Notices regarding the solicitation “FY 2016 DNA Capacity 

Enhancement and Backlog Reduction (CEBR) Program”

April 5, 2016: Beginning in FY 2016, DNA Capacity Enhancement and Backlog Reduction 

Program Applicants must declare their intent or potential to generate program income as 

indicated on the Application Checklist on page 34 of this solicitation. Program income is defined 

as: “Gross income earned by the non-federal entity that is directly generated by a supported 

activity or earned as a result of the federal award during the period of performance,” per page 

15 of the solicitation. The required “Declaration of Program Income” should indicate whether 

grantees either intend to or have the potential to generate program income; and should include 

a statement affirming a commitment to identify, report, and apply program income per the 

requirements of the DOJ Financial Guide. Grantees that do not plan or intend to generate 

program income should note this in their Declaration. 

March 29, 2016: Answers to questions have been posted. To assist applicants in completing 

their proposals, NIJ has made the answers to questions received available for this funding 

opportunity. Visit http://nij.gov/funding/Pages/solicitation-qa.aspx#NIJ-2016-9089 for questions 

and answers to help prepare your application. 

March 28, 2016: Information regarding project period dates was added under Section B. Federal 

Award Information. Award period is 24 months with a start date of January 1, 2017 thru 

December 31, 2018. 

The original solicitation document begins on the next page.
U.S. Department of Justice OMB No. 1121-0329

Office of Justice Programs Approval Expires 07/31/2016

National Institute of Justice

The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), National Institute of 

Justice (NIJ) is seeking applications for funding for the FY 2016 DNA Capacity Enhancement 

and Backlog Reduction (CEBR) program. This program furthers the Department’s mission by 

funding States and units of local government with existing crime laboratories that conduct DNA 

analysis to process, record, screen, and analyze forensic DNA and/or DNA database samples, 

and to increase the capacity of public forensic DNA and DNA database laboratories to process 

more DNA samples, thereby helping to reduce the number of forensic DNA and DNA database 

samples awaiting analysis.

FY 2016 DNA Capacity Enhancement and 

Backlog Reduction (CEBR) Program

Applications Due: May 23, 2016

Eligibility

Eligible applicants are States1 and units of local government with existing crime laboratories that 

conduct forensic DNA and/or DNA database sample analysis and:

• Participate in external audits, not less than once every two years, that demonstrate 

compliance with the requirements of the Quality Assurance Standards established by the 

Director of the Federal Bureau of Investigation.

• Are accredited by a nonprofit professional organization actively involved in forensic 

science that is nationally recognized within the forensic science community.

• Participate in the National DNA Index System (NDIS), or have an agreement with an 

NDIS participating laboratory to upload their data.

Deadline

Applicants must register in the OJP Grants Management System (GMS) prior to submitting an 

application for this funding opportunity. Registration is required for all applicants, even those 

previously registered in GMS. Select the “Apply Online” button associated with the solicitation 

title. All registrations and applications are due by 11:59 p.m. eastern time on May 23, 2016.

For additional information, see How to Apply in Section D. Application and Submission 

Information.

Contact Information

For technical assistance with submitting an application, contact the Grants Management System 

Support Hotline at 888-549-9901, option 3 or via email at GMS.HelpDesk@usdoj.gov. The GMS

Support Hotline hours of operation are Monday – Friday from 6:00 a.m. to midnight eastern 

time, except federal holidays.

 1 For purposes of this announcement, the term “State” includes the District of Columbia and the Commonwealth of 

Puerto Rico. The U.S. territories of American Samoa, Guam, the Commonwealth of the Northern Mariana Islands, 

and the Virgin Islands also may be eligible for funding. Please contact NIJ at 202–616–9264 for additional 

information, including information on allocation of funds.
2 NIJ-2016-9089

Applicants that experience unforeseen GMS technical issues beyond their control that prevent 

them from submitting their application by the deadline must email the NIJ contact identified 

below within 24 hours after the application deadline and request approval to submit their 

application. Additional information on reporting technical issues is found under “Experiencing 

Unforeseen GMS Technical Issues” in the How to Apply section.

For assistance with any other requirements of this solicitation, contact the National Criminal 

Justice Reference Service (NCJRS) Response Center: toll-free at 1-800-851-3420; via TTY at 

301-240-6310 (hearing impaired only); email grants@ncjrs.gov; fax to 301-240-5830; or web 

chat at https://webcontact.ncjrs.gov/ncjchat/chat.jsp. The NCJRS Response Center hours of 

operation are 10:00 a.m. to 6:00 p.m. eastern time, Monday through Friday, and 10:00 a.m. to 

8:00 p.m. eastern time on the solicitation close date. General information on applying for NIJ 

awards can be found at www.nij.gov/funding/Pages/welcome.aspx. Answers to frequently asked 

questions that may assist applicants are posted at www.nij.gov/funding/Pages/faqs.aspx.

Release date: March 22, 2016
3 NIJ-2016-9089

Contents

A. Program Description.............................................................................................................. 4

Overview................................................................................................................................ 4

Program-Specific Information................................................................................................. 4

Goals, Objectives, and Deliverables....................................................................................... 4

Evidence-Based Programs or Practices ................................................................................. 5

B. Federal Award Information..................................................................................................... 5

Type of Award........................................................................................................................ 7

Financial Management and System of Internal Controls......................................................... 7

Budget Information................................................................................................................. 7

Program Income....................................................................................................................15

Cost Sharing or Matching Requirement.................................................................................15

Pre-Agreement Cost (also known as Pre-award Cost) Approvals..........................................15

Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs ...................15

Costs Associated with Language Assistance (if applicable) ..................................................15

C. Eligibility Information.............................................................................................................16

Limit on Number of Application Submissions.........................................................................16

D. Application and Submission Information...............................................................................16

What an Application Should Include......................................................................................16

How to Apply.........................................................................................................................27

E. Application Review Information.............................................................................................30

Review Process ....................................................................................................................30

F. Federal Award Administration Information ............................................................................30

Federal Award Notices..........................................................................................................30

Administrative, National Policy, and other Legal Requirements.............................................30

General Information about Post-Federal Award Reporting Requirements .............................31

G. Federal Awarding Agency Contact(s) ...................................................................................32

H. Other Information..................................................................................................................32

Provide Feedback to OJP .....................................................................................................32

Application Checklist .............................................................................................................33

Appendix A............................................................................................................................35
4 NIJ-2016-9089

FY 2016 DNA Capacity Enhancement and 

Backlog Reduction (CEBR) Program

(CFDA No. 16.741)

A. Program Description

Overview

The goal of NIJ's FY 2016 DNA Capacity Enhancement and Backlog Reduction (CEBR) 

program is to assist eligible States and units of local government to process, record, screen, 

and analyze forensic DNA and/or DNA database samples and to increase the capacity of public

forensic DNA and DNA database laboratories to process more DNA samples, thereby helping to 

reduce the number of forensic DNA and DNA database samples awaiting analysis.

Under this program, in general, eligible applicants are given the opportunity, based on their 

individual needs, to determine what portion of their anticipated funding should be used for 

capacity building purposes and what portion should be used for analysis of forensic DNA and/or 

DNA database samples.

Authorizing Legislation: Department of Justice Appropriations Act, 2016 (Public Law 114-

113).

Program-Specific Information

The following requirements apply to all DNA analyses conducted under this program:

• Applicants must ensure that all eligible DNA profiles obtained with funding from this 

program are entered into the Combined DNA Index System (CODIS) and, where 

applicable, are uploaded into the National DNA Index System (NDIS). No profiles 

generated with funding from this program may be entered into any non-governmental 

DNA database without prior express written approval from NIJ.

• Applicants must ensure that all profiles uploaded to NDIS2 follow NDIS DNA Data 

Acceptance Standards.

• Applicants must ensure that each DNA analysis conducted and resulting profile

generated under this program is maintained pursuant to all applicable federal privacy 

requirements, including those described in 42 U.S.C. § 14132(b)(3).

Goals, Objectives, and Deliverables

The overarching goal of NIJ's FY 2016 DNA CEBR program is to assist eligible States and units 

of local government to increase laboratory capacity and reduce the number of samples awaiting 

analysis in both the casework and database sections. It is anticipated this program will assist 

eligible States and units of local government that receive CEBR funds in decreasing turnaround 

 2 http://www.nlada.org/forensics/for_lib/Documents/1132070952.06/RF_GN_13_NDIS_Data_Standards

%252005_31_05.pdf.
5 NIJ-2016-9089

time of the analysis of forensic DNA and DNA database samples; and to process, record, 

screen and analyze such samples. Increased laboratory capacity and decreased sample 

turnaround time will aid laboratories in reducing the number of forensic DNA and DNA database 

samples awaiting analysis.

