended for governmenRowned or leased land mobile public safety radio equipment and its purpose is io make sure that such equipment or systems are capable of Interopereting with other public safety land mobile equipment or systems. It is not intended to apply to commercial services that offer other types of interopemblllty solutions and does not exclude any application 'rf it demonstrates that the system or equipment being proposed will lead to enhanced interoperability Wilh Input from the user community, these standards have been developed to allow for backward compatibility with existing digital and analog systems and to provide for interoperability in future systems The FCC has chosen the P25 suite of standards for voice and low-moderate speed data interoperability in the new nationwide 700 MHz frequency band and the Integrated Wireless Network (IWN) 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 tl 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 to provide basic, operable communications within a department with safety as the overddirig consideration Funding requests by agencies to replace or add radio equipment to an existing non-P25 system will be cons(dered if (here Is an explanation as to how their radio selection will allow for improving interoperability or eventual migration to Interoperable systems This guidance does not preclude funding of non-Project 25 equipment when there are compelling reasons for using other solutions Absent these compelling reasons, the COPS Office intends that Project 25 equipment will be preferred for digital systems to which the standard applies 41 CAPS FY2005 Application Guide: Targeted/Invited Programs 8'ihe National Criminal Intelligence Shadng Plan' Global Justice Information Sharing initlaliva. October 2003 9 For the latest information aboutjudsdlc5ons implementing the G.1XDM, visit htto•(!t om govftooic iso'~tooic id=107 When procudng 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 (GJXDMj Wi(h input from the user community, this standard has been developed to build the technological foundation that supports data interoperability fdr the law enforcement and justice wmmunity Recommendation Number 26 in The National Criminal Intelligence Sharing Plan states: °Agencies are encouraged to utilize the latest version of the Global Justice Extensible Markup Language (XML) Data Model (GJXDMj and its component Global Justice XML Data Dictionary (GJXDDj when connecting databases and other resources to communications networks. The GJXDM and GJXDD were developed io enable inleroperability 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 Cleadnghouse at www.ifoio aovfisc ~ Closeout ~ -_ The COPS Otfice will nptify the grantee 60 days prior to the expiration date of the grant when final documents are due Incompliance with 28 C F R 66, the following documents are due 90 days after the grant expires: A Final Performance or Progress Report: A summary of projects approved and completed vriihin the grant award vrith final costs identified for each project. 8 Final Financial Status Report (SF-269Aj: Report of final expenditures from the grantee's accounting system The final Financial Status Report must include the cost share (local match) required by the grant award C Fnal Payment: Final payment withdrawal from the PAPRSILOCES system 42 COPS Interoperable Communications Technology Grant Program How to Apply Required Application Documents & Sections for Interoperable Communications Technology Applications Listed below is a chart that shows the required documentation that must be completed and submitted for your application/proposal to be considered.complete Failure to submit all required documentation at the time of application may delay processing and/or result in the dental of your application.. Unless oiherwlse noted, each section listed must be completed in Rs entirety. You can use this chart as an application checklist fo ensure you have met all of the necessary requin;menls ' Application Documents & Sections Required9 Yes, No or Possible (dependentupon agency) Completed? 