Notice regarding the solicitation “FY 2018 DNA Capacity 

Enhancement and Backlog Reduction (CEBR) Program (Formula)”

April 19, 2018: Each applicant is to submit an NIJ Programmatic Coversheet and Checklist 

with its application to assist NIJ in assessing the potential environmental impacts of the 

activities proposed for funding by the applicant. Specifically, the applicant is expected to: 

• Carefully read the Programmatic Environmental Assessment;

• Complete the Cover Sheet and the attached the Programmatic Checklist; and

• Attach the completed documents to the grant application.

The applicant should also submit a Cover Sheet and NIJ Programmatic Checklist for any 

organization identified in the Budget Detail Worksheet that will receive grant funds through a 

sub-award or procurement contract to perform any of the following activities: new construction 

or renovations that change the basic prior use of a facility or significantly change the size; 

research and/or technology development that could be expected to have an effect on the 

environment; or implementation of programs involving the use of chemicals. 

April 3, 2018: The total expected award amount under this solicitation has changed from $64 

million to $70 million. The table “Estimated Aggregate Amounts Available for Each State” also 

has been updated to reflect this change (see page 40). 

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

Office of Justice Programs Approval Expires 11/30/2020 

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 the FY 2018 DNA Capacity Enhancement and 

BacklogReduction (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 2018 DNA Capacity Enhancement and 

Backlog Reduction (CEBR) 

Program (Formula)

Applications Due: May 7, 2018

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 (FBI). 

 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. 

Note: A prospective recipient of grant funds that is found to have an “unresolved audit finding” 

from a DOJ Office of the Inspector General audit, as described at 34 U.S.C. § 10263, will be 

ineligible to receive grant funds during the period specified in that statute. See 34 U.S.C. § 

10263(2). 

 

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-2018-13781 

All recipients and subrecipients (including any for-profit organization) must forgo any profit or 

management fee. 

Deadline 

Applicants must register with the OJP Grants Management System (GMS) at 

https://grants.ojp.usdoj.gov/ prior to submitting an application under this solicitation. All 

applicants must register, even those that 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 7, 2018

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 operates 24 hours a day, 7 days a week, including federal holidays. 

An applicant that experiences unforeseen GMS technical issues beyond its control that prevent 

it from submitting its application by the deadline must email the NIJ contact identified below 

within 24 hours after the application deadline in order to request approval to submit its 

application after the deadline. For information on reporting technical issues, see “Experiencing 

Unforeseen GMS Technical Issues” under How to Apply in Section D. Application and 

Submission Information. 

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 operates 

from 10:00 a.m. until 6:00 p.m. eastern time, Monday through Friday, and from 10:00 a.m. until 

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 23, 2018 
3 

NIJ-2018-13781 

Contents 

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

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

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

Goals, Objectives, and Deliverables ....................................................................................... 5

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

Information Regarding Potential Evaluation of Programs and Activities .................................. 5

B. Federal Award Information ..................................................................................................... 6

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

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

Budget Information ................................................................................................................. 8

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

Pre-agreement Costs (also known as Pre-award Costs) .......................................................15

Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs ...................16

Costs Associated With Language Assistance (if applicable) ..................................................16

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

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

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

How To Apply ........................................................................................................................32

E. Application Review Information .............................................................................................35

Review Process ....................................................................................................................35

F. Federal Award Administration Information ............................................................................36

Federal Award Notices ..........................................................................................................36

Administrative, National Policy, and Other Legal Requirements ............................................36

General Information about Post-Federal Award Reporting Requirements .............................37

G. Federal Awarding Agency Contact(s) ...................................................................................38

H. Other Information..................................................................................................................38

Freedom of Information Act and Privacy Act (5 U.S.C. 552 and 5 U.S.C. 552a) ....................38

Provide Feedback to OJP .....................................................................................................38

Appendix A: Estimated Aggregate Amounts Available for Each State – FY 2018 ..................40

Appendix B: Application Checklist .........................................................................................41
4 

NIJ-2018-13781 

FY 2018 DNA Capacity Enhancement and 

Backlog Reduction (CEBR) 

Program (Formula) 

CFDA No. 16.741 

A. Program Description 

Overview 

The goal of NIJ's FY 2018 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. 