Evidence-Based Programs or Practices

OJP strongly emphasizes the use of data and evidence in policy making and program 

development in criminal justice, juvenile justice, and crime victim services. OJP is committed to:

• Improving the quantity and quality of evidence OJP generates.

• Integrating evidence into program, practice, and policy decisions within OJP and the 

field.

• Improving the translation of evidence into practice.

OJP considers programs and practices to be evidence-based when their effectiveness has been 

demonstrated by causal evidence, generally obtained through one or more outcome 

evaluations. Causal evidence documents a relationship between an activity or intervention 

(including technology) and its intended outcome, including measuring the direction and size of a 

change, and the extent to which a change may be attributed to the activity or intervention.

Causal evidence depends on the use of scientific methods to rule out, to the extent possible, 

alternative explanations for the documented change. The strength of causal evidence, based on 

the factors described above, will influence the degree to which OJP considers a program or 

practice to be evidence-based. The OJP CrimeSolutions.gov website is one resource that 

applicants may use to find information about evidence-based programs in criminal justice, 

juvenile justice, and crime victim services.

B. Federal Award Information 

NIJ expects to award up to $64 million under the FY 2016 DNA Capacity Enhancement and 

Backlog Reduction (CEBR) program for a 24-month project period beginning on January 1, 

2017 to December 31 2018. Awards will be made to States and units of local government that 

operate forensic DNA laboratories and/or State-designated DNA database laboratories.

Estimated Amounts for Awards to State and Local Applicants That Operate Forensic DNA 

and/or DNA Database Laboratories

Up to $64 million of these FY 2016 program funds are expected to be awarded to States and 

units of local government that operate forensic DNA laboratories. In general, the aggregate 

amount of FY 2016 funds expected to be awarded to eligible applicants from each State 

(including the State and its units of local government) is based on:
6 NIJ-2016-9089

1. The number of Uniform Crime Report (UCR) Part 1 Violent Crimes3 reported to the FBI 

for 2014.

4

2. The number of Uniform Crime Report (UCR) Part 1 Property Crimes5 reported to the FBI 

for 2014.6

3. The population of the State.7

4. A minimum aggregate amount available to eligible applicants from each State. For FY 

2016, if the aggregate amount, based on the number of UCR Violent Crimes and UCR 

Property Crimes reported to the FBI and on the State’s population, is less than 

$150,000, NIJ expects to increase that aggregate amount to $150,000.

The number of State and local applicants may also affect funding allocations.

See “Appendix A: Estimated Aggregate Amounts Available for Each State — FY 2016” for a 

chart that identifies the estimated aggregate amount for each State (to fund eligible public 

forensic DNA laboratories in the State). 

If there is more than one public DNA laboratory within a State, funds generally are expected to 

be allocated among the eligible applicants on the basis of the UCR Part 1 Violent Crimes, UCR 

Property Crimes, and population of the State, in a fashion that ensures that the total funding 

requested by all applicant agencies from each State does not exceed the aggregate level listed 

for the State in “Appendix A: Estimated Aggregate Amounts Available for Each State — FY 

2016.” NIJ expects applicants from States with multiple eligible applicants to coordinate among 

themselves to set a minimum level of funding for each applicant so that, if practicable, each 

eligible applicant within the State receives a minimum of $150,000, regardless of whether its 

proportion of available funding based on UCR Part 1 Violent Crimes, UCR Property Crimes and 

population of the State reaches $150,000.

If an eligible laboratory does not want to take the minimum aggregate amount of $150,000 (or 

the full portion of the minimum aggregate amount for which it would be eligible), then that 

laboratory must submit official documentation to NIJ stating that it has agreed to cede a portion 

of the minimum aggregate amount to other eligible entities within the State.

All awards are subject to the availability of appropriated funds and to any modifications 

or additional requirements that may be imposed by law.

 3 UCR Part 1 Violent Crimes statistics are published on the FBI website at https://www.fbi.gov/about-us/cjis/ucr/crimein-the-u.s/2014/crime-in-the-u.s.-2014/tables/table-5. 4 Although cases of violent crime against the person are expected to be the priority for forensic casework conducted 

under this solicitation, States and units of local government may use FY 2016 program funds to process, record, 

screen, and analyze any criminal forensic DNA sample awaiting analysis.

5 UCR Part 1 Violent Crimes statistics are published on the FBI website at https://www.fbi.gov/about-us/cjis/ucr/crimein-the-u.s/2014/crime-in-the-u.s.-2014/tables/table-5. 6 Although cases of violent crime against the person are expected to be the priority for forensic casework conducted 

under this solicitation, States and units of local government may use FY 2016 program funds to process, record, 

screen, and analyze any criminal forensic DNA sample awaiting analysis. 7 http://www.census.gov/population/international/data/idb/informationGateway.php.
7 NIJ-2016-9089

Type of Award8

NIJ expects that it will make any award from this solicitation in the form of a grant.

Financial Management and System of Internal Controls

Award recipients and subrecipients (including any recipient or subrecipient funded in response 

to this solicitation that is a pass-through entity9

) must, as described in the Part 200 Uniform 

Requirements set out at 2 C.F.R. 200.303:

a) 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).

b) Comply with federal statutes, regulations, and the terms and conditions of the federal

awards.

c) Evaluate and monitor the recipient’s (and any subrecipient’s) compliance with statutes, 

regulations, and the terms and conditions of federal awards.

d) Take prompt action when instances of noncompliance are identified including

noncompliance identified in audit findings.

e) Take reasonable measures to safeguard protected personally identifiable information 

and other information the federal awarding agency or pass-through entity designates as 

sensitive or the recipient (or any subrecipient) considers sensitive consistent with 

applicable federal, State, local, and tribal laws regarding privacy and obligations of 

confidentiality.

In order to better understand administrative requirements and cost principles, applicants are 

encouraged to enroll, at no charge, in the Department of Justice Grants Financial Management 

Online Training available here.

Budget Information

A. Permissible Uses of Funds — For Forensic DNA Laboratories and DNA Database 

Laboratories

Under this program, in general, eligible applicants are given the opportunity, based on their 

individual needs, to determine what portion of their anticipated funding should be used for 

capacity-building purposes and what portion should be used for analysis of forensic DNA 

and/or DNA database samples.

 8 See generally 31 U.S.C. §§ 6301-6305 (defines and describes various forms of federal assistance relationships, 

including grants and cooperative agreements (a type of grant)). 9 For purposes of this solicitation (or program announcement), “pass-through entity” includes any entity eligible to 

receive funding as a recipient or subrecipient under this solicitation (or program announcement) that, if funded, may 

make a subaward(s) to a subrecipient(s) to carry out part of the funded program.
8 NIJ-2016-9089

In developing requests for funding under this program, applicants should consider whether, 

if awarded, funds requested can be timely obligated and expended within required 

timeframes. All obligations properly incurred by the end of the federal award must be 

liquidated no later than 90 days after the end date of the award. If your award has been 

properly obligated, you will have the full liquidation period for remaining expenditures. The 

liquidation period exists to allow project time to receive ordered goods and make final 

payments. No new obligations may be made during the liquidation period.

Disbursements made by recipients or subrecipients after the end date but within the 

liquidation period must have documentation to demonstrate that the obligation occurred 

before the end date of the award.

1. Salary and benefits of laboratory employees

Funds may be used to hire additional full-time or part-time laboratory employees to 

directly process, record, screen, and/or analyze forensic DNA and/or DNA database 

samples. Funds may also be used to hire additional full-time or part-time laboratory 

employees (excluding executive personnel) to directly perform capacity 

enhancement-specific activities, such as validating new DNA analysis technologies 

for the forensic DNA laboratory and/or the laboratory responsible for analysis of DNA 

database samples. Funds are subject to applicable restrictions on supplanting.

Matching funds are not required.

Note: NIJ makes no assurance that funds will be available for this purpose in future 

award announcements.

(See What an Application Should Include: Budget Detail Worksheet and 

Budget Narrative, page 24).

Federal funds must be used to supplement existing State and local funds for 

program activities and must not supplant those funds that have been appropriated for 

the same purpose.

Please refer to the DOJ Grants Financial Guide, section 2.3 “Standards for 

Financial Management Systems,” for more information on supplanting.

2. Overtime for laboratory staff 

Funds may be used to pay overtime for laboratory employees (excluding executive 

personnel) to directly process, record, screen, and/or analyze forensic DNA and/or 

DNA database samples. Funds may also be used to pay overtime for existing 

laboratory employees to directly perform capacity enhancement-specific activities 

such as validating new DNA analysis technologies for the forensic DNA or DNA 

database laboratory. Any payments for overtime must be in accordance with the 

applicable provisions of the DOJ Financial Guide.

3. Training

Funds may be used for appropriate training of forensic DNA laboratory and DNA 

database laboratory personnel. In general, funds used for training are intended to aid 

personnel in the forensic DNA laboratory and DNA database laboratory to meet 
9 NIJ-2016-9089

continuing education requirements mandated in the DNA Quality Assurance 

Standards established by the Director of the Federal Bureau of Investigation.

