OMB No. 1103-0098 

Approval Expires 4/30/2024 

U.S. Department of Justice 

Office of Community Oriented Policing Services 

FY22 Tolerance, Diversity, and Anti-Bias Training- Community Policing Development Solicitation 

Assistance Listing Number # 16.710

Grants.gov Opportunity Number: O-COPS-2022-171172

Solicitation Release Date: May 05, 2022 12:00 PM

Version: 2

Grants.gov Deadline: June 28, 2022 7:59 PM

Application JustGrants Deadline: June 30, 2022 7:59 PM

Overview 

The U.S. Department of Justice, Office of Community Oriented Policing Services (COPS Office, https://cops.usdoj.gov) is 

pleased to announce that it is seeking applications for funding for the COPS Office FY 2022 Community Policing Development 

(CPD) program. CPD funds are used to develop the capacity of law enforcement to implement community policing strategies by 

providing guidance on promising practices through the development and testing of innovative strategies; building knowledge 

about effective practices and outcomes; and supporting new, creative approaches to preventing crime and promoting safe 

communities. 

The COPS Office welcomes applications under which one or more entities would carry out the federal award; however, only one 

entity may be the applicant. Any other entities carrying out the federal award must be identified as proposed subrecipients. The 

applicant must be the entity that would have primary responsibility for carrying out the awards, including administering the 

funding and managing the entire project. The terms and conditions of the federal award are also applicable to subrecipients. 

All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be 

imposed by law. 

Eligible Applicants: 

Other 

Other 

Open to all all public governmental agencies, federally recognized Indian tribes, for-profit (commercial) organizations, nonprofit 

organizations, institutions of higher education, community groups, and faith-based organizations 

To advance Executive Order 13929 Safe Policing for Safe Communities, as of October 28, 2020, the Attorney General 

determined that all state, local, and university or college law enforcement agencies must be certified by an approved 

independent credentialing body or have started the certification process to be allocated FY 2022 DOJ discretionary grant 

funding, either as a recipient or a subrecipient. For detailed information on this new certification requirement, please visit 

https://cops.usdoj.gov/SafePolicingEO. 

Contact Information 

Applications must be submitted through both Grants.gov and the JustGrants system. 

For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at 800-518-4726, send 

questions via email to support@Grants.gov, or consult the Grants.gov Organization Applicant User Guide. The Grants.gov 

Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays. 

For technical support with the Justice Grants System (JustGrants) application, please contact JustGrants Support at 

JustGrants.Support@usdoj.gov or 833-872-5175. JustGrants Support operates Monday through Friday between the hours of 

5:00 a.m. and 9:00 p.m. Eastern Time (ET) and Saturday, Sunday, and federal holidays from 9:00 a.m. to 5:00 p.m. ET. Training 

on JustGrants can also be found at https://justicegrants.usdoj.gov/training-resources. 

Page 1 of 40 

O-COPS-2022-171172
 

 

 

 

 

 

 

 

 

 

 

 

 

For programmatic assistance with the requirements of this program, please call the COPS Office Response Center at 800-421-

6770 or send questions via email to AskCopsRC@usdoj.gov. The COPS Office Response Center operates Monday through 

Friday, 9:00 a.m. to 5:00 p.m. ET, except on federal holidays. 

Submission Information 

Registration: To submit an application, all applicants must obtain a Unique Entity Identifier (UEI) number and register online 

with the System for Award Management (SAM) and Grants.gov. 

Submission: Completing an application is a two-step process: 

Applicants are first required to register via https://www.grants.gov, complete the SF-424 form and if applicable the SF-LLL, and 

submit it through the Grants.gov website. 

Once the SF-424 has been submitted via Grants.gov, the applicants will complete the full application including providing 

attachments in JustGrants. 

An application is not considered submitted until both of these steps are completed. For more information about registration and 

submission, see the “How to Apply” section of this solicitation. 

All guidance for this program is contained in this Solicitation and can also be found at https://cops.usdoj.gov/tolerance-training. 

In addition to this Solicitation, the COPS Office “How to Apply” web page provides additional resources to help guide applicants 

through the process. 

Page 2 of 40 

O-COPS-2022-171172 
 

 

Contents 

Contact Information..............................................................................................................................................................

.............................................................................................................................................................

................................................................................................................................................................

.....................................................................................................................................................................

...................................................................................................................................................

...................................................................................................................................

1 

Program Description 5 

Statutory Authority 5 

Program-Specific Information...............................................................................................................................................

.................................................................................................................

......................................................................................

............................................................................................................................................

...................................................................................................................................................................

......................................................................................................................................................................

..........................................................................................................................................................

............................................................................................................................................................

..............................................................................................................................

....................................................................

.....................................................

...........................................

5 

Program Goals 5 

Tolerance, Diversity, and Anti-Bias Training 6 

Tribal Cultural Awareness Training and Technical Assistance 7 

Federal Award Information 8 

Awards, Amounts and Durations 8 

Federal Award Information 8 

Length of Award 8 

Type of Award 8 

Cost sharing or match 8 

Eligibility Information 8 

Application and Submission Information 8 

Information to Complete the Application for Federal Assistance (SF-424) 9 

Standard Applicant Information (JustGrants 424 and General Agency Information) 9 

Proposal Abstract...............................................................................................................

................................................................................................................................

......................................................................................................................................................

......................................................................................................................

.....................................................................................

......................................................................................................................................

...............................................................................................................

..........................................................................................................................................................

.........................................................................................................................................................

.................................................................

.............................................................................................................................

.....................................................................................................................................

........................................................................................................................................................

......................................................................................................................................................................

.......................................................................................................................................

.................................................................................................................................

...........................................................................................................................

............................................................................................................................................

...............................................................................................................................................................

.......................................................................................................................................

...............................................................................................................................................................

..........................................................................................................................................

..........................................................................................................................................................

................................................................................................................................

.....................................................................................................................................................

.............................................................................................................................................................

......................................................................................................................................

...................................................................................................

9 

Data Requested with Application 10 

Proposal Narrative 10 

Budget and Associated Documentation 11 

Budget Worksheet and Budget Narrative (Web-based Form) 13 

Non-competitive Justification 23 

Indirect Cost Rate Agreement (if applicable) 23 

Consultant Rate 23 

Budget Narrative 23 

Memoranda of Understanding (MOUs) and Other Supportive Documents 24 

Additional Application Components 24 

Curriculum Vitae or Resumes 24 

Letters of Support 25 

Timeline 25 

Disclosures and Assurances 25 

Disclosure of Lobbying Activities 25 

DOJ Certified Standard Assurances 26 

DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drug-Free 

Workplace Requirements 26 

How to Apply 26 

Submission Dates and Time 28 

Late Submissions 28 

Application Review Information 29 

Review Process 29 

Basic Minimum Requirements review 29 

BMR review criteria 29 

Review criteria 30 

Administrative compliance review 31 

Senior Leadership Review and Recommendation Panel 31 

Page 3 of 40 

O-COPS-2022-171172 
 

Director’s selection.............................................................................................................................................................

..............................................................................................

............................................................................................................................................................

................................................................................................................

.......................................................................................................................

...........................................................................................................................................................

.................................................................................

.............................................................................................................................................

.................................................................................................................................

..........................................................

............................................................................................................................................

....................................................................................................................................................

........................................................................................................

....................................................................................................................................................................

...................................................................................................................................................................

.....................................................................................................................................................

....................................................................................................

..............................................................................................................................................................

...................................................................................................................................................................

.............................................................................................................................................................................

..........................................................................................................................

......................................................................................

...............................................................................................................................................

...................................................................................................................................................

...............................................................................................................................................................

31 

Federal Award Administration Information Award decisions 31 

The award package 32 

Administrative and national policy requirements 32 

Terms, conditions and award requirements 32 

Other Requirements 33 

Administrative actions and legal remedies related to federal awards 33 

Remedies for noncompliance 34 

Federal Awarding Agency Contact(s) 34 

Freedom of Information Act and Privacy Act (5 U.S.C. § 552 and 5 U.S.C. § 552a) 34 

Feedback to the COPS Office 35 

COPS Other Information 35 

Reporting, Monitoring, and Evaluation Requirements 35 

Reporting 35 

Monitoring 35 

Program evaluation 35 

Financial Management and System of Internal Controls 36 

Audit Requirement 36 

Civil rights 36 

36 

Equal Treatment for Faith-Based Organizations and Safeguarding Constitutional Protections Related to Religion 

Section 508 of the Rehabilitation Act 36 

Public Reporting Burden- Paper Work Reduction Act Notice 36 

Performance Measures 37 

Application Checklist 37 

Survey Questions 37 

Page 4 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Program Description 

Community policing is a philosophy that promotes organizational strategies that support the systematic use of partnerships and 

problem-solving techniques to proactively address the immediate conditions that give rise to public safety issues such as violent 

crime, nonviolent crime, and fear of crime. 

Community Policing Development (CPD) funds are used to develop the capacity of law enforcement to implement community 

policing strategies by providing guidance on promising practices through the development and testing of innovative strategies; 

building knowledge about effective practices and outcomes; and supporting new, creative approaches to preventing crime and 

promoting safe communities. 

The COPS Office is committed to advancing work that promotes civil rights and racial equity, increases access to justice, 

supports crime victims and individuals impacted by the justice system, strengthens community safety and protects the public 

from crime and evolving threats, and build trust between law enforcement and the community. 

Statutory Authority 

This program is authorized under the Omnibus Crime Control and Safe Streets Act of 1968, as amended, and the Violent Crime 

Control and Law Enforcement Act of 1994, Title I, Part Q, Public Law 103-322, 34 U.S.C. § 10381 et seq. 

All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be 

imposed by law. 

Program-Specific Information 

This solicitation is being announced as an open competition. 

Please note that applicants may submit multiple applications, but you must submit a separate application for each project. Any 

application that does not clearly state the solicitation, may not pass the basic minimum requirement phase of the review process. 

The following sections will provide further background, requirements, and details for your application. In addition, all applicants 

should keep the following general requirements in mind: 

• All award recipients will be expected to begin work immediately upon selection and notification of award. 

• For all identified deliverables, the applicant must adhere to the requirements set forth in the COPS Office Curriculum 

Standards and Review Process Guides, which can be found at https://cops.usdoj.gov/training. 

• For all identified deliverables, the applicant must adhere to the requirements set forth in the COPS Office conference 

request approval process. 

• For all identified deliverables, the applicant should adhere to the COPS Office Editorial and Style Manual. For projects 

that propose site-specific work, letters of support from the targeted agencies are strongly encouraged. 

With any programmatic questions, please contact the COPS Office Response Center at 800-421-6770 or send questions via 

email to AskCopsRC@usdoj.gov. The COPS Office Response Center operates Monday through Friday, 9:00 a.m. to 5:00 p.m. 

ET, except on federal holidays. 

Program Goals 

Under this solicitation, the COPS Office seeks to support projects that allow for the identification and expansion of promising 

practices and produces knowledge products that follow the principles of good guidance: 

• Quality-driven, with an emphasis on action statements to drive promising practices and reduce variations in performance 

• Evidence-based, with recommendations that are consistent with the weight of the best available evidence 

• identified through systematic review 

• Accessible, with clear language and manageable lengths that are appropriate and relevant for the law enforcement field 

• Memorable, to encourage immediate actions or aid for the complex situations law enforcement professionals face 

To read an overview of the principles of community policing, please see the COPS Office publication Community Policing 

Defined. 

Applicants should also consider the COPS Office performance measures when developing their own specific project goals and 

activities, which can be found in the “Performance Measures” section of this application. 

Page 5 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Tolerance, Diversity, and Anti-Bias Training 

The 2022 CPD Tolerance, Diversity, and Anti-Bias Training program has one open solicitation with the following subcategories: 

• Tolerance, Diversity, and Anti-Bias Training 

• Tribal Cultural Awareness Training and Technical Assistance Tolerance, Diversity, and Anti-Bias Training 

One award, up to $1,700,000 

A vital piece of the success of policing is the importance of strong, collaborative relationships between local law enforcement 

and the communities they protect and serve. In the context of community policing, these relationships serve the two interrelated 

goals of increasing trust and enhancing collaborative problem-solving efforts. Community members who do not trust law 

enforcement are less likely than those who do to report crime and to participate in developing solutions to problems. Law 

enforcement can rarely solve significant crime and disorder problems alone, and stakeholder engagement is critical to success. 

A key mechanism to ensuring improved trust and effective engagement is providing high quality, interactive training for law 

enforcement on police-community interactions. 

The COPS Office seeks an applicant to deliver an in-person tolerance, diversity, and anti-bias training program that 

encompasses cultural sensitivity components such as respect, acceptance, and appreciation of different groups’ identities (e.g., 

ethnic, racial, sexual orientation and gender); cultural diversity; and law enforcement interaction with people with disabilities, 

people with mental illnesses, and English language learners. The applicant should also plan to develop an online version of their 

in-person course for deployment in the COPS Training Portal. The applicant should be an organization with an existing state or 

nationally certified curriculum in this area and well-established experience in training law enforcement personnel and criminal 

justice professionals. 

Projects Out of Scope 

• Applicants that cannot provide national-level training to a minimum of 5,000 law enforcement personnel will not be 

considered. At least 25% of those trained should be through in-person courses available to law enforcement from across 

the country; the remainder may be reached through the deployment of the online training. 

• Training programs that are not focused on tolerance and diversity will not be considered. 

Requirements 

Applicants should propose (1) the delivery of an existing in-person training curriculum that improves the knowledge and 

behaviors of law enforcement in the areas of diversity, inclusion, cultural competency, and the nature of collaborative 

partnerships and (2) the development of a new online version of the same training for deployment through the COPS Training 

Portal. The training should also improve officers’ practical skills in partnership development and related trust-building activities 

and initiatives. Law enforcement should emerge from the training with an increased awareness of the value of diversity and 

inclusion and with improved knowledge and skills to most effectively engage in their communities. The COPS Office anticipates 

the provider will train a minimum of 5,000 law enforcement personnel. At least 25% of those trained should be through in-person 

courses available to law enforcement officers from across the country; the remainder may be reached through the deployment of 

the online version. 

The proposal narrative should also address the following: 

• Present a plan to build a greater understanding of tolerance and diversity in the law enforcement field nationwide. 

• Assist law enforcement in developing the knowledge, skills, abilities, and behaviors that allow local law enforcement to 

advance public safety. 

• Implement a national training program that will reach a minimum of 5,000 law enforcement personnel through both 

classroom training and online training delivered through the COPS Training Portal. 

• Describe the vision for the online course and how it will complement the existing in-person curriculum. Describe the existing 

in-person curriculum that will be used, its learning objectives, its trainer qualifications, its current state or national 

certifications, and how it is evaluated by students. 

• Demonstrate prior success in delivering in-person training that effects behavior change and discuss how the online training 

program will track and measure both knowledge gain and behavior change. 

Deliverables 

The project should focus on (1) the delivery of classroom training on tolerance, diversity, and anti-bias; (2) the development of 

an online tolerance, diversity, and anti-bias training program compatible with the COPS Training Portal; (3) preparing virtual 

training program files for the COPS Training Portal and working with the Portal team for development, beta testing, and release; 

and (4) certification of the online training(s). Project deliverable(s) should be clearly identified and described in the application 

proposal narrative. 

Page 6 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Tribal Cultural Awareness Training and Technical Assistance 

One award, up to $300,000 

Federally recognized tribes in the United States have a unique historical relationship with the Federal Government as well as the 

local communities in and around their lands. Tribal and nontribal law enforcement agencies and personnel may not have a 

working understanding of the historical, political, and cultural aspects of tribes in general nor the specific tribes in their areas. 

Law enforcement officers, both tribal and nontribal, need to have a basic understanding of the history and culture of the 

community they are serving to be most effective. 