Statutory Authority: Any awards under this solicitation would be made under statutory 

authority provided by a full-year appropriations act for FY 2018. As of the writing of this 

solicitation, the Department of Justice is operating under a short-term "Continuing Resolution"; 

no full-year appropriation for the Department has been enacted for FY 2018. 

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 34 U.S.C. § 12592(b)(3). 

 

2 https://www.fbi.gov/services/laboratory/biometric-analysis/codis/codis-and-ndis-fact-sheet. 
5 

NIJ-2018-13781 

Goals, Objectives, and Deliverables 

The overarching goal of NIJ's FY 2018 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 that this program will 

assist eligible States and units of local government that receive CEBR funds to decrease 

turnaround 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. 

The Goals, Objectives, and Deliverables are directly related to the performance measures that 

demonstrate the results of the work completed, as discussed in Section D. Application and 

Submission Information, under Program Narrative. 

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 at https://www.crimesolutions.gov is one resource that 

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

juvenile justice, and crime victim services. 

Information Regarding Potential Evaluation of Programs and Activities 

The Department of Justice has prioritized the use of evidence-based programming and deems it 

critical to continue to build and expand the evidence informing criminal and juvenile justice 

programs to reach the highest level of rigor possible. Therefore, applicants should note that the 

Office of Justice Programs may conduct or support an evaluation of the programs and activities 

funded under this solicitation. Recipients and sub-recipients will be expected to cooperate with 

program-related assessments or evaluation efforts, including through the collection and 

provision of information or data requested by OJP (or its designee) for the assessment or 

evaluation of any activities and/or outcomes of those activities funded under this solicitation. 
6 

NIJ-2018-13781 

The information or data requested may be in addition to any other financial or performance data 

already required under this program. 

B. Federal Award Information 

NIJ expects to award up to $70 million under the FY 2018 DNA Capacity Enhancement and 

Backlog Reduction (CEBR) program to States and units of local government that operate 

forensic DNA laboratories. NIJ expects to make awards for a 24-month period of performance, 

to begin on January 1, 2019. 

In general, the aggregate amount of FY 2018 funds expected to be awarded to eligible 

applicants from each State (including the State and its units of local government) is based on: 

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

for 2016.4

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

for 2016.6

3. The population of the State.7

4. A minimum (total) amount available to eligible applicants from each State. A minimum 

amount will be applied to each eligible State before the formula is calculated for the 

remainder of the allocation. For FY 2018, the minimum amount is $150,000 and the rest 

of the allocation available to each State will be based on the number of UCR Violent 

Crimes and UCR Property Crimes reported to the FBI and on the State’s population. 

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

See “Appendix A: Estimated Aggregate Amounts Available for Each State — FY 2018” 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, such 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 2018.” 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 

 

3

 UCR Part 1 Violent Crimes statistics are published on the FBI website at https://ucr.fbi.gov/crime-in-theu.s/2016/crime-in-the-u.s.-2016/topic-pages/tables/table-3. 

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 2018 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://ucr.fbi.gov/crime-in-theu.s/2016/crime-in-the-u.s.-2016/topic-pages/tables/table-3. 

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 2018 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-2018-13781 

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. 

Type of Award 

NIJ expects to make any award under this solicitation in the form of a grant. See Administrative, 

National Policy, and Other Legal Requirements, under Section F. Federal Award Administration 

Information, for a brief discussion of important statutes, regulations, and award conditions that 

apply to many (or in some cases, all) OJP grants. 

Financial Management and System of Internal Controls 

Award recipients and subrecipients (including recipients or subrecipients that are pass-through 

entities8) must, as described in the Part 200 Uniform Requirements9 as 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 

 

8 For purposes of this solicitation, the phrase “pass-through entity” includes any recipient or subrecipient that provides 

a subaward ("subgrant”) to a subrecipient (subgrantee) to carry out part of the funded award or program. Additional 

information on proposed subawards is listed under What an Application Should Include, Section 4c of this solicitation. 