• “Appropriate training” includes internal or external training and continuing 

education/training opportunities that are directly related to the forensic DNA 

laboratory or DNA database laboratory operation. 

• Funds used towards travel and registration expenses for appropriate continuing 

education/training opportunities that are associated with professional meetings 

and conferences (including workshops provided at such meetings and 

conferences) are limited to no more than five (5) percent of the total award. 

• Funds used toward travel expenses, registration fees, and required learning aids 

(e.g., textbooks) for appropriate training and continuing education opportunities 

that are not associated with professional meetings and conferences are not 

subject to the five (5) percent cap. 

4. Travel (Limited)

Funds may be used for travel to conduct required site visits to public or private 

accredited laboratories that will be conducting DNA analyses on behalf of the eligible 

State or unit of local government to review procedures and practices prior to initial 

sample shipment; funds may also be used to make one additional unannounced site 

visit.

Funds may be used for travel associated with DNA training, described in section 3 

“Training,” above.

Travel expenses must be reasonable and comply with the applicable provisions of 

the grant award terms and special conditions, the DOJ Financial Guide, the 

recipient’s (and any subrecipient’s) written policies, and DOJ regulations (Part 200 

Uniform Requirements). Justifications for the number of staff traveling and the benefit 

of their attendance at the event must be included.

5. Equipment

In general, funds may be used to upgrade, replace, or purchase laboratory 

equipment, instrumentation and associated computer hardware for the forensic DNA 

and/or the DNA database laboratory. See “Expenses That Are Not Permitted,” below, 

for specific equipment items that are excluded from the FY 2016 program.

Requests for equipment must adequately be justified with the demonstrated need. 

Updates to computer hardware must be based on new technology or software 

upgrades to instrumentation.

6. Supplies

Justification of expenses for supplies must include support for the number of units 

requested and reasoning for the request. Recipients are expected to use expendable 

supplies, including kits, prior to their expiration date and by no later than the end date 

of the award.
10 NIJ-2016-9089

a. Laboratory supplies for validation

Allowable supply expenses include the purchase of laboratory supplies that can 

be directly attributed to the validation of new DNA analysis technologies 

(instruments, processes, or chemistries).

b. Laboratory supplies for DNA sample analysis

Allowable supply expenses include the purchase of laboratory supplies that can 

be directly attributed to the processing, recording, screening, and analysis of 

forensic DNA casework and/or DNA database samples. 

c. Collection kits for database samples

Collection kits for database samples (convicted offender or arrestee) may be 

purchased.

If an applicant (or subrecipient) is a current grantee (or subgrantee) of the NIJ 

DNA Arrestee Collection Process Implementation Grants Program, a justification 

for the purchase of these kits must be included that addresses the issue of 

potential duplicative costs for collection kit requests between the CEBR program 

and the DNA Arrestee Collection Process Implementation Grants program.

7. Contracts

a. Contracts for analysis of forensic DNA casework samples or DNA database 

samples to public or private accredited DNA laboratories

Funds may be used to send forensic DNA and/or DNA database samples to feefor-service laboratories to conduct DNA analyses. Funds may also be used to 

enter into agreements with government-owned laboratories to conduct forensic 

DNA and/or DNA database sample analyses, perform data review, enter eligible 

DNA profiles into CODIS and, where applicable, upload to NDIS. All obligations 

properly incurred by the end of the Federal award must be liquidated no later 

than 90 days after the end date of the award. If your award has been properly 

obligated, you will have the full liquidation period for remaining expenditures. No 

new obligations may be made during the liquidation period. 

Every laboratory that is contracted to conduct forensic DNA or DNA database 

sample analyses under this program must undergo an external audit, not less 

than once every two (2) years, that demonstrates compliance with the 

requirements of the Quality Assurance Standards for Forensic DNA Testing 

Laboratories and/or the Quality Assurance Standards for DNA Database 

Laboratories established by the Director of the Federal Bureau of Investigation, 

and must be accredited by a nonprofit professional organization actively involved 

in forensic science that is nationally recognized within the forensic science 

community.
11 NIJ-2016-9089

b. Contracts for DNA audits

DNA laboratories may establish contracts with vendors (individuals or entities) 

that can provide an external DNA audit once every two (2) years, as required by 

the Quality Assurance Standards for Forensic DNA Testing and DNA Database 

Laboratories established by the Director of the Federal Bureau of Investigation. 

DNA Capacity Enhancement and Backlog Reduction Program funds may not be 

used to defray the cost of an external DNA audit that is part of an accreditation 

inspection/assessment, or of an internal DNA audit.

As part of the decision as to whether to award a contract to a vendor for a DNA 

audit, an award recipient is expected to examine carefully any costs charged by 

the vendor, including auditor fees (costs should not exceed $650 per auditor for 

each day on site) and auditor travel expenses, and to determine whether all such 

charges are reasonable and justified. All audit-related costs must be detailed in 

the budget. Note that NIJ will use the rates established by GSA as a benchmark 

in examining the reasonableness of audit-related travel expenses.

Auditors must meet the requirements specified in the Quality Assurance 

Standards for Forensic DNA Testing and/or DNA Database Laboratories and, in 

addition, must reside outside the State where the laboratory to be audited 

operates. The same auditors cannot be used in consecutive audits, and all 

auditors must sign a conflict of interest and nondisclosure form prior to 

performing any work.

c. Contracts for process mapping or other efficiency studies

Contracts may be established for an outside vendor to conduct a process 

mapping or efficiency type study, such as a Lean Six Sigma-type efficiency 

study, of the DNA laboratory. One of the potential benefits from such approaches 

is highlighted in the following report: Increasing Efficiency of Forensic DNA 

Casework Using Lean Six Sigma Tools.

d. Warranty, service, or maintenance contracts for equipment

Contracts may be established to provide warranty, service, or maintenance 

contracts only for laboratory equipment purchased with funds from an award 

made from the FY 2016 program.

e. Contracts for temporary laboratory employees

Contracts may be established to hire personnel to process, record, screen, and 

analyze forensic DNA casework; to process, record, and analyze DNA database 

samples; or to perform capacity enhancement activities such as validating new 

DNA analysis technologies. Contracts may be established for data review in 

accordance with the Quality Assurance Standards for Forensic DNA Testing and 

DNA Database Laboratories.

10

 10 https://www.fbi.gov/about-us/lab/biometric-analysis/codis/qas_testlabs.
12 NIJ-2016-9089

f. Contracts for validation studies for new DNA analysis technologies

Contracts may be established for an outside vendor to validate new instruments, 

processes, or chemistries within the DNA laboratory.

g. Contracts for in-house training services

Contracts may be established for an outside vendor to provide in-house training 

to laboratory personnel directly involved in the processing, recording, screening, 

and/or analysis of forensic DNA or DNA database samples.

Note: Procurements under awards made under this program are subject to the 

“Procurement Standards” set forth in 2 C.F.R. 200 (“Subpart D — Post Federal 

Award Requirements”) — including the provisions relating to competition — and 

other applicable law. Prior approval from OJP is required for all non-competitive 

procurements in excess of the simplified acquisition threshold (currently 

$150,000).

The Procurement Standards, at 2 C.F.R. §200.317 through §200.326, detail 

requirements and restrictions imposed on non-federal entities (i.e., recipients and 

subrecipients) that use federal assistance funds to procure property or services 

needed to carry out the grant-funded project. 

As a recipient or subrecipient, you must conduct all procurement transactions in 

a manner providing full and open competition consistent with the Procurement 

Standards. Contractors that develop or draft specifications, requirements, 

statements of work, and invitations for bids or requests for proposals must be 

excluded from competing for such procurements.

Sole Source procurement (or, noncompetitive procurement) should be used only 

when use of competitive solicitation procedures like sealed bids, or competitive 

proposals is not applicable to the requirements or is impracticable. All Sole 

Source procurements in excess of the Simplified Acquisition Threshold set in

accordance with 41 U.S.C. 1908 (currently set at $150,000) must receive prior 

approval from the grant-making agency component before entering into the 

contract.

8. Direct administrative expenses 

Up to three (3) percent of the federal portion of an award under this program may be 

used for direct administrative expenses specifically related to grant administration 

and management, including travel and training costs related to federal grant 

management.

9. Costs associated with and including Accreditation

Details regarding the costs associated with accreditation and the justification of these 

costs must be included with the budget narrative.
13 NIJ-2016-9089

10. Software

Allowable software is that which is associated with running the DNA laboratory. 

Allowable purchases may include, but are not limited to, software and licenses 

associated with running DNA instrumentation, software associated with running 

temperature monitoring systems and other quality control systems, licenses for 

existing LIMS for users in the forensic biology and/or DNA laboratory who are directly 

involved in the processing, recording, screening, or analysis of forensic DNA or DNA 

database samples, and software for DNA mixture interpretation.