The COPS Office seeks a training provider to develop an in-person training applicable to both tribal and nontribal law 

enforcement agencies that should cover the basics of tribes and tribal history in conjunction with supplemental materials that 

cover tribal and regional or local components for the specific area that is being trained and the local tribes in that area. This 

training program should encompass cultural sensitivity components such as tolerance, ethnic and racial bias, and cultural 

diversity. The applicant should be an organization that demonstrates well-established experience in developing and delivering 

training to law enforcement personnel and criminal justice professionals in this area. 

Projects Out of Scope 

• Projects around cultural awareness issues that do not specifically address law enforcement working with tribal communities 

will not be considered. 

• Research projects or other knowledge products that do not meet the COPS Office definition of training will not be 

considered. 

Requirements 

The proposal narrative should address the following objectives: 

• Development of an in-person tribal cultural awareness course. Allowance for supplemental materials that are regional or 

tribal specific. A pilot of the course with at least three tribal law enforcement agencies. 

• Strategy to encourage widespread use of the course by tribal and nontribal law enforcement throughout Indian country and 

surrounding areas, including a sustainability plan for continuing training after the project period. 

Deliverables 

Deliverables will be an in-person knowledge and skill-building training curriculum, at least three deliveries of the curriculum, and 

supplemental materials. Project deliverable(s) should be clearly identified and described in the application proposal narrative. 

Other Requirements andInformation 

The COPS Office has a series of training requirements for training award recipients. These requirements were established to 

develop a common process for the development, delivery, and launch of COPS Office–funded in- person and online courses. 

The requirements help manage quality control through a series of review and approval checkpoints before movement to the next 

development phase; assist with establishing a process for vetting COPS Office training content, style, format, and quality in a 

manner comparable to other COPS Office products and services; establish clear outcome expectations of online and in-person 

training initiatives; and help maintain COPS Office training by keeping curricula current, relevant, and applicable to community 

policing. 

Applicants should be knowledgeable about and plan to follow the COPS Office training requirements and demonstrate an 

understanding in the course development, review, and evaluation process. To learn more about COPS Office training and the 

development, delivery, and launch requirements set forth by the COPS Office, visit the training tab on the COPS Office website. 

The COPS Office reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use the 

training in part or in whole for Federal Government purposes and to authorize others to use the training. The full outline of the 

right to use is detailed in every cooperative agreement and can be found in the Code of Federal Regulations (2 C.F.R. § 200.315 

(b)). 

All applicants must document their experience and capabilities to implement projects and the competencies of the staff assigned 

to projects for federally recognized Indian tribes, including the following: 

• Demonstrated knowledge of federal Indian law and tribal law. 

• Demonstrated knowledge of laws governing federal and tribal law enforcement jurisdictional issues, including for tribes 

located in P.L. 93-280 status states. 

• Demonstrated knowledge of federal Indian policies pertaining to Indian self-determination, tribal consultation executive 

orders, and memoranda. 

• Demonstrated knowledge of federal agencies responsible for Indian law enforcement, tribal justice systems, and services. 

• Demonstrated knowledge of Tribal Government governance systems, culture, and intergovernmental protocols. 

Page 7 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Federal Award Information 

Awards, Amounts and Durations 

Anticipated Number of Awards

2 

Period ofPerformance Start Date

9/1/22 12:00 AM 

Anticipated Total Amount to be Awarded 

Under Solicitation 

$2,000,000.00 

Anticipated Maximum Dollar Amount of 

Awards 

$1,700,000.00 

Period ofPerformance Duration (Months) 

24 

Federal Award Information 

Depending on the quality of applications received and the availability of funding, the COPS Office may not fund every topic or 

subcategory or may make additional or larger awards under one or more topic area or subcategory. In addition, the COPS Office 

reserves the right to revise the scope of the project in your application submission and modify the associated budget proposal 

accordingly. 

All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be 

imposed by law. With limited funding, the COPS Office expects a competitive solicitation. 

Length of Award 

The COPS Office expects to make the project period for all cooperative agreements 24 months. 

Type of Award 

The COPS Office will make all awards from the CPD solicitation in the form of cooperative agreements, which is the funding 

instrument used if the COPS Office anticipates ongoing substantial involvement in award activities. Cooperative agreement 

recipients will be responsible for day-to-day project management but should expect direct oversight and collaboration by the 

COPS Office in implementing the award. Examples of substantial federal involvement may include participating in the selection 

of key recipient personnel, providing feedback on deliverables before publication, approving all conference-related costs prior to 

obligation, and redirecting the work as appropriate. 

Cost sharing or match 

There is no requirement for cost sharing or a local match for these awards. 

Eligibility Information 

This solicitation is open to all public governmental agencies, federally recognized Indian tribes, for-profit (commercial) 

organizations, nonprofit organizations, institutions of higher education, community groups, and faith- based organizations 

Application and Submission Information 

This section describes in detail what an application must include. Failure to submit an application that contains all of the 

specified elements may negatively affect the review of its application, and should a decision be made to make an award, such 

failure may result in the inclusion of award conditions that prevent the recipient from accessing or using award funds until the 

recipient satisfies the special conditions and the COPS Office makes the funds available. Applicants must comply with any word 

and field limit requirements described in this solicitation. 

Moreover, applicants should anticipate that an application that the COPS Office determines does not address the scope of the 

solicitation or does not include the application elements that the COPS Office has designated to be critical will neither proceed to 

peer review nor receive further consideration. For this solicitation, the COPS Office has designated the following application 

elements as mandatory: 

• Proposal Abstract (must be a brief high-level project description that summarizes the proposed project in 500 words or less) 

• Proposal Narrative (must be submitted as an attachment in the “Proposal Narrative” section) 

• Application Questions (must respond to the application questions under the” “Data Requested with Application” section. 

Please be advised there is a 250-word count limit for survey responses. (Note: review panels will not read any information 

past the 250-word count limit. Any information provided beyond the word limit will not be counted in your application.) 

• Budget Narrative (must be submitted as an attachment in the “Budget/Financial Attachments” section) 

Page 8 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• Budget Detail Worksheets (must use the web-based forms in “Budget and Associated Documentation” section) 

• Résumés/Curricula Vitae of Key Personnel (must be submitted as an attachment in the “Additional Application Component” 

section) 

• Timeline of project deliverables, milestones, activities and who will complete the activities (must be submitted as an 

attachment in the “Additional Application Component” section) 

It is strongly recommended that applicants register immediately on https://www.grants.gov. In addition, applicants are strongly 

encouraged to complete the SF-424, section 1, and if applicable, the SF-LLL on Grants.gov as quickly as possible. Any delays in 

registering with Grants.gov or submitting the SF-424 may result in insufficient time for processing your application through 

Grants.gov or JustGrants. Do not wait until the application deadline date to begin the application process. The application may 

take several days to complete, and if you wait until the application deadline date, you may be unable to submit your application 

by the deadline. Applications must first be submitted through Grants.gov. Once the Grants.gov portion of the application is 

complete and processed, applicants will submit the full application via JustGrants. No other form of application will be accepted. 

Applications with errors or missing information may be disqualified or rated accordingly. Please note that the application system 

will not accept incomplete applications or applications with errors. 

For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at 800-518-4726, send 

questions via email to support@Grants.gov, or consult the Grants.gov Organization Applicant User Guide. The Grants.gov 

Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays. 

For technical support with the Justice Grants System (JustGrants) application, please contact the JustGrants Support at 

JustGrants.Support@usdoj.gov or 833-872-5175. The JustGrants Support operates Monday through Friday between the 

hours of 5:00 a.m. and 9:00 p.m. Eastern Time (ET) and Saturday, Sunday, and federal holidays from 9:00 a.m. to 5:00 p.m. ET. 

Training on JustGrants can also be found at https://justicegrants.usdoj.gov/training-resources. 

For programmatic assistance with the requirements of this program, please call the COPS Office Response Center at 800-421-

6770 or send questions via email to AskCopsRC@usdoj.gov. The COPS Office Response Center operates Monday through 

Friday, 9:00 a.m. to 5:00 p.m. ET, except on federal holidays. 

Information to Complete the Application for Federal Assistance (SF-424) 

The SF-424 is a required standard form used as a cover sheet for submission of pre-applications, applications, and related 

information under discretionary programs. Applicants must complete and submit the SF-424 via https://www.grants.gov. 

Public reporting burden for this collection of information is estimated to average 60 minutes per response including time for 

reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and 

reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of 

information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction 

Project (0348-0043), Washington, DC 20503. 

PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SUBMIT IT VIA 

GRANTS.GOV. 

Intergovernmental Review: This solicitation (“funding opportunity”) is subject to Executive Order 12372. Please see FY22 

Reference Guide for Community Policing Advancement (CPA) Programs on the COPS “How to Apply” webpage for more 

details on this executive order and on the SF-424. 

Standard Applicant Information (JustGrants 424 and General Agency Information) 

Once the SF-424 has been submitted via Grants.gov, an email will be sent to the entity’s E-Biz POC (also referred to as the 

JustGrants Entity Administrator) from DIAMD-NoReply@usdoj.gov. This email will contain registration instructions to create an 

account in DOJ’s secure user management system – the Digital Identity and Access Management Directory (DIAMD) or 

instructions on how to complete the second part of the online application through the JustGrants website. Applicants must 

complete the entire application in JustGrants, which is pre-populated with the SF-424 data submitted in Grants.gov. Applicants 

are required to confirm the AOR and verify the legal name and address. Applicants are also required to provide the areas 

affected by the project by entering applicable zip codes. For statewide or nationwide projects, the applicant should enter "State" 

or "National" in this field. 

For further assistance with accessing JustGrants, please visit the JustGrants website. For further assistance with submitting an 

application in JustGrants, please visit the JustGrants Training web page. 

Proposal Abstract 

Applicants are required to write and submit a proposal abstract, which should be a brief high-level project description that 

summarizes the proposed project in 500 words or less. Project abstracts should explain to the reader about the projects’ 

purpose, scope, activities, and key partners, if applicable. An abstract should be coherent, concise, and able to stand alone as a 

summary of the project. You should write your project abstract for a general public audience without any personally identifiable 

Page 9 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

or law enforcement sensitive information as this abstract, along with other federal award information, may be published on 

publicly available governmentwide websites. The abstract, which is to be entered into a text box in JustGrants, will not be scored 

but is used throughout the review process. 

Data Requested with Application 

Applicants will be required to respond to a series of survey questions. Please be advised there is a 250-word count limit for 

survey responses. (Note: review panels will not read any information past the 250-word count limit. Any information provided 

beyond the word limit will not be counted in your application.) Please refer to the following steps to help guide you through 

initiating, completing, modifying, and obtaining the status of solicitation surveys in the JustGrants system: 

• To initiate a survey, please click on the survey title to open. 

• When you have completed the survey, please click the “Finish” button on the lower right corner of the screen. The system 

will direct you to a review screen displaying your survey responses. 

Please be advised: You may notice survey responses are not displayed properly in the survey response review screen. This is a 

known system bug, which is being corrected. Please be assured, your data is captured and saved in the JustGrants system. 

• To go back to the initial list of surveys, go to the “Actions” menu at the top right corner of the screen and select “Close” 

to exit the survey review screen. The survey you just completed will still display an “Open” status. 

• To confirm the completed status of your survey, go back to the “Actions” menu and select “Refresh" 

• . The status of your completed survey will change to “Resolved-Completed.” 

• If you would like to verify the survey responses of a completed survey, you may click the survey title to reopen the selected 

survey and view your saved responses. 

• If you would like to change and/or update the survey responses of a completed survey, you may click the “Re-open” 

option to update your saved responses. 

• Remember, to confirm the status of a completed survey, you will need to click the “Actions” menu and “Refresh". 

Proposal Narrative 

Applicants are required to submit a proposal narrative. The proposal narrative must respond to the solicitation and include the 

section headings listed in this section as well as describe how the project will advance community policing as it pertains to the 

chosen subcategory. Submit this narrative as an attachment under this section. 

The narrative will be a significant factor in the application review and approval process. Failure to provide this information will 

eliminate your application from consideration. 

The final application should include the following formatting requirements for application review: 

• A cover page identifying the solicitation for which the applicant is applying and the title of the application The proposal 

narrative should be no more than 20 pages long. (Note: review panels will not read any print past the 20-page mark. Any 

information provided in that space will not be counted in your application.) 

Items counting toward the 20-page limit: Executive summaries, abstracts, timelines, graphs, and charts (regardless of pagination 

in front matter) will count toward overall page limit. 

Items not counting toward the 20-page limit: Cover page, table of contents, and references (should be formatted as endnotes) 

will not count toward the overall page limit. 

Appendices are strongly discouraged. Résumés, curricula vitae, letters of support from partners (if applicable), and certifications 

should be separate attachments and do not count towards the narrative page requirements. 

• Double-spaced 

• 8.5 x 11-inch pages 

• One-inch margins 

• Page numbers 

• Type no smaller or larger than 12 point, Times New Roman font 

• Headings and subheadings that correspond to the sections identified in this section of the solicitation Microsoft Word 

documents in .doc or .docx formats or PDF files (.pdf) 

Résumés, curricula vitae, letters of support from partners (if applicable), and certifications should be separate attachments and 

do not count toward the overall page count. If the project narrative fails to comply with these length-related restrictions, the 

COPS Office may consider such noncompliance in peer review and final award decisions. The COPS Office recommends 

numbering the pages as follows: “1 of 20,” “2 of 20,” etc. 

Page 10 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Please format your narrative using the following section headings: 

Cover page. Each application must have a cover page that includes the title of the application and identify the solicitation for 

which the applicant is applying. 

Problem identification and project description. Applicants must clearly identify the issue to be addressed, the gap in existing 

knowledge, and why this project is necessary to fulfill a specific public safety need. Applicants must clearly describe how this 

project is responsive to the solicitation. Explain how the initiative will help agencies reorient their mission toward communityoriented policing or enhance its involvement or commitment to community policing. Applicants must provide a comprehensive, 

logical, and clear description of how each task will be implemented and completed. A clear description of deliverables, how 

deliverables respond to the solicitation, and how they will be feasibly developed, including content, process steps, and outcomes 

within the project parameters. Applicant describes a level of innovation or originality of the proposed project. 

Project reach and impact. Applicants must identify the approximate number of law enforcement agencies and communities that 

will directly benefit from the deliverables (for example, number of agencies receiving technical assistance, number of agencies 

and/or individuals receiving training, or number of agencies who may replicate programs). Applicants must explain why this 

project is necessary to address a gap in knowledge or practice. 

Applicants must identify any applicable governmental or community initiatives which complement or will be coordinated with the 

proposed initiative. Projects must not result in unnecessary duplication of other efforts by the COPS Office or other DOJ 

components. Applicants must identify relevant performance measures and clearly describe the approach for collecting, 

analyzing, and reporting performance measures. Include a description of a marketing plan for the deliverable(s) to ensure broad 

dissemination of the product(s) to the target audience(s), where applicable. 

Management and implementation. Applicant must identify how strategy advances the goals and requirements of the 

solicitation. Applicant must include a project management plan that is aligned to solicitation goals and requirements. The project 

management plan clearly identifies project-specific risks and proposes methods for addressing risk and details quality control 

measures to ensure successful completion of the project and that are clearly linked to key processes and deliverables 

associated with the project. Project management plan should address any applicable consultation with community groups and 

appropriate private and public agencies in the implementation of the proposed initiative. Applicant should provide a detailed 

breakdown linking of key personnel to clearly defined roles, tasks, and deliverables that are supported by feasible timelines and 

align with the proposed budget, as well as limit unnecessary redundancies and makes efficient use of resources. Applicant must 

provide a detailed timeline with a list of key deliverables, activities, and milestones to take place within the award performance 

period (24 months for all awards under this solicitation), grouped by month or quarter 

Experience and capacity. Please detail the capacity of the agency or organization to carry out the proposed plan in the 

proposed time frame of the project and explain the agency’s or organization’s experience with other similar efforts. This must 

include a discussion of key staff, what roles they will play, their education and experience in similar projects, and their 

understanding of community policing and related subject matter expertise. Applicant should include résumés or vitae for key staff 

(up to three). Identify any key partnerships or stakeholders (community groups and/or private and public agencies) who will play 

a role in the implementation of this project and their responsibilities. 