9 The "Part 200 Uniform Requirements” means the DOJ regulation at 2 C.F.R Part 2800, which adopts (with certain 

modifications) the provisions of 2 C.F.R. Part 200. 
8 

NIJ-2018-13781 

sensitive consistent with applicable Federal, state, local, and tribal laws regarding 

privacy and obligations of confidentiality. 

To help ensure that applicants understand the applicable administrative requirements and cost 

principles, OJP encourages prospective applicants to enroll, at no charge, in the DOJ Grants 

Financial Management Online Training, available at https://ojpfgm.webfirst.com/. (This training 

is required for all OJP award recipients.) 

Also, applicants should be aware that OJP collects information from applicants on their financial 

management and systems of internal controls (among other information) which is used to make 

award decisions. Under Section D. Application and Submission Information, applicants may 

access and review the OJP Financial Management and System of Internal Controls 

Questionnaire (https://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf) that OJP 

requires all applicants (other than an individual applying in his/her personal capacity) to 

download, complete, and submit as part of the application. 

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. 

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

if awarded, funds requested can be obligated in a timely manner and fully 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. Properly obligated 

awards 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. 
9 

NIJ-2018-13781 

(See What an Application Should Include: Budget and Associated 

Documentation).

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 Grants 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 

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 eight (8) 

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 eight (8) 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.
10

NIJ-2018-13781 

Funds may be used for travel associated with DNA training, described in item 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 2018 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. 

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 proposed 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. 
11

NIJ-2018-13781 

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. Properly obligated awards 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. 

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. 

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, 

additionally, 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 
12

NIJ-2018-13781 

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 an 

approach 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 2018 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

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 that are National DNA Index System 

(NDIS) approved 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. 

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. 

Recipients or subrecipients must conduct all procurement transactions in a 

manner providing full and open competition consistent with the Procurement 

 

10 https://archives.fbi.gov/archives/about-us/lab/forensic-science-communications/fsc/july2000/quality-assurancestandards-for-forensic-dna-testing-laboratories and 

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=0ahUKEwjsq4W4z_jP

AhVJXD4KHderBZYQFggcMAA&url=https%3A%2F%2Fwww.fbi.gov%2Ffile-repository%2Fquality-assurancestandards-for-forensic-dna-testing-laboratories.pdf&usg=AFQjCNGM24I2xiUg2wVcIe2b9Dgdfeq9g&sig2=4UN1C9qSsVf73X-70ceMIQ. 
13

NIJ-2018-13781 

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 

advance authorization from the grant-making agency component to use a noncompetitive approach for the procurement 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. 

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 laboratory information management systems (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 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 
14

NIJ-2018-13781 

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.”

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.”

3. Travel and training costs for continuing education/training opportunities that are 

associated with professional meetings and conferences (including workshops 

provided at such meetings and conferences) that exceed eight (8) percent of the total 

award. 

4. Testimony and associated travel costs. 

5. Construction. 

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

the award. 

7. 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.) Equipment directly related to DNA analysis (e.g. printers connected directly to 

genetic analyzers or CODIS terminals) is allowable. 

8. Maintenance and service contracts for existing laboratory equipment. 

9. Annual maintenance and annual service contracts and licensing agreements for existing 

Laboratory Information Management Systems (LIMS). 

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

number 10. 

11. Renovation costs for ordinary rearrangements, alterations, or restorations of the facility. 
15

NIJ-2018-13781 

12. 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 proposed 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. 

13. 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. 

14. Any items not directly related to capacity enhancement or backlog reduction. 

15. Costs incurred outside of the project period. 

16. Costs for the overtime or compensatory time of executives, such as the president or 

executive director of an organization. 

Program Income

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

Reports (SF-425) if it charges a fee for DNA testing services and uses any funds from this 

program to work cases in which the laboratory accepts a fee for testing. 