11. Laboratory Information Management Systems (LIMS)

a. Existing Laboratory Information Systems

Contracts may be established to purchase and install DNA modules to existing

Laboratory Information Management Systems (LIMS), extra licenses for the DNA 

unit users to an existing LIMS system, or software upgrades for an existing LIMS 

or DNA module. NOTE: See the definitions of LIMS and module.

b. Accessories for existing LIMS 

Accessories for existing LIMS in the forensic biology and/or DNA section of the 

laboratory may be purchased. Allowable accessories include items, such as, 

barcode printers and barcode scanners; however, do not include hardware items 

such as laptops, desktop computers, or computer tablets. A detailed justification 

for these items would need to be submitted with the application documents.

For the purposes of this solicitation:

LIMS – a software-based laboratory and information management system with 

features that support a modern laboratory's operations. Key features include, but 

are not limited to, workflow and data tracking support, flexible architecture, and 

data exchange interfaces.

Module – A sample/case tracking component separate from the laboratory’s 

LIMS that functions only for the purposes of the forensic biology/DNA unit. 

NOTE: The module may be a product of the same, or a different, vendor as the 

laboratory’s current LIMS.

B. Expenses That Are Not Permitted

Federal funds awarded under this program may only be used for the permissible uses of 

funds outlined above. Among other things, they may not be used for:

1. Salaries and benefits other than as discussed in section “Permissible Uses of Funds,” 

(See page 7)

2. Travel, other than authorized travel expenses associated with appropriate DNA training 

and visits to outsourcing laboratories as discussed in section “Permissible Uses of 

Funds.” (see page 7)
14 NIJ-2016-9089

3. Testimony and associated travel costs.

4. Construction.

5. Direct administrative expenses that exceed three (3) percent of the federal portion of the 

award.

6. General Office supplies and equipment, including but not limited to, paper, pens, toner, 

printer cartridges, office/modular furniture, chairs, tables, floor mats, “basic supplies” 

etc.)

7. Maintenance and service contracts for existing laboratory equipment.

8. Maintenance and service contracts and licensing agreements for existing Laboratory 

Information Management Systems (LIMS).

9. LIMS hardware or software, other than as stated in section “Permissible Uses of Funds,” 

number 10.

10. Renovation costs for ordinary rearrangements, alterations, or restorations of the facility.

11. Purchase of equipment or technologies that have not been approved for use by the 

National DNA Index System (NDIS), including personnel and supply costs that would be 

needed to validate equipment or technologies not approved for use by NDIS. This 

includes Rapid DNA Analysis instruments proposing to be used in a way not compatible 

with the FBI’s Addendum to the QAS for Rapid DNA Analysis.

11

Rapid DNA, or Rapid DNA Analysis, describes the fully automated (hands-free) process 

of developing a CODIS Core STR profile from a reference sample buccal swab. The 

“swab in – profile out” process consists of automated extraction, amplification, 

separation, detection and allele calling without human intervention.

12. Work that is funded under another federal award. Recipients and subrecipients are 

prohibited from commingling funds on either a program-by-program or project-by-project 

basis.

13. Any items not directly related to Capacity Enhancement or Backlog Reduction.

14. Indirect costs.

15. Costs incurred outside of the project period.

16. Executives, such as the president or executive director of an organization, may not be 

reimbursed for overtime or compensatory overtime under grants and cooperative 

agreements.

 11 https://www.fbi.gov/about-us/lab/biometric-analysis/codis/rapid-dna-addendum-to-qas-final-effective-12-1-2014.
15 NIJ-2016-9089

Program Income

If funded, applicants must declare program income on quarterly and final Federal Financial 

Reports (SF 425) if your laboratory charges a fee for DNA testing services.

Program income means gross income earned by the non-federal entity that is directly generated 

by a supported activity or earned as a result of the federal award during the period of 

performance. See 2 C.F.R. § 200.80(definition of “Program Income”). Non-federal entities are 

encouraged to earn income to defray program costs where appropriate. See 2 C.F.R. § 

200.307(a).

Cost Sharing or Matching Requirement

This solicitation does not require a match. However, if a successful application proposes a 

voluntary match amount, and OJP approves the budget, the total match amount incorporated 

into the approved budget becomes mandatory and subject to audit.

Pre-Agreement Cost (also known as Pre-award Cost) Approvals

Pre-agreement costs are costs incurred by the applicant prior to the start date of the period of 

performance of the grant award.

OJP does not typically approve pre-agreement costs; an applicant must request and obtain the 

prior written approval of OJP for all such costs. If approved, pre-agreement costs could be paid 

from grant funds consistent with a grantee’s approved budget, and under applicable cost 

standards. However, all such costs prior to award and prior to approval of the costs are incurred 

at the sole risk of an applicant. Generally, no applicant should incur project costs before

submitting an application requesting federal funding for those costs. Should there be 

extenuating circumstances that appear to be appropriate for OJP’s consideration as preagreement costs, the applicant should contact the point of contact listed on the title page of this 

announcement for details on the requirements for submitting a written request for approval. See 

the section on Costs Requiring Prior Approval in the Financial Guide, for more information.

Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs

OJP strongly encourages applicants that propose to use award funds for any conference-, 

meeting-, or training-related activity to review carefully—before submitting an application—the 

OJP policy and guidance on conference approval, planning, and reporting available 

at www.ojp.gov/financialguide/PostawardRequirements/chapter3.10a.htm. OJP policy and 

guidance (1) encourage minimization of conference, meeting, and training costs; (2) require 

prior written approval (which may affect project timelines) of most conference, meeting, and 

training costs for cooperative agreement recipients and of some conference, meeting, and 

training costs for grant recipients; and (3) set cost limits, including a general prohibition of all 

food and beverage costs.

Costs Associated with Language Assistance (if applicable)

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 
16 NIJ-2016-9089

to provide meaningful access to services or benefits may include interpretation or translation 

services where appropriate.

For additional information, see the "Civil Rights Compliance" section under “Solicitation 

Requirements” in OJP’s Funding Resource Center.

C. Eligibility Information

For eligibility information, see Title page.

For additional information on cost sharing or matching requirements, see Section B. Federal

Award Information.

Limit on Number of Application Submissions

If an applicant submits multiple versions of the same application, NIJ will review only the most 

recent system-validated version submitted. For more information on system-validated versions, 

see How to Apply.

D. Application and Submission Information

What an Application Should Include

Applicants should anticipate that if they fail to submit an application that contains all of the 

specified elements, it may negatively affect the review of their application; and, should a 

decision be made to make an award, it may result in the inclusion of special conditions that 

preclude the recipient from accessing or using award funds pending satisfaction of the 

conditions.

Applicants may combine the Budget Narrative and the Budget Detail Worksheet in one 

document. However, if an applicant submits only one budget document, it must contain both

narrative and detail information. Please review the “Note on File Names and File Types” 

under How to Apply to be sure applications are submitted in permitted formats.

OJP strongly recommends that applicants use appropriately descriptive file names (e.g., 

“Program Narrative,” “Budget Detail Worksheet and Budget Narrative,” “Timelines,” 

“Memoranda of Understanding,” “Résumés”) for all attachments. Also, OJP recommends that 

applicants include résumés in a single file.

1. 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 preapplications, applications, and related information. GMS takes information from the 

applicant’s profile to populate the fields on this form. When selecting "type of applicant," if 

the applicant is a for-profit entity, select "For-Profit Organization" or "Small Business" (as 

applicable).

Intergovernmental Review: This funding opportunity is subject to Executive Order 12372. 

Applicants may find the names and addresses of their State’s Single Point of Contact 

(SPOC) at the following website: www.whitehouse.gov/omb/grants_spoc/. Applicants whose 
17 NIJ-2016-9089

State appears on the SPOC list must contact their State’s SPOC to find out about, and 

comply with, the State’s process under Executive Order 12372. In completing the SF-424, 

applicants whose State appears on the SPOC list are to make the appropriate selection in 

response to question 19 once the applicant has complied with their State’s E.O. 12372 

process. (Applicants whose State does not appear on the SPOC list are to make the 

appropriate selection in response to question 19 to indicate that the “Program is subject to 

E.O. 12372 but has not been selected by the State for review.”)

2. Project Abstract

Applications should include a high-quality project abstract that summarizes the proposed 

project in 400 words or less. Project abstracts should be the following:—

• Written for a general public audience.

• Submitted as a separate attachment with “Project Abstract” as part of its file name.

• Single-spaced, using a standard 12-point font (Times New Roman) with 1-inch margins.

As a separate attachment, the project abstract will not count against the page limit for the 

program narrative.