Applicants should not expect that application reviewers will infer such expertise from résumés or curricula vitae submitted as 

attachments. In addition, for all proposed in-person training, the applicant should identify the instructor(s), provide examples of 

the subject matter expertise and training experience of the instructor(s), and do so expressly within the project narrative. In 

addition, applicants should attach résumés or curricula vitae for all instructors. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant]. Project Narrative.” 

Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other 

formats. 

The COPS Office is providing a template for the project narrative that can be used as a voluntary tool to assist your organization 

in developing this required document. You will be able to access the template (Microsoft Word document) via the How to Apply 

page on the COPS Office website. Note that instructions in the templates are provided in italics. If you choose to use these 

templates, please make sure to delete the instructions before submitting so that they do not factor in your page count. If an 

applicant submits multiple versions of the same document, the COPS Office will review only the most recent systemvalidated version submitted. 

Budget and Associated Documentation 

Applicants must complete the web-based budget sheets in JustGrants and attach a separate budget narrative in the 

“Budget/Financial Attachments” section. The organization must create and attach a budget narrative that describes each item 

requested or group of similar items requested and links each item or group of items to the proposed project. All items will be 

reviewed on a case-by-case basis and in context of the allowable and unallowable costs lists. Budget narratives do not count 

toward the page limit of the project narrative. 

Page 11 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Applicants must submit reasonable budgets based on the resources needed to implement their proposed projects. The budget 

should display a clear link between the specific project activities and the proposed budget items. It should not contain any items 

that are not detailed in the applicant’s proposal narrative. 

The separate budget narrative should thoroughly and clearly describe every category of expense listed in the budget detail 

worksheets contained in this application. The COPS Office expects proposed budgets to be complete, cost effective, and 

allowable (e.g., reasonable, allocable, and necessary for project activities). 

An applicant should demonstrate in its separate budget narrative how it will maximize cost effectiveness of award expenditures. 

Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. 

For example, a budget narrative should detail why planned in-person meetings are necessary, or how technology and 

collaboration with outside organizations could be used to reduce costs, without compromising quality. Consideration will be given 

to budget proposals that maximize the direct funding that supports project activities. 

The budget narrative should be mathematically sound and correspond clearly with the information provided in the budget detail 

worksheets. The narrative should explain how the applicant estimated and calculated all costs and how those costs are 

necessary to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be 

in a spreadsheet format. The budget should describe costs by year and should cover the full project period of two years. 

In some circumstances, the budget and budget narrative will be reviewed separately from the applicant's proposal narrative. 

Therefore, it is very important that the budget narrative be as comprehensive as possible and describe in a narrative format each 

line item requested in the budget. The budget narrative should not be used to explain deliverables or project activities that are 

not included in the applicant's proposal narrative. Deliverables and activities that are solely listed in the budget narrative and not 

described in the applicant’s proposal narrative (and vice versa) will be scored negatively during the peer review process. 

Budget requests may be made in the following categories: 

• Sworn personnel (base salary and fringe benefits) 

 This category is not applicable to this solicitation. Salaries of sworn officer positions are not allowable under this 

solicitation, with the exception of overtime. All overtime requests should be in the “Other Costs” section. 

• Civilian personnel (base salary and fringe benefits) 

• Travel 

• Equipment 

• Supplies 

• Sub-awards 

• Procurement contracts 

• Other costs 

• Indirect costs 

All items requested will be considered on a case-by-case basis during the budget review process. Items under the program must 

be purchased using the legislative guidelines established by the appropriations legislation that governs this funding. In addition, 

each item requested must programmatically link to the activities described in your application. To the extent permitted by law and 

to the greatest extent practicable under a federal award, recipients and subrecipients must provide a preference for the 

purchase, acquisition, or use of goods, products, or materials produced in the United States. See 2 C.F.R. § 200.322. 

Applicants should submit projects that are scalable where appropriate. Note that the COPS Office may reduce funding for 

selected projects based on the number of awards selected. The COPS Office may revise the proposed scope and modify the 

associated budget proposal accordingly. 

Each requested budget item must be allowable, necessary, allocable, and reasonable to the project activities. 

Pre-agreement costs are costs incurred by the applicant prior to the start date of the period of performance of the federal award. 

Requests for reimbursement of items purchased or expenses incurred prior to the award start date will not be funded. All such 

costs incurred prior to award and prior to approval of the costs are incurred at the sole risk of the applicant. NOTE: For awards 

made to states or units of local government (including law enforcement agencies), requests may be made only for 

items or positions that are not otherwise budgeted with state, local, or Bureau of Indian Affairs (BIA) funds and would 

not be funded in the absence of this COPS Office award (see award condition IV, “Nonsupplanting requirement”). 

For-profit organizations (as well as other recipients) must forgo any profit or management fee. 

Each of the categories that follows includes definitions as well as information on frequent requests as well as typically allowable 

and unallowable costs. The unallowable lists are not exhaustive and are generally considered unallowable for the entire 

solicitation, irrespective of where the applicant adds the requested item in the budget. The COPS Office reserves the right to 

deny funding for any items that may not be included in this solicitation. 

Page 12 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The COPS Office is providing a template for the budget narrative that can be used as a voluntary tool to assist your organization 

in developing this required document. You will be able to access the template (Microsoft Word document) in the FY22 Reference 

Guide for Community Policing Advancement (CPA) Programs located on the How to Apply web page. Note that instructions in 

the template are provided in italics. If you choose to use this template, please make sure to delete the instructions before 

submitting so that they do not factor in your page count. In addition, the COPS Office is providing an example budget narrative, 

which can also be found in the FY22 Reference Guide for Community Policing Advancement (CPA) Programs. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant]. Budget Narrative.” 

Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other 

formats. 

Budget Worksheet and Budget Narrative (Web-based Form) 

Sworn personnel (base salary and fringe benefits) 

Salaries of sworn officer positions are not allowable under this solicitation, with the exception of overtime. All overtime requests 

should be in the “Other Costs” section. 

Civilian personnel (base salary and fringe benefits) 

Base salary 

Salaries of personnel are costs based on the percentage of time spent (full time equivalent [FTE]) working directly on the project. 

The total salary percentage should be comparable and consistent with organizational policy. The total amount paid is 

comparable to industry standards and the type of work being performed. 

A recipient may not use federal funds to pay total cash compensation to any employee of the recipient at a rate that exceeds 110 

percent of the maximum annual salary payable to a member of the Federal Government’s Senior Executive Service (SES) at an 

organization with a Certified SES Performance Appraisal System for that year. The 2021 salary table for SES employees is 

available at the Office of Personnel Management website: https://www.opm.gov/policy-data-oversight/senior-executiveservice/compensation. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this 

compensation limitation is paid with nonfederal funds. (Nonfederal funds used for any such additional compensation will not be 

considered matching funds.) If only a portion of an employee’s time is charged to a COPS Office award, the maximum allowable 

compensation is equal to the percentage of time worked times the maximum salary limitation. 

Typically, unallowable civilian personnel costs include, but are not limited to, the following (Note: these are typically unallowable 

no matter which category they are placed under): 

• If your organization charges an indirect cost, those costs normally include the following positions and therefore these 

positions should not be charged as personnel costs to avoid possible duplication: 

• Administration (e.g., director or program head) 

• Clerical (e.g., secretary or administrative assistant) 

• Accounting (e.g., controller or bookkeeper) 

• Procurement (e.g., purchasing director or stockroom clerk) 

• Housekeeping and maintenance (e.g., custodial and janitorial, repairman, or grounds keeper) 

NOTE: These positions can be charged directly if the individual is working a significant amount of time on the project. This will be 

approved on a case-by-case basis and your narrative should significantly articulate the need to charge these directly if 

applicable. 

For awards made to states or units of local government (including law enforcement agencies), salaries and benefits for positions 

(including exempt employees) that are already budgeted with state, local, or Bureau of Indian Affairs (BIA) funds and would be 

funded in the absence of this COPS Office award are also not allowed. 

• Salaries and benefits of personnel that do not work directly on the project. 

• Salaries and benefits for contract or consultant personnel (these should be placed under ”Sub-awards” or "Procurement 

Contracts", as applicable). 

Completing civilian basesalary 

If you are not requesting any civilian base salary, move to the next section. For each civilian personnel request, applicants must 

complete the web-based form. If the individual will be working more than one year on the project, applicants will have the option 

to copy a year. 

Page 13 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The “additional narrative” section should be used to describe the employee’s roles, responsibilities, and activities related to the 

work to be completed on the project. If the salary increases from one budget year to another because of cost of living increases, 

be sure to detail these increases in the budget description. 

Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following: 

• Job description 

• Organizational pay scales or written annual salary per position Résumés/vitae 

Fringe benefits 

Fringe benefits are allowances and services provided by the organization to its employees as compensation in addition to 

regular salary. Fringe benefits should be based on actual known costs or an established formula. Typical fringe benefits include 

the following: 

• Federal Insurance Contributions Act (FICA) taxes—includes Social Security and Medicare and cannot exceed 7.65 percent 

(6.2 and 1.45 percent respectively) 

• Health insurance—individual or family 

• Life insurance 

• Vacation 

• Sick leave 

• Retirement 

• State unemployment compensation insurance 

• Federal unemployment tax 

• Worker’s Compensation insurance 

• Other fringe benefits may include holidays, military leave, bereavement leave, sabbatical leave, severance pay, jury duty, 

state disability insurance, pension plan, 401(k) plan 

Typically unallowable fringe benefit costs include, but are not limited to, the following (Note: these are typically unallowable no 

matter which category they are placed under): 

• Bonuses or commissions 

• If your indirect cost rate agreement includes fringe benefits, you may not charge these costs directly to the project 

Completing fringe benefits 

If you are not requesting any civilian base salary, move to the next section. Applicants will need to provide the appropriate 

percentage for each fringe benefit that the individual is allocated per the employee benefits. Note, the system will not allow more 

than 6.2% for Social Security and 1.45% for Medicare. 

Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following: 

• Written organization policies regarding fringe benefits 

• Organizational fringe rate agreement 

Travel 

Travel costs include the costs of transportation, lodging, meals, temporary dependent care, and incidental expenses incurred by 

personnel while on official business, such as attendance at an award-related meeting or conference when travel is further than 

50 miles from program location. Travel and subsistence estimates are based on the contemplated number of trips, places to be 

visited, length of stay, transportation costs, subsistence allowances, and the recipient’s own travel policies. For additional 

guidance, please see the Uniform Guidance 2 C.F.R. § 200.475. 

When charging travel costs to federal awards, award recipients must indicate the source of travel policies applied (applicant or 

federal travel regulations). If a recipient does not have a written travel policy, it must adhere to the Federal Travel Regulations 

(FTR). For information on the FTR and U.S. Government General Service Administration (GSA) per diem rates by geographic 

area, please visit https://www.gsa.gov/travel/plan-book/per-diem-rates. For all applicants (with or without a written travel 

policy), airfare travel costs must be one of the following: the lowest discount commercial airfare, standard coach airfare, or the 

Federal Government contract airfare (if authorized and available). 

Temporary dependent care costs above and beyond regular dependent care that directly results from conference travels are 

allowable as long as the costs incurred (1) are a direct result of the individual’s travel for the federal award; (2) are consistent 

with the recipient’s documented travel policy for all entity travel; and (3) are only temporary during the travel period. 

Page 14 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The only individuals traveling who should be charged in this section are those listed in “Civilian personnel.” All other individuals 

traveling for the project, including participant and consultant travel, should be listed under “Sub-awards” or “Procurement 

Contracts.” This section should also include any training costs for the primary applicant, all other training costs should be listed 

under “Sub-Awards,” “Procurement Contracts,” or “Other Costs” as appropriate. 

Typically unallowable travel costs include, but are not limited to, the following (Note: these are typically unallowable no matter 

which category they are placed under): 

• Bar charges/alcoholic beverages 

• Commuting costs to include to and from program location 

• Costs exceeding Federal Travel Regulations if no other organizational written policy is supplied that supersedes these 

established rates 

• Credit card fees 

• Entertainment, including amusement, diversion, social activities, and any associated costs (i.e. tickets to shows or sports 

events, meals, lodging, rentals, transportation, and gratuities) 

• Food and beverages at conferences, meetings, or trainings your organization is hosting 

• Foreign travel 

• GPS and Easy Pass rentals (when renting a car) Laundry services while on travel 

• Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile radius of the project location 

• Mileage reimbursement, rental cars, parking fees, and/or taxi fare for local travel within a 50-mile radius of the project 

location 

• Paying for meals other than your own 

• Tips/gratuity 

Completing Travel

If you are not requesting any travel, training, or conferences, move to the next section. For each travel request, applicants must 

complete the web-based form. Each trip should be entered as an individual entry rather than a group of trips. 

The “additional narrative” section should be used to describe the purpose of the trip, proposed destination, trip duration by 

day/night, and list of individuals traveling as well as a detailed cost breakdown for each travel category (lodging, per diem, etc.). 

The cost breakdown should include 

• mode of transportation and proposed fare per trip (airfare, train, etc.) broken down by day; 

• mileage allowances if private vehicle will be used; 

• per diem rates for the destination per day (including full per diem and travel day per diem); 

• lodging costs per night; 

• transportation fees per day; 

• parking fees per day. 

Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following: 

• Organizational travel policy 

Equipment 

Necessary equipment must be specifically purchased to implement or enhance the proposed project. Equipment is tangible 

personal property (including information technology systems) having a useful life of more than one year and a per-unit 

acquisition cost that equals or exceeds $5,000. Applicants should analyze the cost benefits of purchasing versus leasing 

equipment, especially high-cost items and those subject to rapid technical advances. Rented or leased equipment costs should 

be listed in “Procurement Contracts.” 

Typically unallowable equipment/technology costs include, but are not limited to, the following (Note: these are typically 

unallowable no matter which category they are placed under): 

• 3D printers and associated equipment 

• Ammunition (live and training) 

• Bayonets 

• Bikes and associated equipment 

• Biometric technology 

• Body armor 

Page 15 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• Body-worn cameras 

• Bomb detection technology 

• Bulletproof vests and accessories 

• Buses/shuttles/transit vans (purchasing or leasing) 

• Camouflage uniforms 

• Closed-circuit televisions (CCTV) 

• Communication boxes 

• Computer aided dispatch (CAD) systems/records management systems (RMS) 

• Copiers 

• Criminal intelligence systems 

• Electronic control weapons (ECW)/Tasers 

• Explosives 

• Firearm investigation equipment 

• Firearms (including training firearms) 

• Fitness equipment (including yoga equipment) 

• General law enforcement vehicles (including patrol cars and leased vehicles) 

• Golf carts/motorized personal vehicles 

• GPS devices 

• Grenade launchers 

• Gunshot detection equipment and technology 

• Handcuffs, weapons, and ammunition (including training ammunition) 

• Laser spectroscopy devices 

• License plate readers (LPR) and associated software 

• Manned aircraft 

• Metal detectors 

• Mobile data terminals (MDT) 

• Non-motorized vehicles 

• Radios 

• Recreation equipment (including tents and coolers) 

• Robotic cameras 

• Servers 

• Shared items between projects—if equipment is to be used for concurrent projects, this should be captured in your indirect 

costs. If your organization does not have an indirect cost rate agreement, this may be proportionally charged as direct with 

prior approval. 

• Simulators/augmented reality programs 

• Surveillance equipment 

• Tactical gear 

• Thermal imaging devices 

• Tracked (armored) vehicles 

• Traffic equipment (such as cones, message boards) 

• Trailers 

• Unmanned aerial vehicles (drones) 

• Video surveillance (including security systems) 

• Weaponized aircraft, vessels, and vehicles of any kind 

Page 16 of 40 

O-COPS-2022-171172 
 

Completing Equipment 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

If you are not requesting any equipment or technology, move to the next section. For each equipment request, applicants must 

complete the web-based form. 