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).

Applicants must submit a declaration that they will or will not be generating program income on 

this award. 

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 Costs (also known as Pre-award Costs) 

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

performance of the federal award. 

 

11 https://www.fbi.gov/about-us/lab/biometric-analysis/codis/rapid-dna-addendum-to-qas-final-effective-12-1-2014. 
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NIJ-2018-13781 

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

prior written approval of OJP for all such costs. All such costs incurred prior to award and prior 

to approval of the costs are incurred at the sole risk of the applicant. (Generally, no applicant 

should incur project costs before submitting an application requesting federal funding for those 

costs.) Should there be extenuating circumstances that make it appropriate for OJP to consider 

approving pre-agreement costs, the applicant may contact the point of contact listed on the title 

page of this solicitation for the requirements concerning written requests for approval. If 

approved in advance by OJP, award funds may be used for pre-agreement costs, consistent 

with the recipient’s approved budget and applicable cost principles. See the section on Costs 

Requiring Prior Approval in the DOJ Grants Financial Guide at 

https://ojp.gov/financialguide/DOJ/index.htm for more information. 

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

OJP strongly encourages every applicant that proposes to use award funds for any conference-, 

meeting-, or training-related activity (or similar event) to review carefully—before submitting an 

application—the OJP and DOJ policy and guidance on approval, planning, and reporting of such 

events, available at 

https://www.ojp.gov/financialguide/DOJ/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, as well as some conference, meeting, and 

training costs for grant recipients; and (3) set cost limits, which include 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 

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 “Overview of Legal 

Requirements Generally Applicable to OJP Grants and Cooperative Agreements - FY 2018 

Awards” in the OJP Funding Resource Center at https://ojp.gov/funding/index.htm. 

C. Eligibility Information 

For eligibility information, see title page. 

For information on cost sharing or match requirements, see Section B. Federal Award 

Information. 

D. Application and Submission Information 

What an Application Should Include 

This section describes in detail what an application should include. An applicant should 

anticipate that if it fails to submit an application that contains all of the specified elements, it may 
17

NIJ-2018-13781 

negatively affect the review of its application; and, should a decision be made to make an 

award, it may result in the inclusion of award conditions that preclude the recipient from 

accessing or using award funds until the recipient satisfies the conditions and OJP makes the 

funds available. 

Moreover, an applicant should anticipate that OJP will not make funds available for an 

application that OJP determines is nonresponsive to the scope of the solicitation, or that 

OJP determines does not include the application elements that NIJ has designated to be 

critical. 

For this solicitation, NIJ has designated the following application elements as critical: Program 

Narrative, Budget Detail Worksheet, Budget Narrative, and Proof of Laboratory 

Accreditation.

NOTE: OJP has combined the Budget Detail Worksheet and Budget Narrative in a single 

document collectively referred to as the Budget Detail Worksheet. See “Budget Information and 

Associated Documentation” below for more information about the Budget Detail Worksheet and 

where it can be accessed. 

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

“Program Narrative,” “Budget Detail Worksheet” “Timelines,” “Memoranda of Understanding,” 

“Résumés”) for all attachments. Also, OJP recommends that applicants include résumés in a 

single file. 

ATTENTION APPLICANTS: 

Applicants that do not submit all critical elements specified in the paragraph 

above will not be funded under this program. Applicants are strongly encouraged 

to read the solicitation thoroughly prior to submitting applications. 

Please review the “Note on File Names and File Types” under How To Apply to be sure 

applications are submitted in permitted formats. 

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. The OJP Grants Management System 

(GMS) takes information from the applicant’s profile to populate the fields on this form. 