3. Program Narrative

The program narrative must specifically describe the manner in which the DNA Capacity 

Enhancement and Backlog Reduction grant funds will be used to conduct DNA analysis to 

process, record, screen, and analyze forensic DNA and/or DNA database samples, and to 

increase the capacity of eligible forensic DNA and DNA database laboratories to process 

more DNA samples, thereby helping to reduce the number of forensic DNA and DNA 

database samples awaiting analysis.

The following sections should be included as part of the program narrative:

a. Eligibility Statement Should Include:

a. Information or documentation that any crime laboratory that would receive 

funding under this program is a State designated existing crime laboratory that 

conducts analysis of DNA sample and/or DNA database samples

b. Statement or documentation that all eligible DNA profiles obtained with funding 

from this program will be entered into the Combined DNA Index System (CODIS) 

and, where applicable, uploaded to the National DNA Index System (NDIS).

c. Statement that all DNA analysis performed under this program will be maintained 

under applicable federal privacy requirements.

d. Statement acknowledging that any crime laboratory that would receive funding 

under this program must follow NDIS DNA Data Acceptance Standards for all 

profiles uploaded to NDIS.
18 NIJ-2016-9089

b. Statement of the Problem

a. Applicants should discuss identified bottlenecks in the DNA analysis process.

c. Project Design and Implementation.

a. This section should address the goals, objectives, and expected results of the 

applicant’s proposal.

b. A detailed plan showing how the applicant intends to use FY 2016 CEBR 

Program funds to meet the programmatic goals of this solicitation: reducing DNA 

sample turnaround time, increasing the throughput of the public DNA laboratory,

and reducing the number of forensic DNA and/or DNA database samples 

awaiting analysis. The goals and/or objectives should not be the purchase of 

cost items or a restating of the budget request, but should be what 

processes, policy, or technology implementation this project will introduce to the 

agency to reduce turnaround time, increase throughput, and reduce the number 

of DNA samples awaiting analysis.

This plan must include a detailed timeline for the project (e.g., for the 

procurement, validation, and implementation of any new equipment; for the 

implementation of new chemistries; for the implementation of personnel costs 

(hiring and/or overtime); for the execution of contracts; etc.).

c. Applicants should discuss how they intend to address bottlenecks in the DNA 

analysis process.

d. Applicants should also provide descriptions of any observed and/or anticipated 

increases in DNA submissions that would be expected to significantly impact the 

DNA laboratory’s backlog and/or capacity that may negatively impact the 

project’s expected results.

e. Applicants seeking funds for processing, recording, screening, and analysis of 

forensic DNA cases and/or DNA database samples must make a statement of 

the estimated number of forensic DNA cases and/or DNA database samples that 

can be processed, recorded, screened, and analyzed within the 24-month project 

period. 

d. Capabilities and Competencies.

a. The applicant must identify proposed project staff, including any and all 

individuals (and organization) who will be significantly involved in substantive 

aspects of the proposal and provide their qualifications and experience.

b. The applicant organization must demonstrate their ability to manage the effort.

c. The applicant must also show the relationship between the 

capabilities/competencies of the proposed staff (including the applicant 

organization) and the scope of the proposed project.
19 NIJ-2016-9089

e. Plan for Collecting the Data Required for this Solicitation’s Performance Measures.

The data collection plan is a description of the applicant’s plan for collecting the data 

required for the solicitation’s performance measures. Applicants should discuss this plan 

in detail in their applications. The plan should describe how the performance measure 

data will be derived, state who will be responsible for collecting the data, and state that 

the data will be available for review three (3) years post award, as required. The data 

collection plan should be rigorous to ensure that the performance measure data 

provided are accurate, auditable, and correctly measure the impact of the federal funds 

provided. 

The data collection plan should clearly describe both the method for the collection and 

tracking of performance measure data produced as a result of federal assistance 

provided under this solicitation and the method for reporting such data on a semi-annual 

basis. For projects that include forensic DNA casework and/or DNA database sample 

testing activities and objectives, the data collection plan should also include an 

explanation of how the tracking and reporting methods will avoid the possibility of 

“double counting” forensic DNA cases and/or DNA database samples affected by federal 

funds.

The applicant should also provide their policy on validating performance measure data at 

the applicant level, including who is responsible for the process of collecting and 

calculating the data, who is responsible for quality control of the data, and how the data 

will be stored.

NOTE: The form fillable project narrative template previously supplied in the DNA 

Grantees Newsletter will not be accepted.

To demonstrate program progress and success, as well as, to assist the Department with 

fulfilling its responsibilities under the Government Performance and Results Act of 1993 

(GPRA), Public Law 103-62, and the GPRA Modernization Act of 2010, Public Law 111–352,

applicants that receive funding under this solicitation must provide data that measure the results 

of their work done under this solicitation. OJP will require any award recipient, post award, to 

provide the data requested in the “Data Grantee Provides” column so that OJP can calculate 

values for the “Performance Measures” column. Performance measures for this solicitation are 

as follows:
20 NIJ-2016-9089

Objective Performance Measure(s) Data Grantee Provides

Improve the DNA 

analysis capacity of 

existing State and local 

government crime 

laboratories that 

conduct forensic DNA 

analysis.

Increase in DNA analysis 

throughput for the laboratory.

Average number of forensic DNA 

samples analyzed per analyst per 

month at the beginning of the award 

period.

Average number of forensic DNA 

samples analyzed per analyst per 

month at the end of the reporting 

period.

Reduction in response time for 

requests.

Average number of days between 

the submission of a request, by type, 

for forensic biology/DNA analysis to 

the laboratory and the delivery of the 

test results at the beginning of the 

award period.

Average number of days between 

the submission of a request, by type, 

for forensic biology/DNA analysis to 

the laboratory and the delivery of the 

test results at the end of the 

reporting period.

Reduce backlogged 

forensic DNA casework 

in State and local 

government crime 

laboratories

Percentage decrease in DNA 

backlog.12

Number of backlogged forensic 

biology/DNA cases at the beginning 

of the award period.

Number of backlogged forensic 

biology/DNA cases, at the end of the 

reporting period.

Number of forensic biology/DNA 

cases analyzed.

Enter DNA profiles into 

the FBI’s National DNA 

Index System using 

CODIS version 7.0

Percent of DNA Profiles resulting 

in a CODIS match.

Number of DNA profiles from 

forensic analysis entered into 

CODIS.

Number of CODIS hits.

 12 A backlogged case is defined as a forensic biology/DNA case that has not been completed within 30 days of 

receipt in the laboratory.
21 NIJ-2016-9089

DNA database laboratories will provide the following data for performance measures.

Objectives Performance Measure(s) Data Grantee Provides

Improve the capacity of 

laboratories that conduct 

DNA analysis on 

convicted offender 

and/or arrestee DNA 

samples (DNA database 

samples).

Increase in DNA analysis 

throughput for the laboratory.

Average number of DNA database 

samples analyzed per analyst per 

month at the beginning of the award 

period. 

Average number of DNA database 

samples analyzed per analyst per 

month at the end of the reporting 

period.

Reduction in response time for 

requests.

Average number of days between 

the submission of a DNA database 

sample to the laboratory and the 

upload of the profile to CODIS at the 

beginning of the award period.

Average number of days between 

the submission of a DNA database 

sample to the laboratory and the 

upload of the profile to CODIS at the 

end of the award period.

Reduce the backlog of 

convicted offender 

and/or arrestee DNA 

samples (DNA database 

samples).

Percent decrease in DNA 

backlog.13

Number of backlogged DNA 

database samples at the beginning 

of the award period.

Number of backlogged DNA 

database samples at the end of the 

award period.

Number of DNA database samples 

analyzed.

Enter DNA profiles into 

the FBI’s National DNA 

Index System using 

CODIS version 7.0

Percent of DNA profiles resulting 

in a CODIS match.

Number of DNA profiles from 

forensic analyses entered into 

CODIS.

Number of CODIS hits.

NIJ does not require applicants to submit performance measures data with their application. 

Performance measures are included as an alert that NIJ will require successful applicants to 

submit specific data as part of their reporting requirements. For the application, applicants 

should indicate an understanding of these requirements and discuss how they will gather the 

required data, should they receive funding.

To assist NIJ in determining baseline national backlogs, all applicants are asked to supply the 

baseline backlog data requested in the following table as part of their program narrative. If the 

applicant has State DNA database laboratory responsibilities, the request encompasses 

 13 A backlogged case is defined as a forensic biology/DNA case that has not been completed within 30 days of 

receipt in the laboratory.
22 NIJ-2016-9089

backlog data for the database laboratory, regardless of whether assistance is being sought for 

the database operation.

Baseline Backlog Data

Casework Laboratories

Number of untested/not completed forensic biology/DNA cases on hand on 

January 1, 2015.

Number of untested/not completed forensic biology/DNA cases more than 30 

days old (backlogged) on January 1, 2015.

Please estimate percentage of these cases that were from property crimes.

Number of new cases for forensic biology/DNA received in 2015.