1 Standard Form 924 - Yes ^ 2 COPS Application Attachment td SF-024 Yes ^ Secton 1: COPS Program Request Yes ^ Section 2: Applicant Information Yes ^ Section 3: Waivers of the Local Match No _ ^ 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 Descriptien (Narrative) Yes ^ Section 10: Budget Nanative No ^ Section 11: Memorandum of Understanding No ^ Section 12: Qfficial Partner(s) Contact Information No ^ Section 13: Certification of Review and Representation of Compliance with Requirements Yas ^ Section 14: Standard Assurances ~ Yes ^ Section 15: Standard Certifications _ Yes ^ 3 Standard Form LLL: Disclosure of Lobbying Activities Possible O 4 Budget Detail Worksheets (Return Section C,D,E,F, G & Budget Summary Page) Yes ^ ~. 43 COPS FY2005 Application Guide: Targetedllnvitetl Programs Required Format & Other Important Information for Submission- Genera/ Information ' All of the required maledals should be bound together with a binder clip or stapled Please do not hied your application in spiral binders, report covers, or in any similar way (Not applicable if applying online via Grants gov) • The Project Narrative (Section 9) should not exceed tifleen (15) pages in length. • Please return one odginal and nine copies of all application materials (not applicable to applications received via Grants gov) I`t Please tie advised that the failure to submit all required documentation by the ;' deadline may delay the processingof your application ' In order to process your agency's funding request, original signatures of the law ! enforcement and govemment executives who will have ultimate financial and ) programmatic aulhodty for this grant are required on all application documents (with ~~ the exception of appllrants applying through Grants gov) Faxed copies will not be 11 accepted Stamped or electronic signatures also will pot be accepted (except if applying through Grants gov) It is not permissible for someone to sign application forms in place of the law enforcement and/or govemment executives named in the _~ application Applications with missing, incomplete orinaccurate signatures or 1` responses may not be considered for funding. Funding decisions will be at the discretion of the COPS Once COPS will make award selections in September 2005 All FY 2005 Interopemble Communications Technology grant funds will be awarded and obligated 6y the COPS Office by September 30, 2005 • The Phone Activated Papedess Request System (PAPRS) enables grantees to use their touch~(one telephone to request reimbursement funds Requests far payment that are approved will be automatically scheduled for payment through the U S Treasury Department The system also provides online information to grantees about the status of their requests Executive Summary Applicants are required to complete Section 8 of the COPS Program Application Attachment Fonn Please fimft 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 to exceed 75 pages in length) Narrative Sections A Problem Identification and Justification & Ilse of Federal Funds Describe the specific problems or needs [hat are to be addressed and how (his proposed project will help achieve interoperabilityocross the public safely sector 44 COPS Interoperahle Communications Technology Grant Program al 8 Project Goals & Objectives • Define the vision, goals, and objectives of what the jurisdiction is ultimately trying to accomplish and how the proposed project would fit into an overall effort to increase interoperability andlordata information sharing If an interoperable communications plan has already been developed, it should be included in the application. • Include a specific scope of work that provides measurable dbjectives (e g ,purchase and install the system/equipment within a projected milestone date, draft and dis(ribute information to public safety communities by a projected milestone date, and conduct on-site demonstrations to communities by another projected milestone dale) • Discuss how the proposal features new or innovative approaches or solutions to increase interoperability andlor inforrnalinn shadng among the entire public safety community (fire, emergency medical, and law enforcement services) • Reflect a multi-disciplinary andlor mufti-jurisdfciional approach towards achieving interoperability • If other interoperability or information sharing projects with separate funding streams are currently underway within yourjudsdiction, address how this (',OPS-fundetl` project will not be dupilcaUve, yet coordinated'into one comprehensive plan for public safety interoperability within the region Please descdbe the other project(s) and the source of funding C. Implementation Plan • Propose a detailed implementation