The “additional narrative” section should be used to describe the type of equipment with a description and justification explaining 

why the equipment is necessary for the success of the project. The description should provide any additional calculations that 

make up the base cost and the justification should explain that this equipment is not available or accessible to project personnel 

without specifically purchasing through this award. 

Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following: 

• Narrative of the procurement method 

• Sole Source Justification (see the Sole Source Justification fact sheet for further guidance) 

Supplies 

Supplies means all tangible personal property other than those items described under “Equipment.” Supplies costs consist of 

those incurred for purchased goods and fabricated parts directly related to an award proposal. Supplies differ from equipment in 

that they are consumable, expendable, and of a relatively low unit cost, defined as less than $5,000 per unit. Such costs may 

include paper, printer ink, pens, pencils, laptops, etc. A computing device is a supply if the acquisition cost is less than $5,000, 

regardless of the length of its useful life. 

For broad category requests (such as “office supplies”), explanation for project amounts should be provided with calculations. 

Broad grouping of items under supplies will be limited to $50 per month; otherwise items must be individually captured and 

justified in the budget request. 

For any training awards, the COPS Office allows the purchase of flash drives or USB devices to distribute training materials with 

approval prior to purchasing. 

Typically unallowable supply costs include, but are not limited to, the following (Note: these are typically unallowable no matter 

which category they are placed under): 

• Body metric equipment such as blood pressure monitors and FitBits 

• Conference exhibit displays such as backdrops and retractable banners 

• Conference or event swag, including t-shirts, bags, or mugs 

• COVID-19 test kits 

• Entertainment, including amusement, diversion, social activities, and any associated costs (i.e. tickets to shows or sports 

events, meals, lodging, rentals, transportation, and gratuities) 

• Extracurricular expenses for youth programs, including t-shirts, meal plans, giveaways, swag bags, and games 

• Fitness and yoga supplies 

• Floor and wall mats/pads 

• Narcan 

• Promotional items and memorabilia, including challenge coins, pins, models, gifts, and souvenirs 

• Recreational supplies (such as Frisbees) 

• Shared items between projects—if supplies are to be used for concurrent projects, then this should be captured in your 

indirect charges or you should only charge the percentage allocated to this project (for example, if a laptop is being 

purchased for a research assistant who works 40 percent of their time on this project, then only charge 40 percent of the 

laptop cost to this project) 

• Trophies, medals, certificates, and other awards 

Completing Supplies 

If you are not requesting any supplies, move to the next section. For each supply request, applicants must complete the webbased form. The cost should be broken down to the lowest form; therefore, if you are requesting $30 per month for office 

supplies, the calculation should be 12 x $30 and not 1 x $360. 

The “additional narrative” section should be used to describe and justify why the supplies are necessary for the success of the 

project. Provide any additional calculations that make up the base cost. 

Sub-awards 

The applicant should distinguish clearly between sub-awards and procurement contracts in allocating any funds to other entities. 

Pursuant to 2 C.F.R. § 200.1, a sub-award is for the purpose of carrying out a portion of the federal award, and a contract is for 

the purpose of obtaining goods and services for the recipient’s own use. The substance of the relationship is more important 

Page 17 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

than the form of the agreement in determining whether the recipient of the pass-through funds is a subrecipient or a contractor. 

Keep in mind that the awarding and monitoring of contracts must follow documented procurement procedures, including full and 

open competition, pursuant to the procurement standards in 2 C.F.R. §§ 200.318- 200.327, and the issuance of sub-awards 

must meet the requirements of 2 C.F.R. § 200.332. 

Any recipient of an award will be responsible for monitoring sub-awards and contracts in accordance with all applicable statutes, 

regulations, and guidelines. Primary recipients will be responsible for oversight of subrecipient/partner spending and monitoring 

specific performance measures and outcomes attributable to the use of COPS Office funds. 

Consultant expenses include the procurement of goods or services that directly contribute to the implementation or 

enhancement of the project. The use of a consultant should be more economical than direct employment. Compensation for 

individual consultant services procured under a COPS Office award must be reasonable and allocable in accordance with 

Office of Management and Budget (OMB) cost principles, and consistent with that paid for similar services in the marketplace. 

The services should be commensurate with the rate or salary paid by the primary employer. 

Unless otherwise approved by the COPS Office, independent consultant rates will be approved based on the salary a consultant 

receives from his or her primary employer, as applicable, up to $650 per day (or $81.25 per hour). Please note that this does not 

mean that the rate can or should be as high as $650 for all consultants. If individuals receive fringe benefits from their primary 

employer, such fringe benefit costs should not be included in the calculation of consultant rates. A consultant rate justification will 

need to be submitted for review and approval to the COPS Office for any consultants paid more than $650 per day prior to 

incurring any costs. Determinations of approval will be made on a case-by-case basis. 

Consultant travel costs follow the same guidelines as “Travel” but should be costs associated with consultant travel. These costs 

should not be reflected in the “Civilian Personnel” or “Travel” categories. 

All sole source procurements of goods and services (those not awarded competitively) in excess of $250,000 require prior 

approval from the COPS Office. 

All other consultant-related expenses should be included in this section such as supply and equipment requests. The same 

guidelines as previously stated in the above sections will apply. 

If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of taking reasonable 

steps to provide meaningful access to those services or benefits for individuals with limited English proficiency may be allowable. 

Reasonable steps to provide meaningful access to services or benefits may include interpretation or translation services, where 

appropriate. For additional information, see the “Civil Rights Compliance.” 

Typically unallowable sub-awards include, but are not limited to, the following (Note: these are typically unallowable no matter 

which category they are placed under): 

• Bar charges/alcoholic beverages 

• Compensation of federal employees—this category of unallowable costs includes salary payments, consulting fees, or other 

compensation to full-time federal employees. 

• Conference exhibit displays such as backdrops and retractable banners 

• Conference or event swag, including t-shirts, bags, or mugs 

• Construction costs 

• Costs exceeding Federal Travel Regulations if no other organizational written policy is supplied that supersedes these 

established rates 

• Credit card fees 

• Dietician/nutritionist 

• Entertainment, including amusement, diversion, social activities, and any associated costs (e.g., tickets to shows or sports 

events, meals, lodging, rentals, transportation, and gratuities) 

• Food and beverages at conferences, meetings, or trainings your organization is hosting 

• Foreign travel 

• GPS and Easy Pass rentals (when renting a car) 

• Honoraria when the primary intent is to confer distinction on or to symbolize respect, esteem, or admiration for the recipient 

of the honorarium (a payment for services rendered, such as speaker’s fee under an award, is allowable) 

• Laundry services while on travel 

• Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile radius of the project location 

• Maintenance and/or service contracts that extend the life of the award period (multiyear contracts and extended warranties 

are allowable but must be paid in full within the initial award period and must not exceed the award period) 

• Martial arts training 

Page 18 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• Mileage reimbursement, rental cars, parking fees, and/or taxi fare for local travel within a 50-mile radius of the project 

location 

• Narcan 

• Paying for meals other than your own 

• Promotional items and memorabilia, including challenge coins, pins, models, gifts, and souvenirs 

• Shared items between projects—if supplies are to be used for concurrent projects, then this should be captured in your 

indirect charges or you should only charge the percentage allocated to this project (for example, if a laptop is being 

purchased for a research assistant who works 40 percent of their time on this project, then only charge 40 percent of the 

laptop cost to this project) 

• Tips/gratuities 

Completing Sub-awards 

If you are not requesting any sub-award costs, move to the next section. For each sub-award request, applicants must complete 

the web-based form. 

The “additional narrative” section should be used to describe and justify the product or services to be procured by sub-award 

including the nature and scope of goods purchased, price proposals, and length of contract. Sub-award travel requests should 

follow the same guidance as the “travel” section. Provide any additional calculations that make up the base cost. 

Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following: 

• Consultant Rate Justification (see the Consultant Rate Justification fact sheet for further guidance) 

• Consultant résumés/vitae 

• Organizational travel policy 

• Sole Source Justification (see the Sole Source Justification fact sheet for further guidance) 

Procurement Contracts 

The applicant should distinguish clearly between sub-awards and procurement contracts in allocating any funds to other entities. 

Contracts include goods or services that directly contribute to the implementation or enhancement of the project. The applicant 

should distinguish clearly between sub-awards and procurement contracts in allocating any funds to other entities. The 

substance of the relationship is more important than the form of the agreement in determining whether the recipient of the passthrough funds is a subrecipient or a contractor. Keep in mind that the awarding and monitoring of contracts must follow 

documented procurement procedures, including full and open competition, pursuant to the procurement standards in 2 C.F.R. §§ 

200.317– 200.326, and the issuance of sub-awards must meet the requirements of 2 C.F.R. § 200.331. 

Consultant expenses include the procurement of goods or services that directly contribute to the implementation or 

enhancement of the project. The use of a consultant should be more economical than direct employment. Compensation for 

individual consultant services procured under a COPS Office award must be reasonable and allocable in accordance with Office 

of Management and Budget (OMB) cost principles, and consistent with that paid for similar services in the marketplace. The 

services should be commensurate with the rate or salary paid by the primary employer. 

Unless otherwise approved by the COPS Office, independent consultant rates will be approved based on the salary a consultant 

receives from his or her primary employer, as applicable, up to $650 per day (or $81.25 per hour). Please note that this does not 

mean that the rate can or should be as high as $650 for all consultants. If individuals receive fringe benefits from their primary 

employer, such fringe benefit costs should not be included in the calculation of consultant rates. A consultant rate justification will 

need to be submitted for review and approval to the COPS Office for any consultants paid more than $650 per day prior to 

incurring any costs. Determinations of approval will be made on a case-by-case basis. 

Consultant travel costs follow the same guidelines as “Travel” but should be costs associated with consultant travel. These costs 

should not be reflected in the “Civilian personnel” or “Travel” categories. 

All sole source procurements of goods and services (those not awarded competitively) in excess of $250,000 require prior 

approval from the COPS Office. 

All other consultant-related expenses should be included in this section such as supply and equipment requests. The same 

guidelines as previously stated in the above sections will apply. 

Typically unallowable procurement contracts include, but are not limited to, the following (Note: these are typically unallowable 

no matter which category they are placed under): 

• Conference exhibit displays such as backdrops and retractable banners 

• Conference or event swag, including t-shirts, bags, or mugs 

• Construction costs 

Page 19 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• Criminal intelligence systems 

• Dietician/nutritionist 

• Entertainment, including amusement, diversion, social activities, and any associated costs (e.g., tickets to shows or sports 

events, meals, lodging, rentals, transportation, and gratuities) 

• Food and beverages at conferences, meetings, or trainings your organization is hosting 

• Martial arts training 

• Maintenance and/or service contracts that extend the life of the award period (multiyear contracts and extended warranties 

are allowable but must be paid in full within the initial award period and must not exceed the award period) 

• Promotional items and memorabilia, including challenge coins, pins, models, gifts, and souvenirs 

• Servers 

• Shared items between projects—if supplies are to be used for concurrent projects, then this should be captured in your 

indirect charges or you should only charge the percentage allocated to this project (for example, if a laptop is being 

purchased for a research assistant who works 40 percent of their time on this project, then only charge 40 percent of the 

laptop cost to this project) 

Completing Procurement contracts 

If you are not requesting any procurement contract costs move to the next section. For each procurement contract request, 

applicants must complete the web-based form. 

The “additional narrative” section should be used to describe and justify the product or services to be procured by sub-award 

including the nature and scope of goods purchased, price proposals, and length of contract. Procurement contract travel 

requests should follow the same guidance as the “travel” section. Provide any additional calculations that make up the base 

cost. 

Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following: 

• Consultant Rate Justification (see the Consultant Rate Justification fact sheet for further guidance) 

• Consultant résumés/vitae 

• Organizational travel policy 

• Sole Source Justification (see the Sole Source Justification fact sheet for further guidance) 

Other costs

Items not included in the previous categories but that have a direct correlation to the overall success of a recipient’s project 

objectives and are necessary for the project to reach full implementation will be considered on a case-by-case basis by the 

COPS Office. Requests that may fall under the “other” category include officer overtime, rent (see next paragraph for more 

details), software purchases, accreditation fees, or van rentals. 

Rental costs are generally allowable under this solicitation when the costs are not included in indirect costs. Applicants should 

list square footage cost in the budget. The amount must be based on the space that will be allocated to implement the COPS 

Office project, not the costs of the entire rental space. Rental costs are not allowable for property owned by the applicant or if the 

applicant has a financial interest in the property. In this case only the costs of ownership, including maintenance costs, 

insurance, depreciation, utilities, etc., are allowable costs. The applicant must indicate in the budget narrative whether or not 

they own the space that will be rented. 

For applicants that anticipate using COPS Office funds to cover only a portion of a particular service they provide, the budget 

should prorate operational costs like rent and phone service accordingly. 

Typically unallowable other costs include, but are not limited to, the following (Note: these are typically unallowable no matter 

which category they are placed under): 

• Advertising and public relations designed solely to promote the recipient 

• Body metric equipment such as blood pressure monitors and FitBits 

• Conference or event swag, including t-shirts, bags, or mugs 

• Construction costs 

• Corporate formation (startup costs) 

• Costs for audits not required or performed in accordance with the Office of Management and Budget (OMB) Circular A-133 

or 2 C.F.R. Part 200 Subpart F – Audit Requirement are unallowable. If the applicant organization did not meet the 

applicable expenditure threshold during the organization’s fiscal year, the cost of any audit performed may not be charged 

to the award. 

• Costs incurred for intramural activities, student publications, student clubs, and other student activities 

Page 20 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• Criminal intelligence systems 

• Entertainment, including amusement, diversion, social activities, and any associated costs (e.g., tickets to shows or sports 

events, meals, lodging, rentals, transportation, and gratuities) 

• Extracurricular expenses for youth programs, including t-shirts, meal plans, giveaways, swag bags, and games 

• Fuel for general patrol vehicles 

• Gym memberships and subscriptions 

• Health screenings 

• Land acquisition including renting, leasing, or construction of buildings or other physical facilities 

• Live animals (including dogs and horses) including associated supplies, food, transportation, and veterinary expenses 

• Maintenance of vehicles and enhancements (such as mounts) 

• Massages 

• Membership fees to organizations whose primary activity is lobbying 

• Office furniture and equipment 

• Office rental/lease space, except for costs proportionate to work conducted under this solicitation (if included within an 

indirect cost rate negotiated agreement) 

• Personal protective equipment or gear 

• Promotional items and memorabilia, including challenge coins, pins, models, gifts, and souvenirs 

• Psychological screenings 

• Publishing services—the COPS Office provides editing, graphic design, and printing services for deliverables and other 

project materials; therefore, these costs cannot be directly charged unless approved on a case-by-case basis. 

• Scholarships, fellowships, and other programs for student aid (exceptions are for institutions for higher education) 

• Servers 

• Trophies, medals, certificates, and other awards 

• Uniforms (including helmets, boots) 

Completing OtherCosts 

If you are not requesting any other costs, move to the next section. For each request, applicants must complete the web-based 

form. The cost should be broken down to the lowest form. 

The “additional narrative” section should be used to describe and justify why the item is necessary for the success of the project. 

Provide any additional calculations that make up the base cost. 

Indirect costs 

Overview ofindirect costs 

Indirect costs means those costs incurred for a common or joint purpose benefiting more than one cost objective and not readily 

assignable to a particular project but necessary to the operation of the organization and the performance of the project. 

Examples of costs usually treated as indirect include those incurred for facility operation and maintenance, depreciation, and 

administrative salaries. 

If a cognizant federal agency has approved your negotiated indirect cost rate, the negotiated rate must be accepted by all 

federal awarding agencies, unless otherwise capped by federal statute or regulation. 

Indirect cost rates may vary depending on your cognizant federal agency determinations. In some cases, project budgets may 

include more than one rate, particularly when offsite activity is conducted at a location other than the organizations premises. 

Note: Ensure the indirect calculation is in accordance with your organization’s indirect cost rate agreement. 