To avoid processing delays, an applicant must include an accurate legal name on its SF424. On the SF-424, current OJP award recipients, when completing the field for “Legal 

Name” (box 5), should use the same legal name that appears on the prior year award 

document (which is also the legal name stored in OJP’s financial system.) Also, these 

applicants should enter the Employer Identification Number (EIN) in box 6 exactly as it 

appears on the prior year award document. An applicant with a current, active award(s) 

must ensure that its GMS profile is current. If the profile is not current, the applicant should 

submit a Grant Adjustment Notice updating the information on its GMS profile prior to 

applying under this solicitation. 
18

NIJ-2018-13781 

A new applicant entity should enter its official legal name, its address, its EIN, and its Data 

Universal Numbering System (DUNS). A new applicant entity should attach official legal 

documents to its application (e.g., articles of incorporation, 501(c)(3) status documentation, 

organizational letterhead, etc.) to confirm the legal name, address, and EIN entered into the 

SF-424. OJP will use the System for Award Management (SAM) to confirm the legal name 

and DUNS number entered in the SF-424; therefore, an applicant should ensure that the 

information entered in the SF-424 matches its current registration in SAM. See the How to 

Apply section for more information on SAM and DUNS numbers. 

Intergovernmental Review: This solicitation ("funding opportunity") is subject to Executive 

Order 12372. An applicant may find the names and addresses of State Single Points of 

Contact (SPOCs) at the following website: https://www.whitehouse.gov/wpcontent/uploads/2017/11/Intergovernmental_-Review-_SPOC_01_2018_OFFM.pdf. If the 

State appears on the SPOC list, the applicant must contact the State SPOC to find out 

about, and comply with, the State’s process under E.O. 12372. In completing the SF-424, an 

applicant whose State appears on the SPOC list is to make the appropriate selection in 

response to question 16 once the applicant has complied with its State E.O. 12372 process. 

(An applicant whose State does not appear on the SPOC list should answer question 16 by 

selecting the response 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—

 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 (such as 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 program narrative section of the application should not exceed 10 pages, doublespaced, in 12-point font with 1-inch margins. If included in the main body of the program 

narrative, tables, charts, figures, and other illustrations count toward the 10-page limit for the 

narrative section. The project abstract, table of contents, appendices, and government forms 

do not count toward the 10-page limit. 
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NIJ-2018-13781 

The following sections should be included as part of the program narrative:12

a. Description of the Issue. 

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

b. Project Design and Implementation. 

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

applicant’s proposal.

ii. A detailed plan showing how the applicant intends to use FY 2018 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 should 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.). 

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

analysis process. 

iv. 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. 

v. 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. 

c. Capabilities and Competencies

i. 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. 

ii. The applicant organization must demonstrate its ability to manage the effort. 

 

12 For information on subawards (including the details on proposed subawards that should be included in the 

application), see "Budget and Associated Documentation" under Section D. Application and Submission Information. 
20

NIJ-2018-13781 

iii. 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. 

d. 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 its 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. 

OJP will require each successful applicant to submit regular performance data that 

demonstrate the results of the work carried out under the award (see “General 

Information about Post-Federal Award Reporting Requirements” in Section F. Federal 

Award Administration Information). The performance data directly relate to the goals, 

objectives, and deliverables identified under "Goals, Objectives, and Deliverables" in 

Section A. Program Description. 

Applicants should visit OJP’s performance measurement page at 

www.ojp.gov/performance to view the specific reporting requirements for this grant 

program. 

The application should demonstrate the applicant’s understanding of the performance 

data reporting requirements for this grant program and detail how the applicant will 

gather the required data should it receive funding. 

Please note that applicants are not required to submit performance data with the 

application. Performance measures information is included as an alert that successful 

applicants will be required to submit performance data as part of the reporting 

requirements under an award. 
21

NIJ-2018-13781 

Objective Performance 

Measure(s) Data Recipient 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.

Number of forensic biology/DNA cases submitted to the 

laboratory during the reporting period.

Total number of forensic biology/DNA cases completed 

by the laboratory during the reporting period.

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.13

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 analyses entered 

into CODIS.

Number of CODIS hits.

 

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-2018-13781 

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.14

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.

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

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

The request encompasses backlog data for the database laboratory, regardless of 

whether Federal funding assistance is being sought for the database operation. 