plan that includes a budget narative and reasonable project timeline which identifies major milestones, including individual activity costs, federal and non-federal shares, and plans for meeting the local matching requirement • Include an operational plan chat addresses how the effort will be funded now and in the future D Evaluation PIanlEffectiveness of Program • Please include a project evaluation plan, including pedormance 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 govemment offaals, when the proposal is multi-Jurisdictional These letters should specify the respective roles of the parliapating 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) Tne letters of support should also address financial wnbibutions to the local match • Provide Information on any exlslina agreements such as Memoranda of Understanding (MOUsj or Mutual Aid Agreements with parinedng judsdicUons • Provide certification that the local govemment has evaluated the project submitted and that the project will be implemented In accordance with 28 CFR Part 66, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 45 COPS FY2005 Application Guide: Targeted/Invited Programs (,~?o Consortia and Coordination Multijudsdictional proposals will be considered as consortia If a grant is awarded; the applicant agency or locality will serve as the lead agency and grantee during the performance period, with the ocher consortia members serving, as grant sub•recipienls. The lead agency will be responsible far successful implementation of the project and will bear responsibility`for fulfilling all grant conditions. Lead agency status will not be transferred once the grant has been awarded. However, pdor to application submission to the COPS Office, invited regions may decide ii a different law enforcement agency will serve as the lead applicant If the lead applicant is changed pdorio submission, this issue should be addressed within the proposal with signed conpurrence from the original invitee Under 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 occurred with all agencies (state, local, end tribal) that may be affected by the applicant's proposal Each applicant is encouraged to consultwith theirdesignated StafeAdminisMativeAgency (SAA) so that the proposed interoperable communications initiative can be integrated into their state's overall homeland security strategy The SAA is the state-designated coordinator for the State Homeland Security Grant Programs administered by the Office for Sfate and Local Government Coordination and Preparedness (SLGC,P), and is responsible for the development of the state's vulnerability assessments and homeland secudty strategy that are required under SLGCP's grant programs Applicants should include comments from the SAA on how the judsdiclion's initiative is consistent with the state plans and how the results of this effort will be incorporated into subsequent versions of the state's response strategy Similar guidance applies to agencies in or commuriicating with Metropolitan Statistical Areas (MBAs) which will be parfiGpating in the Department of Justice High•Risk Metropolitan Areas Interoperability (25 Cities) Project Such agencies should demonstrate plans for integrated planning and implementation to ensure the coordination of simultaneous activities far the improvement of communication and interoperability Technical Assistance :~ f To ensure that the chosen public safety interoperability projects are implemented in the ~ ' most efficient manner, grantees are encouraged to seek assistance from existing ; ~~ technical assistance resources available to the public safety community, In addition to the ii 1 "'r technical assistance provided by the COPS Office These additional resources v6ll provide ,, i grantees with both technical and program management assistance to optimize the i.l l resources and efficiency associated with communications technology prdcurement, i l r. z mp ementation, and integration Examples of such technical assistance resources may Include SAFECOM, the National Law Enforcement and Corrections Technology (,enter (NLECTC) System, the Integrated Justice Iniormalien Sharing (IJIS) institute, and i i SEARCH (The National Consortium for Justice Information and Statistics) 46 COPS Interoperable Communications Technology Grant Programl_'% Application Deadline focal 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 