Expired indirect cost rateagreement 

If your indirect cost rate agreement has expired, you should either renegotiate the rate or request a one-time extension from your 

cognizant agency. The negotiated cost rate may be extended for up to four years. Once the cognizant federal agency has 

approved your extension, you must abide by the rate for the agreed-upon time period. No further negotiations regarding indirect 

cost rates may occur until the extension has expired. At the end of the extension period, you must then negotiate a new indirect 

cost rate. 

De minimis indirect cost rate 

If you do not have a current negotiated or provisional indirect cost rate, except for those nonfederal entities described in 2 C.F.R. 

Part 200, Appendix VII to Part 200, paragraph D.1.b., you may elect to charge a de minimis rate of 10 percent of modified total 

Page 21 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

direct costs (MTDC) which may be used indefinitely. When using this method, cost must be consistently charged as either 

indirect or direct costs but may not be double charged or inconsistently charged as both. Also, if this method is chosen, then it 

must be used consistently for all federal awards until such time as you choose to negotiate an indirect cost rate (which may be 

done at any time). No documentation is required to justify the 10 percent de minimis indirect cost rate. See 2 C.F.R. § 200.414(f). 

If you elect to negotiate an indirect cost rate with your cognizant federal agency, a special condition will be added to the award 

prohibiting the obligation, expenditure, or drawdown of funds reimbursement for indirect costs until an indirect cost rate has been 

approved by your cognizant federal agency, and the appropriate notification has been made retiring the special condition. 

For assistance with identifying the appropriate cognizant federal agency for indirect costs, please contact the OCFO Customer 

Service Center at 800-458-0786 or at ask.ocfo@usdoj.gov. If DOJ is the cognizant federal agency, applicants may obtain 

information needed to submit an indirect cost rate proposal at 

https://www.ojp.gov/funding/Apply/Resources/IndirectCosts.pdf. 

Exception: If you are a unit of local government in which the Office of Management and Budget (OMB) has not assigned a 

cognizant federal agency, then you are not required to submit your indirect cost proposal, unless the awarding agency requires a 

copy of the proposal. Please see the appropriate appendix section in 2 C.F.R. Part 200 as listed above. 

Approval of indirect cost rates for subrecipients 

As the direct recipient, you are responsible for approving indirect cost rates for your subrecipients if funded. Such rates must be 

consistent with the requirements of 2 C.F.R. Part 200. The COPS Office will not approve indirect cost rates beyond the direct 

recipient level; however, subrecipients who are also direct recipients of federal awards may already have a federally approved 

indirect cost rate. If your subrecipient has negotiated an indirect cost rate with the Federal Government, then that rate applies. 

The subrecipient rates should not be included in this section, but rather under the “Sub-awards” or “Procurement Contracts" 

sections. 

Calculating direct cost base 

The following direct cost bases may be used as a distribution base: 

• Modified total direct cost (MTDC)—This base includes all direct salaries and wages, applicable fringe benefits, materials 

and supplies, services, travel, and subawards up to the first $25,000 of each subaward (regardless of the period of 

performance of the subawards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, 

rental costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subaward in 

excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of 

indirect costs, and with the approval of the cognizant agency. 

• Direct salaries and wages—This base includes only the costs of direct salaries and wages incurred by the organization. 

Direct salaries and wages plus fringe benefits—This base includes the costs of direct salary, wages and fringe benefits 

incurred by the organization. 

Exclusions indirect cost bases 

Applicants should pay particular attention to the two areas listed below to ensure that their indirect cost rate application is in 

compliance with the existing requirements of the government-wide award rules set out in the Office of Management and Budget 

(OMB) circular and regulations: 

• $25,000 Subcontract/Subaward limitation. For institutions of higher education and nonprofit organizations, indirect cost 

rates negotiated on the basis of modified total direct costs may only be applied against the first $25,000 of any subcontract 

or subaward under the agreement. This limitation must be applied to all conference related subcontracts and subawards, 

including those with hotels and travel agents. (Uniform Administrative Requirements, Cost Principles, and Audit 

Requirements for Federal Awards, 2 C.F.R. § 200.400 et seq.) 

• Participant support costs. For nonprofit organizations, in accordance with 2 C.F.R. part 200, Appendix IV to 2 Part 200, 

paragraph B.2.c.—Indirect (F&A) Costs Identification and Assignment and Rate Determination for Nonprofit Organizations: 

“The distribution base may be total direct costs (excluding capital expenditures and other distorting items, such as 

[contracts or] subawards for $25,000 or more), direct salaries and wages, or other base which results in an equitable 

distribution. The distribution base must exclude participant support costs as defined in § 200.1 Participant support costs.” 

Please note that only employees of the nonprofit organization are excluded from the definition of participant support costs. Costs 

related to contractors of the nonprofit organization who are acting in the capacity of a conference 

trainer/instructor/presenter/facilitator are considered participant support costs. For more information on allowable costs for 

conferences and training, please visit https://ojp.gov/financialguide/doj/pdfs/DOJ_FinancialGuide.pdf. 

If you need additional information on an indirect cost rate negotiated agreement, go to the DOJ Grants Financial Guide at 

https://ojp.gov/financialguide/doj/index.htm. 

Page 22 of 40 

O-COPS-2022-171172 
 

Completing Indirect Costs 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

If you are not requesting any indirect costs, move to the next section. Ensure that each type of indirect cost rate (provisional, 

final, predetermined, fixed, etc.) is identified. For institutions of higher education and other institutions where multiple indirect 

rates are applied, please enter each indirect rate as a separate line item with calculation breakdown and description for which 

each rate applies. 

The “additional narrative” section should be used to describe the breakdown of the calculation as well as provide any additional 

calculations that make up the base cost. Include the expiration date and the cognizant agency name. 

Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following: 

• Current, signed, federally approved indirect cost rate negotiated agreement 

• If your organization does not have a provisional or current indirect cost rate negotiated agreement or it is expired and under 

review, the applicant must submit supporting documents to show the applicant’s cognizant federal agency is reviewing the 

request. The COPS Office may disallow or freeze access to indirect funds until a provisional or current indirect cost rate 

negotiated agreement is provided. 

Consolidated Category Summary 

You will be able to review the category totals and the total project costs under this section. To make any changes to a particular 

category, please use the navigation on the right of the screen. 

Non-competitive Justification 

As applicable, applicants will attach the noncompetitive justification (or sole source justification). Additional guidance can be 

found in the Sole Source Justification fact sheet. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Sole Source.” 

Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other 

formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most 

recent system-validated version submitted. 

Indirect Cost Rate Agreement (if applicable) 

As applicable, applicants will attach the indirect cost rate agreement. Additional guidance can be found in the Indirect Cost 

Rate Agreement fact sheet. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Sole Source.” 

Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other 

formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most 

recent system-validated version submitted. 

Consultant Rate 

As applicable, applicants will attach the consultant rate justification. Additional guidance can be found in the Consultant Rate 

Justification fact sheet. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Sole Source.” 

Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other 

formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most 

recent system-validated version submitted. 

Budget Narrative 

Applicants must attach a separate budget narrative. The organization must create and attach a budget narrative that describes 

each item requested or group of similar items requested and links each item or group of items to the proposed project. All items 

will be reviewed on a case-by-case basis and in context of the allowable and unallowable costs lists. Budget narratives do not 

count toward the page limit of the project narrative. 

Applicants must submit reasonable budgets based on the resources needed to implement their proposed projects. The budget 

should display a clear link between the specific project activities and the proposed budget items. It should not contain any items 

that are not detailed in the applicant's proposal narrative. 

Page 23 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The separate budget narrative should thoroughly and clearly describe every category of expense listed in the budget detail 

worksheets contained in this application. The COPS Office expects proposed budgets to be complete, cost effective, and 

allowable (e.g., reasonable, allocable, and necessary for project activities). 

An applicant should demonstrate in its separate budget narrative how it will maximize cost effectiveness of award expenditures. 

Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. 

For example, a budget narrative should detail why planned in-person meetings are necessary, or how technology and 

collaboration with outside organizations could be used to reduce costs, without compromising quality. Consideration will be given 

to budget proposals that maximize the direct funding that supports project activities. 

The budget narrative should be mathematically sound and correspond clearly with the information provided in the budget detail 

worksheets. The narrative should explain how the applicant estimated and calculated all costs and how those costs are 

necessary to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be 

in a spreadsheet format. The budget should describe costs by year and should cover the full project period of two years. 

In some circumstances, the budget and budget narrative will be reviewed separately from the applicant’s proposal 

narrative. Therefore, it is very important that the budget narrative be as comprehensive as possible and describe in a narrative 

format each line item requested in the budget. The budget narrative should not be used to explain deliverables or project 

activities that are not included in the applicant’s proposal narrative. Deliverables and activities that are solely listed in the budget 

narrative and not described in the proposal narrative (and vice versa) will be scored negatively during the peer review process. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant]. Sole Source.” 

Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other 

formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most 

recent system-validated version submitted. 

Memoranda of Understanding (MOUs) and Other Supportive Documents 

As applicable, applicants will attach the any memoranda of understanding or partner agreements in this section. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].MOU.” Recommended file 

formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant 

submits multiple versions of the same document, the COPS Office will review only the most recent system-validated 

version submitted. 

Additional Application Components 

As applicable, applicants will attach the following additional application attachments in this section: 

• Curriculum Vitae or résumés (up to three key project staff detailing work and educational history and highlighting any 

experience that is relevant to their ability to successfully carry out the proposed project) 

• Timeline of project deliverables, milestones, activities and who will complete the activities 

• Letters of Support 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Resume.” Recommended 

file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an 

applicant submits multiple versions of the same document, the COPS Office will review only the most recent systemvalidated version submitted. 

Curriculum Vitae or Resumes 

As applicable, applicants will attach the Curriculum Vitae or résumés for up to three key project staff detailing work and 

educational history and highlighting any experience that is relevant to their ability to successfully carry out the proposed project). 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Resume.” Recommended 

file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an 

applicant submits multiple versions of the same document, the COPS Office will review only the most recent systemvalidated version submitted. 

Page 24 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Letters of Support 

As applicable, applicants will attach letters of support. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Resume.” Recommended 

file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an 

applicant submits multiple versions of the same document, the COPS Office will review only the most recent systemvalidated version submitted. 

Timeline 

As applicable, applicants will attach the timeline of project deliverables, milestones, activities and who will complete the activities. 

The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the 

file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support 

and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Resume.” Recommended 

file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an 

applicant submits multiple versions of the same document, the COPS Office will review only the most recent systemvalidated version submitted. 

Disclosures and Assurances 

Declaration and Certification toDOJ astoApplication Submission 

Applicants must read and acknowledge the statements in this section. 

Review and certifications 

Federal Civil Rights and Award Review 

Please be advised that an application may not be funded and, if awarded, a hold may be placed on the award if it is deemed that 

the applicant is not in compliance with federal civil rights laws, and/or is not cooperating with an ongoing federal civil rights 

investigation, and/or is not cooperating with a U.S. Department of Justice award review or audit. 

Certification of Review and Representation of Compliance with Requirements 

By submitting your application, your organization represent to the COPS Office that: 

1. the applicant will comply with all legal, administrative, and programmatic requirements that govern the applicant for 

acceptance and use of federal funds as outlined in the applicable COPS Office Solicitation Guide; DOJ Grants Financial 

Guide; the COPS Office award owner’s manual; Assurances; Certifications; and all other applicable program regulations, 

laws, orders, and circulars 

2. the applicant understands that as a general rule COPS Office funding may not be used for the same item or service funded 

through another funding source and 

3. the applicant and any required or identified official partner(s) listed in this application mutually agreed to this partnership 

prior to submission. 

Disclosure of Lobbying Activities 

This disclosure form shall be completed by the reporting entity, whether subawardee or prime federal recipient, at the initiation or 

receipt of a covered federal action, or a material change to a previous filing, pursuant to title 31 U.S.C. § 1352. The filing of a 

form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence 

an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member 

of Congress in connection with a covered federal action. Complete all items that apply for both the initial filing and material 

change report. Refer to the implementing guidance published by the Office of Management and Budget for additional 

information. 

If this applies to your organization, you are required to complete the disclosure form via grants.gov. If you need to submit 

additional forms, please submit them as attachments to your application online in the “Additional Application Components” 

Section. 

Please see the FY22 Reference Guide for Community Policing Advancement (CPA) programs under the COPS Office "How to 

Apply" webpage for a blank SF-LLL, Disclosure of Lobbying Activities form. 

The filing of a SF-LLL form is required for each payment or agreement to make payment to any lobbying entity for influencing or 

attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an 

employee of a Member of Congress in connection with a covered federal action. 

Page 25 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Please see the FY22 Reference Guide for Community Policing Advancement (CPA) programs under the COPS Office "How to 

Apply" webpage for a copy of the SF-LLL with instructions for completing this form. 

An explanation when the applicant is unable to certify to certain statements in the “Certifications Regarding Lobbying; 

Debarment, Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirements; Law Enforcement and 

Community Policing" form (if applicable)—When the applicant is unable to certify to specific statements identified in this 

Certifications form, the applicant must attach an explanation. The applicant is still required to sign the Certifications form to 

certify to all the other applicable statements. Please see the FY22 Reference Guide for Community Policing Advancement (CPA) 

programs under the COPS Office "How to Apply" webpage for a copy of this Certifications form. 

DOJ Certified Standard Assurances 

Applicants to COPS Office programs are required to sign and acknowledge the standard Assurances form in JustGrants. Signing 

this document assures the COPS Office that you have read and understood and that you accept the award terms and conditions 

as outlined in the Assurances. 

Please read this document carefully, as signatures on this document is treated as material representation of fact upon which 

reliance will be placed when the U.S. Department of Justice determines to award the covered award. See “Terms and 

Conditions,” and full assurances and certifications, which can all be found in the FY22 Reference Guide for Community Policing 

Advancement (CPA) programs under the COPS Office "How to Apply" webpage. 

DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; 

and Drug-Free Workplace Requirements 

Applicants to COPS Office programs are required to sign and acknowledge the standard Certifications form in JustGrants. 

Signing this document assures the COPS Office that you have read and understood and that you accept the award terms and 

conditions as outlined in the Certifications. 

Please read this document carefully, as signatures on this document is treated as material representation of fact upon which 

reliance will be placed when the U.S. Department of Justice determines to award the covered award. See “Terms and 

Conditions,” and full assurances and certifications, which can all be found in the FY22 Reference Guide for Community Policing 

Advancement (CPA) programs under the COPS Office "How to Apply" webpage. 

An explanation when the applicant is unable to certify to certain statements in the “Certifications Regarding Lobbying; 

Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace Requirements; Law Enforcement and 

Community Policing” form (if applicable)—When the applicant is unable to certify to specific statements identified in this 

Certifications form, the applicant must attach an explanation. The applicant is still required to sign the Certifications form to 

certify to all the other applicable statements. Please see the FY22 Reference Guide for Community Policing Advancement (CPA) 

programs under the COPS Office "How to Apply" web page for a copy of this Certifications form. 

How to Apply 

Federal regulations require that an applicant for federal funding: (1) be registered in SAM before submitting its application; (2) 

provide a valid unique entity identifier in its application; and (3) continue to maintain an active SAM registration with current 

information at all times during which it has an active federal award or an application or plan under consideration by a federal 

awarding agency. The COPS Office may not make an award to an applicant until the applicant has complied with all applicable 

unique entity identifier and SAM requirements and, if an applicant has not fully complied with these requirements by the time the 

COPS Office is ready to make an award, then the COPS office may determine that the applicant is not qualified to receive an 

award. See 2 C.F.R. §§ 25.200, 25.205 and the Award Terms and Conditions for further information. 

Please follow the steps listed below to ensure your application is submitted by the deadline for this solicitation. Applicants should 

register online with SAM and with Grants.gov well in advance of the JustGrants deadline. 