 

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

receipt in the laboratory. 
23

NIJ-2018-13781 

Baseline Backlog Data 

Casework Laboratories

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

January 1, 2017.

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

days old (backlogged) on January 1, 2017.

Please estimate percentage of the backlogged cases that were from property 

crimes.

Number of new cases for forensic biology/DNA received in 2017.

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

Total number of forensic biology/DNA cases completed in 2017.

Please estimate percentage of these cases that were property crimes.

Forensic biology/DNA cases closed by administrative means in 2017.

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

December 31, 2017.

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

days old (backlogged) on December 31, 2017.

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

report) non-priority forensic DNA cases for calendar year 2017. 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.
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NIJ-2018-13781 

Database Laboratories

Convicted Offender Samples

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

on January 1, 2017.

The number of untested/not completed convicted offender samples more 

than 30 days old (backlogged) as of January 1, 2017.

The number of new convicted offender samples received in 2017.

The total number of convicted offender samples completed in 2017.

Samples closed by administrative means (duplicates, non-authorized 

samples, etc.) in 2017.

Number of untested/not completed convicted offender samples on December 

31, 2017.

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

days old (backlogged) on December 31, 2017.

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

sample (including upload to CODIS) for calendar year 2017.

Arrestee Samples

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

January 1, 2017.

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

old (backlogged) on January 1, 2017.

The number of new arrestee samples received in 2017.

The total number of arrestee samples completed in 2017.

Samples closed by administrative means (duplicates, non-authorized 

samples, etc.) in 2017.

Number of untested/not completed arrestee samples on December 31, 2017.

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

(backlogged) on December 31, 2017.

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

(including upload to CODIS) for calendar year 2017.

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.
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NIJ-2018-13781 

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 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 

An applicant that proposes to use award funds 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.” Each applicant should provide sufficient information for OJP to 

determine whether the particular project it proposes would either intentionally or unintentionally 

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

appears at 28 C.F.R. Part 46 (“Protection of Human Subjects”). 

“Research,” for purposes of human subjects protection 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 

for purposes of human subjects protection, applicants should consult the decision tree in the 

“Research and the protection of human subjects” section of the “Overview of Legal 

Requirements Generally Applicable to OJP Grants and Cooperative Agreements - FY 2018 

Awards" available through the OJP Funding Resource Center at 

https://ojp.gov/funding/Explore/SolicitationRequirements/index.htm. 

Every prospective applicant whose application may propose a research or statistical component 

also should review the “Data Privacy and Confidentiality Requirements” section on that 

webpage. 

4. Budget and Associated Documentation

The Budget Detail Worksheet and the Budget Narrative are now combined in a single 

document collectively referred to as the Budget Detail Worksheet. The Budget Detail 

Worksheet is a user-friendly, fillable, Microsoft Excel-based document designed to calculate 

totals. Additionally, the Excel workbook contains worksheets for multiple budget years that 

can be completed as necessary. All applicants should use the Excel version when 

completing the proposed budget in an application, except in cases where the 

applicant does not have access to Microsoft Excel or experiences technical 

difficulties. If an applicant does not have access to Microsoft Excel or experiences 

technical difficulties with the Excel version, then the applicant should use the 508-compliant 

accessible Adobe Portable Document Format (PDF) version. 
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NIJ-2018-13781 

Both versions of the Budget Detail Worksheet can be accessed at 

https://ojp.gov/funding/Apply/Forms/BudgetDetailWorksheet.htm. 

a. Budget Detail Worksheet

The Budget Detail Worksheet should provide the detailed computation for each budget 

line item, listing the total cost of each and showing how it was calculated by the 

applicant. For example, costs for personnel should show the annual salary rate and the 

percentage of time devoted to the project for each employee paid with grant funds. The 

Budget Detail Worksheet should present a complete itemization of all proposed costs. 

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

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

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). 

An applicant should demonstrate in its 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. 