will evaluate applications, there will 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 ::. Mailing Address Please submit one application package with odginal signatures plus nine (g} photocopy sets of the entire proposal to: (Not applicable ii applying online via Grants gpv) COPS Interoperable Communications Technology Program Applications US Departrnent of Justice - Office of Community Odented Policing Services - 1100 Vermont Avenue, NW, 7" Floor - Washington, D G 20530 Ddginal signatures are required, therefore we cannot accept faxes Due io crontmued mail delays in the Washington, D C area, we strongly encourage you to submit your COPS application by an express or ovemight delivery service If ycu choose to use an express or ovemight delivery service, please use zip code 20005 for your submission. The large number of photocopy sots is necessary for the peer review process. We apologize for this Inconvenience. Please keep one copy of your application for your rncords Additional Resource Included with your application (or, for applicants applying via Grants gov, as a PDF file) is a document from SAFECOM which provides addifional information to judsdictions that are developing interoperability solutions andlor soaking resources to implement an interoperability solution The document, developed by SAFECOM, was provided to all grant-making agencies providing resources to improve wireless communications 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 slates, as well as additional guidelines, examples, and resources for improving public safety communications and interoperability in additicn, the document provides a thorough list of questions that applipnts 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 (heir applirafions The COPS Office incorporated input from SAFECOM into the FY 2005 grant program tc the maximum extent possible 47 COPS Interoperable Communications Technology Grant Progra~ Sample Budget Detail Worlcsheets and Budget Summary Important note: Sections C, D, E, F, G and the Budget Summary are the only sections of the COPS Budget Detail Worksheets that are applicable io the COPS Interoperable Communications Technology grant program Only some of the sectioiGS that apply to the COPS _ Interoperable Communications Technology grant era inclu8ed in this sample Applicants should not request items under any of the other categories For more inPormalion, please see the COPS Interoperable Communications Technology Federal Funding: Allowable and Unallowable Cosls section. I., I:. iJ, ~1. i't ~,. ~ :. '. 1 E' ''r: ~;, Applicant Legal Name: Jnnrs Police D ~=~*m=nt G. EQUIPMENTlf'EGHNOLOGY No Equipment/TechnelogyRequested ^ 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 either in the "SUPPLIES" or "OTHER" t ca egories Applicants should analyze the cost benei3ts of purchasing versus leasing equipment, especially for high•price items and those subject to rapid technical advances Rented or leased equipment costs should be listed in the "CONTRACT'S /CONSULTANTS" category Pursuant to the Consolidated Appropriations Act 2005, P. L 108-047, be advised that,•~to;the greatest extent practical, all equipment and products purchased wish these funds must be Am>~~ade For agencies purchasing items related to enhanced communications°system~he~OP$Office expects and encourages that, wherever feasible, such voice or data commuriicafions equipment should be, incorporated into an intra• or interjurisdic`ffonal st~ateg~j~ for c, ommu ications interoperabititysmong federal, state, and local law enforcemept a encles \ ~ g . ~ ` See the COPS A licati G id f ~ ` pp on u e or alist of allowable/unallgwabl e dos ts4 r the parficula program forwhich you are applying _~ ~'~,_~\ ~~ / 1 / • UniNlem Description Compu {ation f l - V per Item _~ (# of I~ems]U`it§,J,`( U~ it, st) Subtotal Digital Simulcast Sites / (3 X SO ~OOt~ ~` ` $ 1,350,000 Conventional Sites ~_ ~ tt j (3 X 331,Q Q j \-~ $ 9$3,000 Dispatch Center Upgrades ~ ~1 lbp`a V ~ ?\ $ 329 100 _.