Step 1: Register with SAM database/Confirm Unique Entity Identifier (UEI) number 

The Unique Entity ID issued by SAM is a 12-character alphanumeric value and once issued will not change. Entities that are 

currently registered in SAM.gov already have a Unique Entity ID (SAM) which can be viewed in SAM.gov. The transition to UEI 

(SAM) will not impact an entity’s registration expiration date or when renewal is necessary. 

System of Award Management (SAM) registration and renewal can take as long as 10 business days to complete. 

If you do not have an Employer Identification Number (EIN), the process can take up to 5 weeks. SAM registration procedures 

can be accessed at www.sam.gov. 

The person registering with SAM will be the designated SAM E-Business Point of Contact, who can assign the people who 

submit applications for the organization (your Authorized Organization Representatives). In addition, you must review your SAM 

registration once a year. 

Page 26 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 2: Acquire an Authorized Organization Representative (AOR) and a Grants.gov username and password. 

Complete the AOR profile on Grants.gov and create a username and password. An applicant entity’s “unique entity identifier” 

must be used to complete this step. For more information about the registration process for organizations and other entities, visit 

the Grants.gov registration page. Individuals registering with Grants.gov may visit the Applicant Registration page. 

Step 3: Acquire confirmation for the AOR from the E-Business Point of Contact (E-Biz POC). 

The SAM E-Biz POC at the applicant organization must log into Grants.gov to confirm the applicant organization’s AOR. The EBiz POC will need the Marketing Partner Identification Number (MPIN) password obtained when registering with SAM to 

complete this step. Note that an organization can have more than one AOR. 

Step 4: Search for the funding opportunity on Grants.gov. 

Search using the Assistance Listing title and the funding opportunity number from the solicitation. 

Step 5: Access Funding Opportunity and Application Package from Grants.gov. 

Select “Apply for Grants” under the “Applicants” column. Enter your email address to be notified of any changes to the 

opportunity package before the closing date. Click the Workspace icon to use Grants.gov Workspace. 

Step 6: Complete and Submit the SF-424 and SF-LLL via Grants.gov. 

Within 48 hours after submitting the SF-424 and SF-LLL, the applicant should receive two notifications from Grants.gov. The first 

will confirm the receipt of the SF-424 and SF-LLL. The second will state whether the SF-424 and SF-LLL has been validated and 

successfully submitted, or whether it has been rejected due to errors, with an explanation. It is possible to first receive a 

message indicating that the application is received, and then receive a rejection notice a few minutes or hours later. Submitting 

the SF-424 and the SF-LLL well ahead of the Grants.gov deadline provides time to correct the problem(s) that caused the 

rejection. 

Important: DOJ urges each applicant to submit the SF-424 and the SF-LLL at least 72 hours prior to the Grants.gov due date, to 

allow time to receive validation messages or rejection notifications from Grants.gov, and to correct in a timely fashion any 

problems that may have caused a rejection notification. Verify the application deadline (date and time) in the solicitation. 

Step 7: Register the Entity Administrator (E-Biz POC) and the Application Submitter with DOJ’s Justice Grants System 

(JustGrants). 

New Entity without a JustGrants Account 

Within 24 hours of JustGrants receiving an application from Grants.gov, the user submitting the application in Grants.gov and 

SAM E-Biz POC will receive an email to register for a JustGrants account. The email is from DOJ’s secure user management 

system (DIAMD) and will include instructions on how to create an account. 

To ensure that you receive these emails and that they are not flagged as spam, we recommend adding “DIAMDNoReply@usdoj.gov” to the trusted sender list in your email settings. 

The E-Biz POC at the applicant organization serves as the Entity Administrator and must log-in to JustGrants to confirm the 

entity’s profile, add users, and assign the two required Authorized Representatives (Law Enforcement Executive/Program Official 

and Government Executive/Financial Official). The Authorized Representatives are officials who have ultimate and final 

responsibility for all programmatic and financial decisions for your agency, as the legal recipient. For guidance on who should be 

assigned as Authorized Representatives, please see below: 

• For law enforcement agencies, COPS Office awards require that both the top law enforcement executive (e.g., chief of 

police, sheriff, or equivalent) and the top government executive (e.g., mayor, board chairman, or equivalent) sign the 

application, and (if awarded funding) accept the Award Package. The top law enforcement executive must be assigned the 

role of Authorized Representative1 and the top government executive must be assigned the role of Authorized 

Representative 2 in Just Grants. 

• For non–law enforcement agencies (institutions of higher education, school districts, private organizations, etc.), COPS 

Office awards require that both the programmatic official (e.g., executive director, chief executive officer, or equivalent) and 

financial official (e.g., chief financial officer, treasurer, or equivalent) sign the application, and (if awarded funding) accept 

the Award Package. These two officials must have the ultimate signatory authority to sign contracts on behalf of your 

organization. The programmatic official must be assigned the role of Authorized Representative 1 and the financial official 

must be assigned the role of Authorized Representative 2 in Just Grants. 

Please note that nonexecutive positions (e.g., clerks, trustees) are not acceptable Authorized Representatives. 

The user who submitted the application in Grants.gov serves as the Application Submitter. Within minutes of completing your 

JustGrants account registration, the Application Submitter and the E-Biz POC (Entity Administrator) users will receive an email 

from JustGrants with a link to the application started in Grants.gov. 

Page 27 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Application Submitters and E-Biz POC Users with a JustGrants Account 

Step 8: Review and Invite the Two Required Authorized Representatives in JustGrants 

The Entity Administrator will need to log-in to JustGrants to review and assign the required two Authorized Representatives. 

(Law Enforcement Executive/Program Official and Government Executive/Financial Official) The Authorized Representatives are 

officials who have ultimate and final responsibility for all programmatic and financial decisions for your agency, as the legal 

recipient. For guidance on who should be assigned as Authorized Representatives, please see guidance above: 

If an Authorized Representative needs to be invited, the Entity Administrator will need to invite the individual to receive a 

JustGrants account. These actions are required before an application can be submitted. 

Within minutes of being invited to be an Authorized Representative, the individual will receive an email from DIAMDNoReply@usdoj.gov with instructions on how to create an account in DOJ’s secure user management system. 

Once the Authorized Representatives receives the email and completes the steps to create an account, the Authorized 

Representative will be available in JustGrants. 

Review the “JustGrants User Roles Guide“ to become familiar with the various JustGrants Entity User roles. 

Step 9: Complete and Submit the JustGrants Application 

The Application Submitter will complete the application by entering data into web-based forms, uploading attachments, and 

accepting assurances and certifications. Before you submit your application, each section much be completed and free of 

validation errors. If not, please return to each identified page using the table of contents on the right side of the page. If any 

required fields are unanswered, they will be flagged with warning messages. In this case, answer these required fields. You will 

not be able to submit your application until all validation issues are corrected and the application is certified. 

The Application Submitter will also need to confirm the required two Authorized Representatives (Law Enforcement 

Executive/Program Official and Government Executive/Financial Official). 

The Application Submitter will need to select two authorized representatives via dropdown field in the “Confirm Authorized 

Representative” section of the application. The dropdown will display all authorized representatives that have been assigned for 

your entity ( the Application Submission Job Aid Reference Guide for this step). 

If you do not see authorized representatives for your entity in the dropdown field within the “Confirm Authorized Representative” 

section of the application, you will need to add and assign the role for each authorized representative for your entity. Please 

note: the COPS Office requires two authorized representatives (Law Enforcement Executive and Government Executive) for its 

grant applications. Users will not be visible in JustGrants until they have successfully logged into JustGrants. If you need 

assistance adding users and assigning roles for your entity, please refer to the Entity Management Job Aid Reference Guide. 

Once all sections are completed, the application submitter will submit the application. Upon successful submission of an 

application, the Application Submitter, Entity Administrator, and the two Authorized Representatives will receive an email from 

JustGrants confirming submission of the application. The COPS Office will not accept applications submitted via mail or email. 

Submission Dates and Time 

All completed applications must be submitted by the deadline. 

Late Submissions 

The COPS Office will review on a case-by-case basis requests for late submission due to unforeseen technical issues or 

extraordinary events such as extreme weather emergencies or mass casualty events. Requests for an extension of the 

Grants.gov deadline must be received prior to the close of the solicitation in Grants.gov. 

Requests for an extension of the JustGrants deadline must be made prior to the close of the solicitation in JustGrants. No late 

submission requests will be considered once the solicitation closes. 

Extension of deadlines is rare and is not guaranteed. To be considered for an extension, applicants must immediately contact 

the COPS Office Response Center at 800-421-6770 to create a record of the issue and send a follow up email to 

AskCopsRC@usdoj.gov detailing the technical/extraordinary issues that impact application submission. The applicant’s 

voicemail and email must include the following information: UEI number, Organization name, Point of contact name and 

information, Application ID, and the nature of the issue/disaster and how it affected the applicant’s ability to submit an application 

on time. The email subject line should read “[Insert Program] Extraordinary Circumstances: UEI number, Agency Name, 

Application ID”; with your UEI number and organization name included in the subject line. 

The COPS Office will respond to each applicant as soon as possible with an approval and instructions for submission, or a 

rejection. If the technical issues you reported cannot be validated, the application will be rejected. 

Page 28 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The following conditions are not valid reasons to request an extension: (1) failure to begin the registration process in sufficient 

time; (2) failure to follow instructions on Grants.gov or JustGrants; (3) failure of the two assigned authorized representatives, with 

the proper authority, to activate accounts in JustGrants prior to application submission; (4) failure to follow all of the instructions 

in the solicitation; (5) failure to register or update information on the SAM website; and (6) failure to register or complete SF-424 

in grants.gov. 

Application Review Information 

The COPS Office is committed to ensuring a fair and open process for making awards. The COPS Office will review the 

application to make sure that the information presented is reasonable, understandable, measurable, achievable, and consistent 

with the solicitation. 

To maintain the integrity of the competitive solicitation process, the COPS Office can provide publicly available technical 

assistance regarding the mechanics of the application but cannot evaluate the merits of an application during the open 

solicitation period. 

Review Process 

Applications will undergo a standard review and selection process, which includes a review of basic minimum requirements, peer 

review panel ratings, administrative compliance review, a senior leadership review and recommendation panel, and director’s 

selection. A description of each phase is provided in the following sections. Applicants are encouraged to review their own 

applications prior to submission, with particular attention given to the Basic Minimum Requirements and each of the Review 

Criteria specified in the descriptions that follow. 

Basic Minimum Requirements review 

Once the solicitation closes, COPS Office staff screen and score applications for compliance with basic minimum requirements 

(BMR). Applications should be written with clarity, organization, and soundness in the proposed work, with all mandatory 

attachments. 

BMR review criteria 

Applications that are missing any of the following basic minimum requirements will be disqualified, without exception, and 

therefore not scored by review panels. 

1. Did the applicant provide a proposal narrative? 

2. Did the applicant provide a separate budget narrative that is 60 percent or more allowable? 

3. Is the applicant eligible to submit an application under this solicitation? 

4. Is the proposed project in scope (i.e., not listed under the “projects out of scope” in the solicitation)? 

Peer Review Panels will evaluate, score, and rank applications that meet the basic minimum requirements. The COPS Office 

may use internal peer reviewers, external peer reviewers, or a combination to assess applications on technical merit using the 

solicitation’s review. An external peer reviewer is an expert in the subject matter of a given topic area who is not a current federal 

employee. An internal peer reviewer is a current federal employee who is well-versed or has expertise in the subject matter of 

the subcategory. Peer reviewers’ ratings are advisory only, although reviewer views are considered carefully. 

Applications that meet eligibility and basic minimum requirements will be evaluated and ranked by peer reviewers. Peer 

reviewers will be asked to review applications based on the application subcategory and the goal of the solicitation to develop 

the capacity of law enforcement to implement community policing strategies by providing guidance on promising practices 

through the development and testing of innovative strategies; building knowledge about effective practices and outcomes; and 

supporting new, creative approaches to preventing crime and promoting safe communities. Reviewers will also be asked to 

consider the subcategory-specific solicited goals, requirements, and deliverables described in the solicitation language. 

Upon completion of their reviews, Peer Review Panels will recommend highly rated applications to advance to the Senior 

Leadership Review and Recommendation Panel. 

Page 29 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Review criteria 

Applications will be evaluated based on the following merit criteria, which the applicant addresses in their application, proposal 

narrative, budget narrative, budget worksheets, and other attachments. Applications that are not responsive to the solicitation or 

duplicative of past or ongoing federally funded work will be scored accordingly. Although not an exhaustive list, at a minimum, 

reviewers will be asked to evaluate applications according to the following criteria: 

Problem Identification and Project Description (20 percent) 

• Clearly identifies the issue they propose to address and how the project fulfills a specific public safety need and responds to 

the goals and requirements of the solicitation 

• Describes how the initiative will help agencies reorient their mission toward community-oriented policing or enhance its 

involvement or commitment to community policing 

• Provides a comprehensive, logical, and clear description of how each task will be implemented and completed 

• Clear description of deliverable(s), how they respond to the solicitation, how they will be feasibly developed, including 

content, process steps, and outcomes within the project parameters 

• Describes a level of innovation or originality of the proposed project. 

Project Reach and Impact (15 percent) 

• Estimates number of law enforcement agencies and communities that will directly benefit from the deliverable(s) (for 

example, number of agencies receiving technical assistance, number of agencies and/or individuals receiving training, or 

number of agencies who may replicate programs) 

• Explains why this project is necessary to address a gap in knowledge or practice 

• Project will advance knowledge or otherwise increase the capacity of the field through an innovative topic or approach 

• Identifies any applicable governmental and community initiatives which complement or will be coordinated with the 

proposed initiative. 

• Project will not result in unnecessary duplication of other efforts by the COPS Office or other DOJ components 

• Identifies relevant performance measures and clearly describes approach for collecting, analyzing, and reporting the 

measures 

• Description of a marketing plan for the deliverable(s) to ensure broad dissemination of the product(s) to the target 

audience(s), where applicable 

Management and Implementation (30 percent) 

• Includes a detailed project/work plan that is aligned to solicitation goals and requirements 

• Provides detailed breakdown linking of key personnel to clearly defined roles, tasks, and deliverables that are supported by 

feasible timelines and align with the proposed budget 

• Project management plan addresses any applicable consultation with community groups and appropriate private and public 

agencies in the implementation of the proposed initiative. 

• Clearly identifies project-specific risks and proposes methods for addressing risk 

• Details quality control measures to ensure successful completion of project 

• Provides a detailed timeline (should include a list of key deliverables, activities, and milestones to take place within the 

award performance period) (24 months for all applications), grouped by month or quarter that reflects the proposed project 

and work plan 

Experience and Capacity (20 percent) 

• Demonstrated experience and capacity to carry out the proposed activities (e.g., the ability to conduct a substantive 

programmatic meeting, produce practitioner friendly reports, facilitate meetings or forums of varying sizes with law 

enforcement professionals, produce curriculum and/or deliver effective training on a specified topic as relevant to the 

subcategory-specific goals and proposed deliverables). 