Please estimate percentage of these cases that were from property crimes.

Total number of forensic biology/DNA cases completed in 2015.

Please estimate percentage of these cases that were property crimes.

Forensic biology/DNA cases closed by administrative means in 2015.

Number of untested/not completed forensic biology/DNA cases on hand on 

December 31, 2015.

Number of untested/not completed forensic biology/DNA cases more than 30 

days old (backlogged) on December 31, 2015.

The average number of days needed to complete (including peer review and 

report) non-priority forensic DNA cases for calendar year 2015. Please 

indicate violent crime time with a “V” and the nonviolent crime time with 

“NV.” If the applicant cannot separate violent and nonviolent cases, give the 

number with no other markings.
23 NIJ-2016-9089

Database Laboratories

Convicted Offender Samples

The number of untested/not completed convicted offender samples on hand 

on January 1, 2015.

The number of untested/not completed convicted offender samples more 

than 30 days old (backlogged) as of January 1, 2015.

The number of new convicted offender samples received in 2015.

The total number of convicted offender samples completed in 2015.

Samples closed by administrative means (duplicates, non-authorized 

samples, etc.) in 2015.

Number of untested/not completed convicted offender samples on December 

31, 2015.

Number of untested/not completed convicted offender samples more than 30 

days old (backlogged) on December 31, 2015.

Average number of days to complete the processing of a convicted offender 

sample (including upload to CODIS) for calendar year 2015.

Arrestee Samples

The number of untested/not completed arrestee samples on hand as of 

January 1, 2015.

The number of untested/not completed arrestee samples more than 30 days 

old (backlogged) on January 1, 2015.

The number of new arrestee samples received in 2015.

The total number of arrestee samples completed in 2015.

Samples closed by administrative means (duplicates, non-authorized 

samples, etc.) in 2015.

Number of untested/not completed arrestee samples on December 31, 2015.

Number of untested/not completed arrestee samples more than 30 days old 

(backlogged) on December 31, 2015.

Average number of days to complete the processing of an arrestee sample 

(including upload to CODIS) for calendar year 2015.

Definitions for Requested Baseline Backlog Data

Backlogged forensic biology/DNA case—A forensic biology/DNA case that has not been 

completed within 30 days of receipt in the laboratory.

Backlogged DNA database sample—A DNA database sample that has not been uploaded to 

CODIS within 30 days of receipt in the laboratory.

Case—analysis request for examination in one forensic investigation area (forensic 

biology/DNA for this purpose).

DNA—For the purposes of determining baseline national backlogs for casework laboratories, 

“DNA” will be considered to be biology screening (the location, screening, identification, and 
24 NIJ-2016-9089

characterization of blood and other biological stains and substances) and/or DNA analysis (the 

identification and comparison of DNA in biological samples). For the purpose of determining 

baseline national backlogs for database laboratories, “DNA” will be considered the testing of 

DNA in biological samples collected from convicted offenders and/or arrestees, and subsequent 

upload to CODIS databases.

Note on Project Evaluations

Applicants that propose to use funds awarded through this solicitation to conduct project 

evaluations should be aware that certain project evaluations (such as systematic investigations 

designed to develop or contribute to generalizable knowledge) may constitute “research” for 

purposes of applicable DOJ human subjects protection regulations. However, project 

evaluations that are intended only to generate internal improvements to a program or service, or 

are conducted only to meet OJP’s performance measure data reporting requirements likely do 

not constitute “research.” Applicants should provide sufficient information for OJP to determine 

whether the particular project they propose would either intentionally or unintentionally collect 

and/or use information in such a way that it meets the DOJ regulatory definition of research.

Research, for the purposes of human subjects protections for OJP-funded programs, is defined 

as, “a systematic investigation, including research development, testing, and evaluation, 

designed to develop or contribute to generalizable knowledge” 28 C.F.R. § 46.102(d). For 

additional information on determining whether a proposed activity would constitute research, 

see the decision tree to assist applicants on the “Research and the Protection of Human 

Subjects” section of the OJP's Funding Resource Center. Applicants whose proposals may 

involve a research or statistical component also should review the “Data Privacy and 

Confidentiality Requirements” section on that web page.

4. Budget Detail Worksheet and Budget Narrative

a. Budget Detail Worksheet

A sample Budget Detail Worksheet can be found 

at www.ojp.gov/funding/Apply/Resources/BudgetDetailWorksheet.pdf. Applicants that 

submit their budget in a different format should include the budget categories listed in 

the sample budget worksheet. The Budget Detail Worksheet should be broken down by 

year.

For questions pertaining to budget and examples of allowable and unallowable costs, 

see the Financial Guide at http://ojp.gov/financialguide/DOJ/index.htm.

NOTE: Budget detail worksheet and budget narrative forms previously supplied in 

the DNA Grantees Newsletter will not be accepted.

b. Budget Narrative

The budget narrative should thoroughly and clearly describe every category of expense 

listed in the Budget Detail Worksheet. OJP expects proposed budgets to be complete, 

cost effective, and allowable (e.g., reasonable, allocable, and necessary for project 

activities).
25 NIJ-2016-9089

Applicants should demonstrate in their budget narratives how they will maximize cost 

effectiveness of grant 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.

The narrative should be mathematically sound and correspond with the information and 

figures provided in the Budget Detail Worksheet. The narrative should explain how the 

applicant estimated and calculated all costs, and how they are relevant to the completion 

of the proposed project. The narrative may include tables for clarification purposes but 

need not be in a spreadsheet format. As with the Budget Detail Worksheet, the Budget 

Narrative should be broken down by year.

c. Procurement Contracting Documentation in Applications

The application should clearly identify and include details regarding any anticipated 

procurements to be conducted under the award, including dollar estimates anticipated 

for planned procurements of goods or services and a description of the procurement 

method(s) to be followed. Applicants should anticipate that, if awarded, access to grant 

funds may be withheld until OJP receives sufficient information and detail (including but 

not limited to budget detail and, as applicable, procurement documentation) to complete

its review of the applicant’s (or any subrecipient’s) plans to contract out work under the 

award.

d. Non-Competitive Procurement Contracts In Excess of Simplified Acquisition 

Threshold

If an applicant proposes to make one or more non-competitive procurements of products 

or services, where the non-competitive procurement will exceed the simplified 

acquisition threshold (also known as the small purchase threshold), which is currently 

set at $150,000, the application should address the considerations outlined in 

the Financial Guide.

e. Pre-Agreement Costs

For information on pre-agreement costs, see “Pre-Agreement Cost Approvals” 

under Section B. Federal Award Information.

5. Indirect Cost Rate Agreement (if applicable)

Indirect costs are not permitted under this program.

6. Applicant Disclosure of High-Risk Status

Applicants are to disclose whether they are currently designated high-risk by another federal

grant making agency. This includes any status requiring additional oversight by the federal

agency due to past programmatic or financial concerns. If an applicant is designated highrisk by another federal grant making agency, you must email the following information 

to OJPComplianceReporting@usdoj.gov at the time of application submission:
26 NIJ-2016-9089

• The federal agency that currently designated the applicant as high-risk.

• Date the applicant was designated high-risk.

• The high-risk point of contact name, phone number, and email address, from that 

federal agency.

• Reasons for the high-risk status.

OJP seeks this information to ensure appropriate federal oversight of any grant award. 

Disclosing this high risk information does not disqualify any organization from receiving an 

OJP award. However, additional grant oversight may be included, if necessary, in award 

documentation.

7. Additional Attachments

a. Proof of DNA Laboratory Accreditation

Acceptable types of documentation of current accreditation include: an electronic 

(scanned) copy of the current accreditation certificate(s), a digital photograph of the 

current accreditation certificate(s), or a letter from the accrediting body that includes the 

certificate number. Additionally, if a certificate references another document that 

contains key information on the type or scope of the accreditation, provide a copy of that 

supplemental documentation.

b. Certification of Non-supplanting

Applicants should include a written certification from the applicant, at the time of 

application submittal into GMS, an agency letterhead from the Authorized 

Representative that “Federal funds will be used to supplement existing State and 

local funds for program activities and will not supplant those funds that have been 

appropriated for the same purpose.”

c. Declaration that the Laboratory Charges a fee for DNA Testing Services (if 

applicable) (see page 15).

d. Applicant Disclosure of Pending Applications

Applicants are to disclose whether they have pending applications for federally-funded 

grants or subgrants (including cooperative agreements) that include requests for funding 

to support the same project being proposed under this solicitation and will cover the 

identical cost items outlined in the budget narrative and worksheet in the application 

under this solicitation. The disclosure should include both direct applications for federal

funding (e.g., applications to federal agencies) and indirect applications for such funding 

(e.g., applications to State agencies that will subaward federal funds).

OJP seeks this information to help avoid any inappropriate duplication of funding. 