- \ a h , Typical Mobile Radio ~~- ~a00 ; 3 944.a~ $ 394,400 Typical Portable Radio ~~~ ,(, ~gg~ 3 Ot5) v , $ 301,500 C''-/ ( X ) ( X ) $ ( X ) $ (~X ) $ EquipmentlTechnology Total: $ 3,366,OD0 Transfer to Budget Summary line 3 crease include a detailed description for alt items listed in the Budget Narrative 50 DPtI - ~~: Applicant Legal Name: Janes Police nepartment , F. TRAVEUTRAINING No Travet/Training Requested O OfllB: 23II5-~~ ~~ 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 for lodging for 3 days) Training projects, training fees, travel, lodging and per diem rates for trainees should be listed as separate travel items Show the number of staff attending any event and the unit costs per persdn involved IdenirTy the location of travel, when possible Note: Any Iocai training costs (within a 50-mile radius) should be listed under Section Q ("Other~~ts") See the CAPS Application Guide for alist of allowable/unallowable costs f~th'e:particular program for which you are applying Reason for TravellTraining 8 Location of TravellTrainin TravellTraining - Item Computation ~ (d of ItemslUnl[s X Unit Co3t Per item Subtotal g ~ ~ ~ _ Kickoff Conference Airfare (_g X 0~ 1) \\ v $ 2,400 KickoftConference / Lodging(3,n\~ v ( 4 50 X ~ $1,80D Kickoff Conference ~ _ Mea \(3 `ays) '\ ~~~ """ ~51 X 3) $612 X ) --__ $ --- ~ 1 X - ~ $ ( l ~J l X ) $ j!~~ ( X ) $ r Travel(fraining Total: $ 4,e12 Transfer to Budget Summary Line 6 Please include a detailed description and Jusfification for Dave! listed in the Budget Narrative 51 Appiican[ Legal Name: Jones Police Deoartmen[ G. CON7RACTSlCONSULTAN75 No Contracts/Consrdtants Cn~e~ no~rro~eoa n 52 Instructions: See the COPS Application Guide for a ilst of allowable/unallowable costs for the particular program for which you are applying Contracts: Provide a description of the product or sprvico to be procured by contract and an estimate of the cost Applicants are encouraged io promote free acrd open competition in awarding contracts Contract Description Contract Bid Type (Open- Ps;~Contract _ Competifive or Sole Source) ` Sdbtotal C,om lete S stem Installation P Y Open-competitive ', `' $ 2,062 900 00 y ~ - $ v/ r;`~~~ ~ ~ r t S b al ---- j ac s tot u $ 2,062,900 (Gt) Consultant Fees; For each consultant enter fhe name `fknoGm)!service to beprovided, houdyordaily fee (based upon an &hour day), and estimated length of time on the ~p.roject Cb sultani fees in excess of $450 per day require add(tienal written justification in the Budget Narrative an~fiushf e pre=a pYO ed in wdtl b th COPS t y ng y e 9(fice. Consultant NameRitle S~e~~ \ Computation ( Cost X # Days or Per Consultant Fee Subtotal # Naurs) ) ( X $ - ti \ ~ / -- r v --•~ ~ ~ Consultant Fees Subtotal: $ 0 (G2) Cti sulta'nt Ex'pens'es:~l.is` all expenses to be paid from the grant to the individual consultants separate from the(r consult2~ees (e.g.1travel, meals, lodging). Consultantfiame'mtle S` 'f Service Provided Computation Per Consultant Fee °" (Cost X # Days) Subtotal (_ X_~ $ ( x_.i $ ( X_ 1 $ ( X~.) $ Consultant fees Subtotal: $ 0 (G3) ContractslConsultants Total: $ 2,062,900 Contracts (G1) + Consultant Fees (G2) + Gonsulfant Expenses (G3) Transfer l0 8udgel or....._ :__r..~_ _ Summary Line I .~~~_ ~~~~~~~= a vcrnncu uexrrpnon roc au convacts usteo rn me t3udget tvarratrve U ORI S: A872345 Applicant Legal (dame: Janes Police Oerarlment Budget Summary a~ Ofll >`. A872345 Instructions: When you have completed the Budget Detail Worksheets, please iransfer the category totals j to the spaces below Please compute the Total ProjectAmount,'Toiai Federal Share Amount, and Total L6cal Share (if applicable). Please see the Application Guide for information on the maximum federal share and local matching requirements for the grant for which yotr are applying -Budget Category Category Total ~ Line # A. Sworn Officer Posltlons $ ~ (j i B. CivllianlOther Personnel __ _ $ ~ ~~~ ti 2 /~ /~~ C Equlpmenfffechnology $. 33~88~00 0~0'x, \ D. Other Costs $ _ . ~ 00 ~ ~ 4 E. Supplies ~ $~~` - ;~,~,~ f ' 5 F, Traveltfraining C 0 ~~1 4.612 O 6 G. Contrails/Consultants ~,` ~ e ~$ z.os2soo 00 _ 7 ` H. Indirect Costs ~~~ $y 00 B \\ T~ ~ \ ' unt; A~ \ t ~ $ 5435712 00 . \. ~`+T hF d l Sh e e era ra Amount; (Total Project mount X edger fShaSeAercentage / $ _ 4.076784 QO ~ `/ Allowable) ..--.~ ~otal Laca~~S~are Amount (If applicable): ~ _ _ (~otal~ProjectAmounP~ iolal Federal Share Amount) $ 1.358.928 00 ~~ Contact Information for Budget Questions Please pr iov de contact information of the financial orTcial that the COPS Office may contact with questions related to your budget submission Authorized Official's Typed Name: John mith ___ ______ _ Title: Accountant Phone:(555)23t-1234 Fax: (555) 654 - 5678 E-mail Address: JohnSmith JonesPD.or 53