• Inclusion of résumés or vitae for key staff (up to three) 

• Project staff, contractors, or consultants have relevant subject matter expertise, knowledge, skills, and appropriate licensure 

(when necessary) to achieve project goals and produce proposed deliverable(s) Identification of any key partnerships or 

stakeholders (community groups and/or private and public agencies), should include their role in the implementation of this 

project, responsibilities, and level of commitment 

• Demonstrated history of success in achieving similar outcomes in past work performance or directly addresses how 

innovative or future work can be accomplished without demonstrated prior history 

Page 30 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Budget (15 percent) 

• Provides a detailed budget narrative with costs that are allowable, appropriate, and reasonable relative to the level of effort 

and critical to the completion of the project 

• Provides a budget narrative that adequately justifies the budget and matches the feasibility and intent of the proposed 

project 

• Provides a detailed budget that matches the tasks and deliverable(s) outlined in the project narrative 

• Provides detailed breakdowns of each budget category and justification for total costs, such as per unit over time or 

reasonable estimate at time of application submission 

• Provides appropriate budget justification documentation which may include a current indirect cost rate agreement, sole 

source justification, and consultant rate justification 

• Identifies how strategy makes use of time and cost saving methods for conducting project work to achieve goals and 

objectives while not sacrificing quality outcomes 

Administrative compliance review 

All advancing applications will undergo an administrative compliance review. Past financial and programmatic performance with 

DOJ award funding will be considered in this review process. Past performance may affect the overall rating and ranking of an 

application. Factors that may be included in the past performance review include the following: 

• The extent to which the applicant has adhered to all special conditions in the prior awards 

• The extent to which the applicant has complied with programmatic and financial reporting requirements 

• The extent to which the applicant has completed closeout of prior awards in a timely manner 

• Whether the applicant has received financial clearances in a timely manner 

• Whether the applicant has resolved any issues identified in an audit or on-site monitoring visit in a timely manner 

• Whether the applicant has adhered to single audit requirements 

• The extent to which the applicant has completed work and spent prior award funds in a timely manner 

Pursuant to 2 C.F.R. Part 200 (“Uniform Guidance”), before award decisions are made, the COPS Office also reviews 

information related to the degree of risk posed by applicants. Among other things to help assess whether an applicant with one 

or more prior federal awards has a satisfactory record with respect to performance, integrity, and business ethics, the COPS 

Office checks whether the applicant is listed in SAM as excluded from receiving a federal award. The COPS Office also must 

review and consider any information about the applicant that appears in the nonpublic segment of the integrity and performance 

system accessible through SAM (currently, the Federal Awardee Performance and Integrity Information System, “FAPIIS”). 

Applicants may review and comment on any information about them in SAM that a federal awarding agency previously entered 

in the designated integrity and performance system, and such applicant comments will also be reviewed and considered. 

The COPS Office may contact applicants regarding budget and financial questions as part of the review process. This outreach 

is not an indication of funds or awarding decisions. 

Senior Leadership Review and Recommendation Panel 

The Senior Leadership Review and Recommendation Panel is composed of senior-ranking federal employees. The panel will 

review all advancing applications from the Peer Review Panel and make recommendations for funding based on Peer Review 

Panel scores, administrative compliance review, past performance, project scope, and budget. 

The Senior Leadership Review and Recommendation Panel will submit formal recommendations for funding to the COPS Office 

Director. 

Director’s selection 

Absent explicit statutory authorization or written delegation of authority to the contrary, all final award decisions will be made by 

the Director of the COPS Office, who may also give consideration to factors including prior funding history, current award 

balances, underserved populations, population served, geographic diversity, strategic priorities, past performance, significant 

concerns regarding ability of the applicant to administer federal funds, and available funding when making awards. 

All award decisions are final and not subject to appeal. 

Federal Award Administration Information Award decisions 

It is anticipated that awards will be announced on or after October 1, 2022. Award notification will be sent electronically. Any 

public announcements will be posted on the COPS Office website. 

All award decisions are final and not subject to appeal. 

Page 31 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

To officially accept and begin your award, your organization must access your award package at https://justgrants.usdoj.gov/. 

Once you access your account, you will review and electronically sign the award document (including award terms and 

conditions) and, if applicable, the special award conditions or high risk conditions within 45 days of the date shown on the award 

congratulatory letter, unless an extension is requested and granted. The two assigned Authorized Representatives described 

above (Law Enforcement Executive/Program Official and Government Executive/Financial Official) are required to sign the 

award package. If the Authorized Representative(s) changes between the time of application submission and award receipt, the 

Entity Administrator will need to update the Authorized Representative(s) in JustGrants. Your organization will not be able to 

draw down award funds until the COPS Office receives your signed award document. For more information on accepting your 

award, please visit the JustGrants Training page for step-by-step instructions. 

For technical support with JustGrants, please call JustGrants Support at JustGrants.Support@usdoj.gov, or 833-872-5175. 

For programmatic assistance, please contact the COPS Office Response Center at AskCopsRC@usdoj.gov or 800-421-6770. 

The award package 

The award package is the document indicating your official award funding amount, the award number, the award terms and 

conditions, and award start and end dates. 

The award start date indicated in the award package means that your organization may be reimbursed for any allowable costs 

incurred on or after this date. The duration of awards is 24 months. 

Your FY 2022 award number is in the following format: 15JCOPS-22-XX-XXXXX-XXXX COPS Office tracks award information 

based upon this number. Therefore, it is important to have your organization’s award number (or your organization’s UEI 

number) readily available when corresponding with the COPS Office. 

The award terms and conditions are listed in the award package. In limited circumstances, your award package may include 

additional special conditions or high-risk conditions that prevent your organization from drawing down or accessing award funds 

until the special conditions or high-risk conditions are satisfied as determined by the COPS Office. 

By accepting the award, you are acknowledging that you are obtaining federal funds from the COPS Office. As part of that 

agreement, if awarded funds, your organization will acknowledge that it will comply with all applicable award terms and 

conditions including any special or high-risk conditions. 

Administrative and national policy requirements 

If selected for funding, in addition to implementing the funded project consistent with the approved project proposal and budget, 

the recipient must comply with award terms and conditions, and other legal requirements including, but not limited to, OMB, 

DOJ, or other federal regulations that will be included in the award or incorporated into the award by reference or are otherwise 

applicable to the award. 

Please see general terms and conditions in the FY22 Reference Guide for Community Policing Advancement (CPA) Programs, 

which is located on the COPS Office "How to Apply" web page. 

Terms, conditions and award requirements 

Table 1 on page 33 lists the terms, conditions, and award requirements that applicants should be aware of before applying to 

this COPS Office program Please review carefully the FY22 Reference Guide for Community Policing Advancement (CPA) 

Programs, found under the COPS Office “How to Apply” web page, for a full description of each of the listed terms, conditions, 

and other requirements for this COPS Office program. By submitting your application, your organization assures the COPS 

Office that you agree to the below terms, conditions, and requirements. If awarded funds, by accepting your COPS Office award, 

your organization agrees to comply with all of the terms, conditions, and other requirements in your award package and any 

additional special or high risk conditions that may be imposed on your award. 

Page 32 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

Table 1. Terms, conditions, and award requirements 

Condition number Award term, condition, or requirement 

I & II Assurances and Certifications (also refer to “U.S. Department of Justice Certified Standard Assurances 

and U.S. Department of Justice Certifications Regarding Lobbying; Debarment, Suspension and Other 

Responsibility Matters; Drug-Free Workplace Requirements; Law Enforcement and Community 

Policing” of this Guide and Standard Application forms.) 

III Disclosure of Lobbying Activities 

IV Supplementing, Not Supplanting 

V Procurement and Sole Source Justification 

VI System for Award Management (SAM) and Universal Identifier Requirements 

VII Federal Funding Accountability and Transparency Act (FFATA)—Reporting Subaward and Executive 

Compensation 

VIII Contract Provisions 

IX Prior Approval Planning and Reporting of Conference/Meeting/Training Costs 

X Restriction on Internal Confidentiality Agreements 

XI Mandatory Disclosure 

XII Debarment and Suspension 

XIII Recipient Integrity and Performance Matters 

XIV False Statements 

XV Duplicative Funding 

XVI Additional High-Risk Recipient Requirements 

XVII Modifications 

XVIII Evaluations 

XIX Allowable Costs 

XX Equal Employment Opportunity Plan 

XXI Employment Eligibility 

XXII Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information 

XXIII Federal Civil Rights 

XXIV Conflict of Interest 

XXV Reports/Performance Goals 

XXVI Extensions 

XXVII Computer Network Requirement 

XXVIII Award Monitoring Activities 

XXIX Public Release Information 

XXX News Media 

XXXI Paperwork Reduction Act 

XXXII Copyright 

XXXIII Human Subjects Research 

XXXIV Domestic Preferences in Procurement 

XXXV Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment 

XXXVI Termination 

XXXVII Award Owner’s Manual 

XXXVIII Travel Costs 

XXXIX Authorized Representative Responsibility 

XL Youth-Centered Projects 

Other Requirements 

Please review carefully the FY22 Reference Guide for Community Policing Advancement (CPA) Programs, located on the COPS 

"How to Apply" webpage, which provides a full description of each of the listed requirements below for this COPS Office 

program. 

• Curriculum development 

• Federal Leadership on Reducing Text Messaging While Driving Increasing Seat Belt Use in the United States 

Administrative actions and legal remedies related to federal awards 

Please be advised that an application may not be funded or, if awarded, a hold may be placed on this application if it is deemed 

that the applicant is not in compliance with federal civil rights laws, is not cooperating with an ongoing federal civil rights 

investigation, or is not cooperating with a U.S. Department of Justice award review or audit. 

Misuse of COPS Office funds or failure to comply with all COPS Office award requirements may result in legal sanctions 

including suspension and termination of award funds, the repayment of expended funds, ineligibility to receive additional COPS 

Office funding, and other remedies available by law. 

Page 33 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Under the False Claims Act, any credible evidence that a person has submitted a false claim or has committed a criminal or civil 

violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving COPS Office funds may 

be referred to the Office of Inspector General (OIG). The OIG may be contacted at oig.hotline@usdoj.gov, 

https://oig.justice.gov/hotline/index.htm, or 800-869-4499. 

Remedies for noncompliance 

Under 2 C.F.R. § 200.339, if the recipient fails to comply with award terms and conditions, the Federal awarding agency may 

impose additional conditions or take one or more of the following actions as appropriate in the circumstances: 

• Temporarily withhold cash payments pending correction of the deficiency by the non-Federal entity or more severe 

enforcement action by the Federal awarding agency or pass-through entity. 

• Disallow (that is, deny both use of funds and any applicable matching credit for) all or part of the cost of the activity or action 

not in compliance. 

• Wholly or partly suspend or terminate the Federal award. 

• Initiate suspension or debarment proceedings as authorized under 2 CFR part 180 and Federal awarding agency 

regulations (or in the case of a pass-through entity, recommend such a proceeding be initiated by a Federal awarding 

agency). 

• Withhold further Federal awards for the project or program. 

• Take other remedies that may be legally available. 

Prior to imposing sanctions, the COPS Office will provide reasonable notice to the recipient of its intent to impose sanctions and 

will attempt to resolve the problem informally. Appeal procedures will follow those in the U.S. Department of Justice regulations 

in 28 C.F.R. Part 18. 

Awards terminated due to noncompliance with the federal statutes, regulations, or award terms and conditions will be reported to 

the integrity and performance system accessible through SAM (currently FAPIIS). 

False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, debarment from 

participating in federal awards or contracts, and any other remedy available by law. 

Please be advised that recipients may not use COPS Office funding for the same item or service also funded by another U.S. 

Department of Justice award. 

Federal Awarding Agency Contact(s) 

For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at 800-518-4726, send 

questions via email to support@Grants.gov, or consult the Grants.gov Organization Applicant User Guide. The Grants.gov 

Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays. 

For technical support with the Justice Grants System (JustGrants) application, please contact the JustGrants Support at 

JustGrants.Support@usdoj.gov, or 833-872-5175. The JustGrants Support operates Monday through Friday between the 

hours of 5:00 a.m. and 9:00 p.m. Eastern Time (ET) and Saturday, Sunday, and federal holidays from 9:00 a.m. to 5:00 p.m. ET. 

Training on JustGrants can also be found at https://justicegrants.usdoj.gov/training-resources. 

For programmatic assistance with the requirements of this program, please call the COPS Office Response Center at 800-421-

6770 or send questions via email to AskCopsRC@usdoj.gov. The COPS Office Response Center operates Monday through 

Friday, 9:00 a.m. to 5:00 p.m. ET, except on federal holidays. 

Freedom of Information Act and Privacy Act (5 U.S.C. § 552 and 5 U.S.C. § 552a) 

All applications submitted to the COPS Office (including all attachments to applications) are subject to the federal Freedom of 

Information Act (FOIA) and to the Privacy Act. By law, DOJ may withhold information that is responsive to a request if DOJ 

determines that the responsive information is protected from disclosure under the Privacy Act or falls within the scope of one or 

more of the nine statutory exemptions under FOIA. DOJ cannot agree in advance of a request pursuant to the FOIA not to 

release some or all portions of an application/award file. 

In its review of records that are responsive to a FOIA request, the COPS Office will withhold information in those records that 

plainly falls within the scope of the Privacy Act or one of the statutory exemptions under FOIA. (Some examples include certain 

types of information in budgets and names and contact information for project staff other than certain key personnel.) In 

appropriate circumstances, the COPS Office will request the views of the applicant/recipient that submitted a responsive 

document. 

Page 34 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Feedback to the COPS Office 

To assist the COPS Office in improving its application and award processes, we encourage applicants to provide feedback on 

this solicitation, the application submission process, and/or the application review/peer review process. Provide feedback via 

email to AskCopsRC@usdoj.gov with the following subject line “FY22 Tolerance Program Feedback.” 

IMPORTANT: This email is for feedback and suggestions only. Replies are not sent from this mailbox. If you have specific 

questions on any program or technical aspect of the solicitation, you must contact the COPS Office Response Center at 

AskCopsRC@usdoj.gov or 800-421-6770. 

COPS Other Information 

Reporting, Monitoring, and Evaluation Requirements 

Reporting 

If awarded, your organization will be required to submit quarterly Federal Financial Reports as well as semiannual Programmatic 

Performance Reports. Recipient should be prepared to track and report program award funding separately from other funding 

sources (including other COPS Office federal awards) to ensure accurate financial and programmatic reporting on a timely basis. 

Recipients should ensure that they have financial internal controls in place to monitor the use of program funding and ensure 

that its use is consistent with the award terms and conditions. Good stewardship in this area includes written accounting 

practices and use of an accounting system that tracks all award drawdowns and expenditures, and the ability to track when 

award-funded positions are filled, or approved purchases are made. Failure to submit complete reports or submit them in a 

timely manner may result in the suspension and possible termination of a recipient’s COPS Office award funding or other 

remedial actions. 

Monitoring 

Federal law requires that agencies receiving federal funding from the COPS Office be monitored to ensure compliance with their 

award conditions and other applicable statutory regulations. The COPS Office is also interested in tracking the progress of our 

programs and the advancement of community policing. Both aspects of award implementation—compliance and programmatic 

benefits—are part of the monitoring process coordinated by the U.S. Department of Justice. Awarded organizations will be 

responsible for submitting Programmatic Performance Reports on a semiannual basis and Federal Financial Reports on a 

quarterly basis. In addition, awarded organizations will be responsible for the timely submission of a final Closeout Report and 

any other required final reports. All COPS Office recipients will be required to participate in such award monitoring activities of 

the U.S. Department of Justice, including but not limited to the COPS Office, the Office of the Inspector General, or any entity 

designated by the COPS Office. 

Please note that the COPS Office may take a number of monitoring approaches, such as site visits, enhanced office-based 

award reviews, alleged noncompliance reviews, and periodic surveys to gather information and to ensure compliance. The 

COPS Office may seek information including, but not limited to, your organization’s compliance with nonsupplanting and both 

programmatic and financial requirements of the award, and your organization’s progress toward achieving your community 

policing strategy. Program and monitoring specialists as well as auditors are particularly interested in confirming that the 

purchase of items and/or services is consistent with the applicant’s approved award budget as reflected on the Financial 

Clearance Memorandum and Final Funding Memorandum. 

If awarded funds, you agree to cooperate with and respond to any requests for information pertaining to your award in 

preparation for any of the above-referenced award monitoring activities. 

Please feel free to contact your COPS Office Program Manager to discuss any questions or concerns you may have regarding 

the monitoring, reporting, and evaluation requirements. 

Program evaluation 

Though a formal assessment is not a requirement, awarded organizations are strongly encouraged to conduct an independent 

assessment of their respective award-funded projects. Project evaluations have proven to be valuable tools in helping 

organizations identify areas in need of improvement, providing data of successful processes, and reducing vulnerabilities. 