Leveraging multiple funding sources in a complementary manner to implement 

comprehensive programs or projects is encouraged and is not seen as inappropriate 

duplication.
27 NIJ-2016-9089

SAMPLE

Applicants that have pending applications as described above are to provide the 

following information about pending applications submitted within the last 12 months:

• The federal or State funding agency.

• The solicitation name/project name.

• The point of contact information at the applicable funding agency.

Applicants should include the table as a separate attachment to their application. The file 

should be named “Disclosure of Pending Applications.” Applicants that do not have 

pending applications as described above are to include a statement to this effect in the 

separate attachment page (e.g., “[Applicant Name on SF-424] does not have pending 

applications submitted within the last 12 months for federally funded grants or subgrants 

(including cooperative agreements) that include requests for funding to support the same 

project being proposed under this solicitation and will cover the identical cost items 

outlined in the budget narrative and worksheet in the application under this solicitation.”).

9. Financial Management and System of Internal Controls Questionnaire

In accordance with the Part 200 Uniform Requirements as set out at 2 C.F.R. 200.205, 

federal agencies must have in place a framework for evaluating the risks posed by 

applicants before they receive a federal award. To facilitate part of this risk evaluation, all

applicants (other than an individual) are to download, complete, and submit this form.

10. Disclosure of Lobbying Activities

Any applicant that expends any funds for lobbying activities is to provide the detailed 

information requested on the form, Disclosure of Lobbying Activities (SF-LLL).

How to Apply

Applicants must submit applications through the Grants Management System (GMS), which 

provides support for the application, award, and management of awards at OJP. Applicants 

must register in GMS for each specific funding opportunity. Although the registration and 

Federal or 

State 

Funding 

Agency 

Solicitation 

Name/Project 

Name

Name/Phone/E-mail for Point of Contact at 

Funding Agency

DOJ/COPS COPS Hiring 

Program

Jane Doe, 202/000-0000; jane.doe@usdoj.gov

HHS/ 

Substance 

Abuse & 

Mental Health 

Services 

Administration

Drug Free 

Communities 

Mentoring Program/ 

North County Youth 

Mentoring Program

John Doe, 202/000-0000; john.doe@hhs.gov
28 NIJ-2016-9089

submission deadlines are the same, OJP urges applicants to register promptly, especially if 

this is their first time using the system. Find complete instructions on how to register and submit 

an application in GMS at www.ojp.gov/gmscbt/. Applicants that experience technical difficulties 

during this process should email GMS.HelpDesk@usdoj.gov or call 888-549-9901 (option 3), 

Monday–Friday from 6:00 a.m. to midnight, Eastern Time, except federal holidays. OJP 

recommends that applicants register promptly to prevent delays in submitting an application 

package by the deadline.

Note on File Types: GMS does not accept executable file types as application 

attachments. These disallowed file types include, but are not limited to, the following 

extensions: “.com,” “.bat,” “.exe,” “.vbs,” “.cfg,” “.dat,” “.db,” “.dbf,” “.dll,” “.ini,” “.log,” “.ora,” “.sys,” 

and “.zip.” 

OJP may not make a federal award to an applicant organization until the applicant organization 

has complied with all applicable DUNS and SAM requirements. If an applicant has not fully 

complied with the requirements by the time the federal awarding agency is ready to make a 

federal award, the federal awarding agency may determine that the applicant is not qualified to 

receive a federal award and use that determination as a basis for making a federal award to 

another applicant.

All applicants should complete the following steps:

1. Acquire a Data Universal Numbering System (DUNS) number. In general, the Office of 

Management and Budget requires that all applicants (other than individuals) for federal

funds include a DUNS number in their application for a new award or a supplement to an 

existing award. A DUNS number is a unique nine-digit sequence recognized as the 

universal standard for identifying and differentiating entities receiving federal funds. The 

identifier is used for tracking purposes and to validate address and point of contact 

information for federal assistance applicants, recipients, and subrecipients. The DUNS 

number will be used throughout the grant life cycle. Obtaining a DUNS number is a free, 

one-time activity. Call Dun and Bradstreet at 866-705-5711 to obtain a DUNS number or 

apply online at www.dnb.com. A DUNS number is usually received within 1-2 business days.

2. Acquire registration with the System for Award Management (SAM). SAM is the 

repository for standard information about federal financial assistance applicants, recipients, 

and subrecipients. OJP requires that all applicants (other than individuals) for federal

financial assistance maintain current registrations in the SAM database. Applicants must 

update or renew their SAM registration annually to maintain an active status. SAM 

registration and renewal can take as long as 10 business days to complete.

Information about SAM registration procedures can be accessed at www.sam.gov.

3. Acquire a GMS username and password. New users must create a GMS profile by 

selecting the “First Time User” link under the sign-in box of the GMS home page. For more

information on how to register in GMS, go to www.ojp.gov/gmscbt.

4. Verify the SAM (formerly CCR) registration in GMS. OJP requests that all applicants 

verify their SAM registration in GMS. Once logged into GMS, click the “CCR Claim” link on 

the left side of the default screen. Click the submit button to verify the SAM (formerly CCR) 

registration.
29 NIJ-2016-9089

5. Search for the funding opportunity on GMS. After logging into GMS or completing the 

GMS profile for username and password, go to the “Funding Opportunities” link on the left 

side of the page. Select NIJ and the FY 2016 DNA Capacity Enhancement and Backlog 

Reduction (CEBR) Program.

6. Register by selecting the “Apply Online” button associated with the funding 

opportunity title. The search results from step 5 will display the funding opportunity title 

along with the registration and application deadlines for this funding opportunity. Select the 

“Apply Online” button in the “Action” column to register for this funding opportunity and 

create an application in the system.

7. Follow the directions in GMS to submit an application consistent with this 

solicitation. Once submitted, GMS will display a confirmation screen stating the submission 

was successful. Important: In some instances, applicants must wait for GMS approval 

before submitting an application. OJP urges applicants to submit the application at least 72 

hours prior to the application due date.

Note: Duplicate Applications

If an applicant submits multiple versions of the same application, NIJ will review only the most 

recent system-validated version submitted. See Note on “File Names and File Types”

under How to Apply.

Experiencing Unforeseen GMS Technical Issues

Applicants that experience unforeseen GMS technical issues beyond their control that prevent 

them from submitting their application by the deadline must contact the GMS Help Desk or 

the SAM Help Desk (Federal Service Desk) to report the technical issue and receive a tracking 

number. Then the applicant must email the NIJ contact identified in the Contact Information 

section on page 2 within 24 hours after the application deadline and request approval to 

submit their application. The email must describe the technical difficulties and include a timeline 

of the applicant’s submission efforts, the complete grant application, the applicant’s DUNS 

number, and any GMS Help Desk or SAM tracking number(s). Note: NIJ does not approve 

requests automatically. After the program office reviews the submission, and contacts the 

GMS Help Desk to validate the reported technical issues, OJP will inform the applicant whether 

the request to submit a late application has been approved or denied. If OJP determines that 

the applicant failed to follow all required procedures, which resulted in an untimely application 

submission, OJP will deny the applicant’s request to submit their application.

The following conditions are generally insufficient to justify late submissions:

• Failure to register in SAM or GMS in sufficient time. (SAM registration and renewal can 

take as long as 10 business days to complete)

• Failure to follow GMS instructions on how to register and apply as posted on the GMS 

website.

• Failure to follow each instruction in the OJP solicitation.
30 NIJ-2016-9089

• Technical issues with the applicant’s computer or information technology environment, 

including firewalls.

E. Application Review Information

Review Process

OJP is committed to ensuring a fair and open process for awarding grants. NIJ reviews the 

application to make sure that the information presented is reasonable, understandable, 

measurable, and achievable, as well as consistent with the solicitation. NIJ will also review 

applications to ensure statutory requirements have been met.

OJP reviews applications for potential awards to evaluate the risks posed by applicants before 

they receive an award. This review may include but is not limited to the following:

1. Financial stability and fiscal integrity.

2. Quality of management systems and ability to meet the management standards 

prescribed in the Financial Guide.

3. History of performance.

4. Reports and findings from audits.

5. The applicant's ability to effectively implement statutory, regulatory, or other 

requirements imposed on award recipients.

Absent explicit statutory authorization or written delegation of authority to the contrary, the 

Assistant Attorney General will make all final award decisions.

F. Federal Award Administration Information

Federal Award Notices

OJP sends award notification by email through GMS to the individuals listed in the application 

as the point of contact and the authorizing official. The email notification includes detailed 

instructions on how to access and view the award documents, and how to accept the award in 

GMS. GMS automatically issues the notifications at 9:00 p.m. eastern time on the award date

(by September 30, 2016). Recipients will be required to login; accept any outstanding 

assurances and certifications on the award; designate a financial point of contact; and review, 

sign, and accept the award. The award acceptance process involves physical signature of the 

award document by the authorized representative and the scanning of the fully-executed award 

document to OJP.