Selected award recipients shall be evaluated on the local level or as part of a national evaluation, pursuant to guidelines 

established by the Attorney General. Such evaluations may include assessments of individual program implementations. In 

selected jurisdictions that are able to support outcome evaluations, the effectiveness of funded programs, projects, and activities 

may be required. Outcome measures may include crime and victimization indicators, quality of life measures, community 

perceptions, and police perceptions of their own work. 

Page 35 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Financial Management and System of Internal Controls 

Award recipients and subrecipients must, as set out in the Uniform Guidance at 2 C.F.R. § 200.303, do the following: 

• Establish and maintain effective internal control over the federal award that provides reasonable assurance that [the 

recipient (and any subrecipient)] is managing the federal award in compliance with federal statutes, regulations, and the 

terms and conditions of the federal award. These internal controls should be in compliance with guidance in “Standards for 

Internal Control in the Federal Government” issued by the Comptroller General of the United States and the “Internal 

Control Integrated Framework” issued by the Committee of Sponsoring Organizations of the Treadway Commission 

(COSO). 

• Comply with federal statutes, regulations, and the terms and conditions of the federal awards. 

• Evaluate and monitor [the recipient’s (and any subrecipient’s)] compliance with statutes, regulations, and the terms and 

conditions of federal awards. 

• Take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings. 

• Take reasonable measures to safeguard protected personally identifiable information and other information the federal 

awarding agency designates as sensitive or [the recipient (and any subrecipient)] considers sensitive consistent with 

applicable federal, state, local, and tribal laws regarding privacy and obligations of confidentiality. 

Audit Requirement 

The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 C.F.R. Part 200, 

Subpart F – Audit Requirements, available at https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-F, 

establish the requirements for organizational audits that apply to COPS Office award recipients. Recipients must arrange for the 

required organization-wide (not award- by-award) audit in accordance with the requirements of Subpart F. 

Civil rights 

All recipients are required to comply with nondiscrimination requirements contained in various federal laws. A memorandum 

addressing federal civil rights statutes and regulations from the Office for Civil Rights, Office of Justice Programs will be included 

in the award package for award recipients. All applicants should consult the Assurances form to understand the applicable legal 

and administrative requirements. 

Please be advised that a hold may be placed on this application if it is deemed that the applicant organization is not in 

compliance with federal civil rights law or is not cooperating with an ongoing federal civil rights investigation. 

 

 

Equal Treatment for Faith-Based Organizations and Safeguarding Constitutional Protections Related

to Religion 

For guidance on the protections provided in law for faith-based or religious organizations, please see the Office for Civil Rights 

website at https://www.ojp.gov/program/civil-rights/partnerships-faith-based-and-other-neighborhood-organizations. 

In addition, all recipients and subrecipients (at any tier) must comply with the applicable requirements of the DOJ regulation 

entitled “Partnerships with Faith-Based and Other Neighborhood Organizations” at 28 C.F.R. Part 38, which, among other 

things, prohibits using DOJ financial assistance to fund explicitly religious activities and also prohibits discrimination in the 

provision of DOJ-funded services on the basis of a beneficiary’s religion, religious belief, a refusal to hold a religious belief, or a 

refusal to attend or participate in a religious practice. For more detailed information about the regulation, please see the Office of 

Civil Right website at https://www.ojp.gov/program/civil-rights/partnerships-faith-based-and-other-neighborhoodorganizations. 

Section 508 of the Rehabilitation Act 

If you are an applicant using assistive technology and you encounter difficulty when applying, please contact the COPS Office 

Response Center at AskCopsRC@usdoj.gov or 800-421-6770. 

The department is committed to ensuring equal access to all applicants and will assist any applicant who may experience 

difficulties with assistive technology when applying for awards using the JustGrants System. 

Public Reporting Burden- Paper Work Reduction Act Notice 

The public reporting burden for this collection of information is estimated to be up to 11.3 hours per response, depending upon 

the COPS Office program being applied for, which includes time for reviewing instructions. Send comments regarding this 

burden estimate or any other aspects of the collection of this information, including suggestions for reducing this burden, to the 

Office of Community Oriented Policing Services, U.S. Department of Justice, 145 N Street NE, Washington, DC 20530; and to 

the Public Use Reports Project, Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, 

DC 20503. For any questions or comments, please contact Lashon Hillard, COPS Office Paperwork Reduction Act Program 

Manager, at 202-514-6563. 

Page 36 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

You are not required to respond to this collection of information unless it displays a valid OMB control number. The OMB control 

number for this application is 1103-0098, and the expiration date is 04/30/2024. 

Performance Measures 

To assist in fulfilling the U.S. Department of Justice's responsibilities under the Government Performance and Results Act 

Modernization Act (GPRA Modernization Act) of 2010, P.L. 111–352), recipients who receive funding from the Federal 

Government must measure the results of work that funding supports. This act specifically requires the COPS Office and other 

federal agencies to set program goals, measure performance against those goals, and publicly report progress in the form of 

funding spent, resources used, activities performed, services delivered, and results achieved. 

Performance measures are as shown in table 2. 

Table 2. Performance measures 

Objective Performance measures Data recipient provides 

Increase the capacity of law enforcement 

agencies to implement community policing 

strategies that strengthen partnerships for 

safer communities and enhance law 

enforcement’s capacity to prevent, solve, 

and control crime through funding for 

personnel, technology, equipment, and 

training. 

Extent to which COPS Office award 

funding (e.g., officers, equipment, training, 

technical assistance) has increased your 

agency’s community policing capacity? 

Extent to which COPS Office knowledge 

resources (e.g., publications, podcasts, 

training) have increased your agency’s 

community policing capacity? 

Recipients will rate the effectiveness of 

the COPS Office funding in increasing 

community policing capacity. Data will be 

collected on a periodic basis through 

performance reports. 

COPS Office awards target increasing recipient capacity to implement community policing strategies within the three primary 

elements of community policing: (1) problem solving; (2) partnerships; and (3) organizational transformation. The COPS Office 

requires all applicants to describe how the personnel, technology, equipment, supplies, travel, or training requested will assist 

the applicant in implementing community policing strategies. 

To read an overview of the principles of community policing, please see the COPS Office publication Community Policing 

Defined. 

As part of the programmatic performance reports, all recipients will be required to report on their progress toward implementing 

community policing strategies. Based on the data collected from recipients, the COPS Office may make improvements to the 

program to better meet the program’s objective and law enforcement agency needs. 

Application Checklist 

Please refer to the JustGrants DOJ Application Submission Checklist. 

Survey Questions 

CPD_Tolerance_Elig 

Program Selection 

Instructions: Applicants for the Tolerance, Diversity, and Anti-Bias solicitation must select one subcategory from the below list. 

Please select the subcategory that you are applying under: 

Applicant Eligibility 

Instructions: Applicant eligibility for the Community Policing Development (CPD) Tolerance, Diversity, and Anti- Bias solicitation 

is limited to public governmental agencies, federally recognized Indian tribes, for-profit organizations, nonprofit organizations, 

institutions of higher education, community groups, and faith-based organizations. The following question will be used to 

determine eligibility. NOTE: If you select “no,” you will be considered ineligible for this solicitation and will not receive 

consideration for funding. 

Is the applicant a public governmental agency, federally recognized Indian tribe, for-profit organization, nonprofit organization, 

institution of higher education, community group, or faith-based organization? 

FY22 CPA Solicitation Ques 

Research and Development 

Instructions: For the purposes of this solicitation, R&D as defined by 2 C.F.R. §200.87 means all research activities, both basic 

and applied, and all development activities that are performed by nonfederal entities. The term “research” also includes activities 

involving the training of individuals in research techniques where such activities use the same facilities as other research and 

development activities and where such activities are not included in the instruction function. “Research” is defined as a 

Page 37 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

systematic study directed toward fuller scientific knowledge or understanding of the subject studied. “Development” is the 

systematic use of knowledge and understanding gained from research directed toward the production of useful materials, 

devices, systems, or methods, including design and development of prototypes and processes. 

Please select “yes” if any part of your project could be considered R&D or “no” if no portion of your project would support R&D. 

Could any portion of your project be considered research and development (R&D) as defined by 2 C.F.R. §200.87? 

Youth-Centered Project 

Instructions: For the purposes of this solicitation, please select “yes” if any part of your project involves interactions with minors 

under the age of 18 years. NOTE: A special award condition will apply to all youth-centered awards. This condition will require 

recipients and subrecipients to make determinations of suitability before certain covered individuals interact with participating 

minors under the age of 18 years old in the course of activities funded under the award. 

Could any activities under your project involve interactions with minors under the age of 18 years? 

Training 

Instructions: The COPS Office defines training as the teaching and learning activities carried out for the primary purpose of 

helping members of an organization other than your own acquire and apply the knowledge, skills, abilities, and attitudes needed 

by a particular job or organization. Training is driven by specific goals and objectives? it is not a single event but rather an 

ongoing process that requires continuous self-reflection and evaluation. Guides, webinars, articles, conference presentations, 

toolkits, podcasts, videos, blogs, and news feeds (to provide a few examples) can serve as support material in trainings or as 

standalone materials to increase knowledge, but on their own they are not defined as training by the COPS Office. Please select 

“yes” if any part of your project fits within the definition of training or “no” if no portion of your project fits within the definition of 

training. 

Could any portion of your project be considered training? 

Law Enforcement/Organization Executive 

Please provide the name and contact information for the highest ranking Law Enforcement Executive or Program Official for 

your agency or organization, please see instructions below: 

Instructions forLawEnforcement Agencies: 

For law enforcement agencies, this is the highest ranking law enforcement official for your agency (Chief of Police, Sheriff, or 

equivalent). The top law enforcement executive must be assigned the role: “Authorized Representative 1” in JustGrants. 

Instructions forNon-Law Enforcement Agencies: 

For non-law enforcement agencies (institutions of higher education, school districts, private organizations, etc.), this is the 

highest ranking program official in the applicant's organization (e.g., executive director, chief executive officer, or equivalent). 

The highest ranking program official must be assigned the role of Authorized Representative 1. If the application is awarded, this 

position will ultimately be responsible for the programmatic management of the award. 

Please note that information for non-executive positions (e.g., clerks, trustees) is not acceptable. 

Title: 

First Name: 

Last Name: 

Phone: 

Email Address: 

Please provide the name and contact information for the highest ranking Government Executive or Financial Official for your 

agency or organization, Please see instructions below: 

Instructions forLawEnforcement Agencies: 

For law enforcement agencies, this is the highest ranking government official within your jurisdiction (e.g., Superintendent, 

Mayor, City Administrator, or equivalent). The highest government official must be assigned the role: “Authorized Representative 

2” in JustGrants. 

Page 38 of 40 

O-COPS-2022-171172 
 

Instructions forNon-Law Enforcement Agencies: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

For non-law enforcement agencies, this is the financial official who has the authority to apply for this award on behalf of the 

applicant agency (e.g., Chief Financial Officer, Treasurer, or equivalent) and must be assigned the role: “Authorized 

Representative 2” in JustGrants. If the application is awarded, this position must have the ultimate signatory authority to sign 

contracts on behalf of your organization, and will ultimately be responsible for the financial management of the award. 

Please note that information for non-executive positions (e.g., clerks, trustees) is not acceptable. 

Title: 

First Name: 

Last Name: 

Phone: 

Email Address: 

Instructions forApplication Contact: 

Enter the application point of contact name and contact information. 

Title: 

First Name: 

Last Name: 

Phone: 

Email Address: 

Please select your U.S. Attorney's District Office from the below drop down options 

Law Enforcement andCommunity Policing Strategy 

Instructions: The following is the COPS Office definition of community policing that emphasizes the primary components of 

community partnerships, organizational transformation, and problem solving: Community policing is a philosophy that promotes 

organizational strategies that support the systematic use of partnerships and problem solving techniques to proactively address 

the immediate conditions that give rise to public safety issues such as crime, social disorder, and fear of crime. Please refer to 

the COPS Office website (https://cops.usdoj.gov/RIC/ric.php?page=detail&id=COPS-P157) for further information regarding 

this definition and its sub-elements. 

Please answer the following questions regarding your community support and impact on the jurisdiction. 

To what extent is there community support in your jurisdiction for implementing the proposed award activities? 

If awarded, to what extent will the award activities impact the other components of the criminal justice system in your 

jurisdiction? 

Explanation ofNeed for Financial Assistance 

All applicants are required to explain their inability to address the need for this award without federal assistance. Please do so in 

the space below. 

Continuation of Support After Federal Funding Ends 

Instructions: The questions in this section will be used for programs without a retention requirement to report any plans to 

continue the program or activity after the conclusion of federal funding. 

Does your agency or organization plan to obtain necessary support and continue the program, project, or activity following the 

conclusion of federal support? 

Please identify the source(s) of funding that your agency plans to utilize to continue the program, project, or activity following the 

conclusion of federal support: 

General funds 

Issue bonds or raise taxes 

Private sources and donations 

Non-federal asset forfeiture funds (subject to approval from the state or local oversight agency) 

State, local, or other non-federal grant funding 

Page 39 of 40 

O-COPS-2022-171172 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Fundraising efforts 

Other 

If “other” is selected in the above question, please provide a brief description of the source(s) of funding. 

FY22 CPA Information 

Type of Agency Organization 

Type of Agency (select one) 

From the list below, please select the type of agency which best describes the applicant. From the list below, please select the 

type of agency which best describes the applicant. Duplication of Funding 

Instructions: 

Applicants are required to disclose whether they have pending applications for federally funded assistance or active federal 

awards that support the same or similar activities or services for which funding is being requested under this application. 

Be advised that as a general rule, COPS Office funding may not be used for the same item or service funded through another 

funding source. However, leveraging multiple funding sources in a complementary manner to implement comprehensive 

programs or projects is encouraged and is not seen as inappropriate. To aid the COPS 

Office in the prevention of awarding potentially duplicative funding, please indicate whether your agency has a pending 

application or an active award with any other federal funding source (e.g., direct federal funding or indirect federal funding 

through state sub-awarded federal funds) which supports the same or similar activities or services as being proposed in this 

COPS Office application. 

Do you have any current, active non-COPS Office award with any other federal funding source (e.g., direct federal funding or 

indirect federal funding through state subawarded federal funds) that supports the same or similar activities or services as being 

proposed in this COPS Office application? 

If Yes, for each potentially duplicative non-COPS Office award, provide the following detailed information: name of federal 

awarding agency, or state agency for subawarded federal funding; award number; program name; award start and end dates; 

award amount; and description of how this project differs from the application for COPS office funding. 

Do you have any pending non-COPS Office grant applications with any other federal funding source (e.g., direct federal funding 

or indirect federal funding through state subawarded federal funds)that support the same or similar activities or services as being 

proposed in this COPS Office application? 

If Yes, for each potentially duplicative non-COPS Office grant application, provide the following detailed information: application 

number (if known); program name; project length; total requested amount; items requested; and describe how this project differs 

from the application for COPS Office funding. 

Certification of Review of 28 CFR Part 23/Criminal Intelligence 

REVIEWS AND CERTIFICATIONS 

Certifications of Review of 28 C.F.R Part 23/Criminal Intelligence Systems: 

If your agency is receiving COPS Office funding for equipment or technology that will be used to operate an interjurisdictional 

criminal intelligence system that receives, stores, analyzes, exchanges, or disseminates data regarding ongoing criminal 

activities, you must agree to comply with the operating principles at 28 C.F.R Part 23. If you are simply using COPS Office funds 

to operate a single agency database (or other unrelated forms of technology) and will not share criminal intelligence data with 

other jurisdictions, 28 C.F.R. Part 23 does not apply to this award. 

Please check one of the following, as applicable to your agency's intended use of this award. 

Acknowledgement of Electronic Signatures 

By checking the box below, the applicant indicates that he or she understands that the use of typed names in this application 

and the required forms, including the Assurances, Certifications, and Disclosure of Lobbying Activities form, constitute electronic 

signatures and that the electronic signatures are the legal equivalent of handwritten signatures. I understand. 

Page 40 of 40 

O-COPS-2022-171172