Administrative, National Policy, and other Legal Requirements

If selected for funding, in addition to implementing the funded project consistent with the 

agency-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 which will be included in the award, incorporated into the award by reference, or are 
31 NIJ-2016-9089

otherwise applicable to the award. OJP strongly encourages prospective applicants to review 

the information pertaining to these requirements prior to submitting an application. To assist 

applicants and recipients in accessing and reviewing this information, OJP has placed pertinent 

information on its Solicitation Requirements page of OJP's Funding Resource Center website.

Please note in particular the following two forms, which applicants must accept in GMS prior to 

the receipt of any award funds, as each details legal requirements with which applicants must

provide specific assurances and certifications of compliance. Applicants may view these forms 

in the Apply section of OJP’s Funding Resource Center and are strongly encouraged to review 

and consider them carefully prior to making an application for OJP grant funds.

• Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility 

Matters; and Drug-Free Workplace Requirements.

• Standard Assurances.

Upon grant approval, OJP electronically transmits (via GMS) the award document to the 

prospective award recipient. In addition to other award information, the award document 

contains award terms and conditions that specify national policy requirements14 with which 

recipients of federal funding must comply; uniform administrative requirements, cost principles, 

and audit requirements; and program-specific terms and conditions required based on 

applicable program (statutory) authority or requirements set forth in OJP solicitations and 

program announcements, and other requirements which may be attached to appropriated 

funding. For example, certain efforts may call for special requirements, terms, or conditions 

relating to intellectual property, data/information-sharing or -access, or information security; or 

audit requirements, expenditures and milestones, or publications and/or press releases. OJP 

also may place additional terms and conditions on an award based on its risk assessment of the 

applicant, or for other reasons it determines necessary to fulfill the goals and objectives of the 

program.

Prospective applicants may access and review the text of mandatory conditions OJP includes in 

all OJP awards, as well as the text of certain other conditions, such as administrative conditions, 

via OJP’s Mandatory Award Terms and Conditions page of OJP's Funding Resource Center.

General Information about Post-Federal Award Reporting Requirements

Recipients must submit quarterly financial reports, semi-annual progress reports, final financial 

and progress reports, and, if applicable, an annual audit report in accordance with the Part 200 

Uniform Requirements. Future awards and fund drawdowns may be withheld if reports are 

delinquent.

Special Reporting requirements may be required by OJP depending on the statutory, legislative 

or administrative requirements of the recipient or the program.

NOTE: Progress report templates previously supplied in the DNA Grantees Newsletter 

will not be accepted.

 14 See generally 2 C.F.R. 200.300 (provides a general description of national policy requirements typically applicable 

to recipients of federal awards, including the Federal Funding Accountability and Transparency Act of 2006 (FFATA)).
32 NIJ-2016-9089

Progress report narratives should include a summary of project goals, the activities performed 

during the reporting period, and the effects of these activities toward achieving each goal. 

Narratives should also include descriptions of any observed increases in evidence submissions 

as well as any issues which may negatively impact goals. The Final progress report must 

include a summary and assessment of the program carried out with the FY 2016 award, 

including cumulative performance measure data over the entire project period.

G. Federal Awarding Agency Contact(s)

For Federal Awarding Agency Contact(s), see title page.

For contact information for GMS, see title page.

H. Other Information

Provide Feedback to OJP

To assist OJP 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 process. Provide feedback to OJPSolicitationFeedback@usdoj.gov.

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 directly contact the appropriate number or email listed on the front of this solicitation 

document. These contacts are provided to help ensure that you can directly reach an individual 

who can address your specific questions in a timely manner.

If you are interested in being a reviewer for other OJP grant applications, please email your 

résumé to ojppeerreview@lmsolas.com. The OJP Solicitation Feedback email account will not 

forward your résumé. Note: Neither you nor anyone else from your organization can be a peer 

reviewer in a competition in which you or your organization have submitted an application.
33 NIJ-2016-9089

Application Checklist

FY 2016 DNA Capacity Enhancement and Backlog Reduction (CEBR) 

Program

This application checklist has been created to assist in developing an application.

What an Applicant Should Do:

Prior to Registering in GMS:

_____ Acquire a DUNS Number (see page 28)

_____ Acquire or renew registration with SAM (see page 28)

To Register with GMS:

_____ For new users, acquire a GMS username and password* (see page 28)

_____ For existing users, check GMS username and password* to ensure account access

(see page 28)

_____ Verify SAM registration in GMS (see page 28)

_____ Search for correct funding opportunity in GMS (see page 29)

_____ Select correct funding opportunity in GMS (see page 29)

_____ Register by selecting the “Apply Online” button associated with the funding opportunity

title (see page 29)

_____ Read OJP policy and guidance on conference approval, planning, and reporting

available at ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm

(see page 15)

_____ If experiencing technical difficulties in GMS, please refer to the section: Experiencing 

Unforeseen GMS Technical Issues

(see page 29)

*Password Reset Notice – GMS users are reminded that while password reset capabilities exist, 

this function is only associated with points of contacts designated within GMS at the time the 

account was established. Neither OJP nor the GMS Help Desk will initiate a password reset 

unless requested by the authorized official or a designated point of contact associated with an 

award or application.

General Requirements:

_____ Review Solicitation Requirements web page in the OJP Funding Resource Center.

Scope Requirement:

_____ The federal amount requested is within the allowable limit(s as determined by NIJ 

consistent with the process described in Section B. Federal Award Information.

Eligibility Requirement:

Eligible applicants are States and units of local government with existing crime laboratories that 

conduct forensic DNA and/or DNA database sample analysis and:
34 NIJ-2016-9089

a. Participate in external audits, not less than once every two years, that demonstrate 

compliance with the requirements of the Quality Assurance Standards established by the 

Director of the Federal Bureau of Investigation.

b. Are accredited by a nonprofit professional organization actively involved in forensic 

science that is nationally recognized within the forensic science community. 

c. Participate in the National DNA Index System (NDIS) or have an agreement with an 

NDIS participating laboratory to upload their data.

What an Application Should Include:

_____ Application for Federal Assistance (SF-424) (see page 16)

_____ Intergovernmental Review (see page 16)

_____ Project Abstract (see page 17)

_____ Program Narrative (see page 17)

_____ Budget Detail Worksheet (see page 24)

_____ Budget Narrative (see page 24)

_____ Applicant Disclosure of High-Risk Status (see page 25)

_____ Additional Attachments

_____ Applicant Disclosure of Pending Applications (see page 26)

_____ Applicant Declaration of Program Income Status (see page 15)

_____ Accreditation Certificate (see page 26)

_____ Certification of Non-supplanting (see page 26)

_____ Financial Management and System of Internal Controls Questionnaire

(see page 27)

_____ Disclosure of Lobbying Activities (SF-LLL) (if applicable) (see page 27)
35 NIJ-2016-9089

Appendix A

Estimated Aggregate15 Amounts Available for each State16—FY 2016

Alabama $1,075,272 Montana $321,789

Alaska $286,094 Nebraska $465,957

Arizona $1,439,994 Nevada $667,156

Arkansas $734,944 New Hampshire $347,282

California $6,707,162 New Jersey $1,435,873

Colorado $1,059,961 New Mexico $580,067

Connecticut $683,257 New York $3,051,609

Delaware $325,585 North Carolina $1,937,356

District of Columbia $330,984 North Dakota $265,934

Florida $4,178,268 Ohio $2,185,638

Georgia $2,100,688 Oklahoma $868,563

Hawaii $409,397 Oregon $854,705

Idaho $389,998 Pennsylvania $2,081,964

Illinois $2,168,173 Puerto Rico $604,475

Indiana $1,295,926 Rhode Island $313,933

Iowa $631,562 South Carolina $1,126,430

Kansas $660,098 South Dakota $277,888

Kentucky $844,736 Tennessee $1,415,098

Louisiana $1,088,169 Texas $5,191,304

Maine $345,649 Utah $671,685

Maryland $1,178,296 Vermont $233,183

Massachusetts $1,173,145 Virginia $1,382,996

Michigan $1,712,468 Washington $1,585,019

Minnesota $1,021,412 West Virginia $433,742

Mississippi $685,215 Wisconsin $1,042,780

Missouri $1,262,418 Wyoming $236,905

— ALL AWARDS ARE SUBJECT TO THE AVAILABILITY OF APPROPRIATED FUNDS — (See text of solicitation for additional information)

 15 Units of local government that meet the eligibility requirements may apply directly to NIJ for a portion of the 

estimated funds allocated for awards to their State.

16 The U.S. territories of American Samoa, Guam, the Commonwealth of the Northern Mariana Islands, and the Virgin 

Islands also may be eligible for funding. Please contact NIJ at 202–616–9264 for additional information, including 

information on allocation of funds.