The budget narrative should be mathematically sound and correspond clearly 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 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. As with the Budget 

Detail Worksheet, the budget narrative should describe costs by year. 

c. Information on Proposed Subawards (if any), as well as on Proposed Procurement 

Contracts (if any) 

Applicants for OJP awards typically may propose to make subawards. Applicants also 

may propose to enter into procurement contracts under the award. 

Whether an action – for federal grants administrative purposes – is a subaward or 

procurement contract is a critical distinction as significantly different rules apply to 

subawards and procurement contracts. If a recipient enters into an agreement that is a 

subaward of an OJP award, specific rules apply – many of which are set by federal 

statutes and DOJ regulations; others by award conditions. These rules place particular 

responsibilities on an OJP recipient for any subawards the OJP recipient may make. The 

rules determine much of what the written subaward agreement itself must require or 

provide. The rules also determine much of what an OJP recipient must do both before 

and after it makes a subaward. If a recipient enters into an agreement that is a 
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NIJ-2018-13781 

procurement contract under an OJP award, a substantially different set of federal rules 

applies. 

OJP has developed the following guidance documents to help clarify the differences 

between subawards and procurement contracts under an OJP award and outline the 

compliance and reporting requirements for each. This information can be accessed 

online at https://ojp.gov/training/training.htm. 

 Subawards under OJP Awards and Procurement Contracts under Awards: A 

Toolkit for OJP Recipients.

 Checklist to Determine Subrecipient or Contractor Classification.

 Sole Source Justification Fact Sheet and Sole Source Review Checklist.

In general, the central question is the relationship between what the third-party will do 

under its agreement with the recipient and what the recipient has committed (to OJP) to 

do under its award to further a public purpose (e.g., services the recipient will provide, 

products it will develop or modify, research or evaluation it will conduct). If a third party 

will provide some of the services the recipient has committed (to OJP) to provide, will 

develop or modify all or part of a product the recipient has committed (to OJP) to 

develop or modify, or will conduct part of the research or evaluation the recipient has 

committed (to OJP) to conduct, OJP will consider the agreement with the third party a 

subaward for purposes of federal grants administrative requirements. 

This will be true even if the recipient, for internal or other non-federal purposes, labels or 

treats its agreement as a procurement, a contract, or a procurement contract. Neither 

the title nor the structure of an agreement determines whether the agreement -- for 

purposes of federal grants administrative requirements -- is a subaward or is instead a 

procurement contract under an award. The substance of the relationship should be given 

greater consideration than the form of agreement between the recipient and the outside 

entity. 

1. Information on proposed subawards 

A recipient of an OJP award may not make subawards ("subgrants") unless the 

recipient has specific federal authorization to do so. Unless an applicable statute or 

DOJ regulation specifically authorizes (or requires) subawards, a recipient must have 

authorization from OJP before it may make a subaward. 

A particular subaward may be authorized by OJP because the recipient included a 

sufficiently-detailed description and justification of the proposed subaward in the 

Program Narrative, Budget Detail Worksheet, and Budget Narrative as approved by 

OJP. If, however, a particular subaward is not authorized by federal statute or 

regulation, and is not approved by OJP, the recipient will be required, post-award, to 

request and obtain written authorization from OJP before it may make the subaward. 

If an applicant proposes to make one or more subawards to carry out the federal 

award and program, the applicant should-- (1) identify (if known) the proposed 

subrecipient(s), (2) describe in detail what each subrecipient will do to carry out the 

federal award and federal program, and (3) provide a justification for the 
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NIJ-2018-13781 

subaward(s), with details on pertinent matters such as special qualifications and 

areas of expertise. Pertinent information on subawards should appear not only in the 

Program Narrative, but also in the Budget Detail Worksheet and Budget Narrative. 

2. Information on proposed procurement contracts (with specific justification for 

proposed noncompetitive contracts over $150,000) 

Unlike a recipient contemplating a subaward, a recipient of an OJP award generally 

does not need specific prior federal authorization to enter into an agreement that --

for purposes of federal grants administrative requirements -- is considered a 

procurement contract, provided that (1) the recipient uses its own documented 

procurement procedures and (2) those procedures conform to applicable federal law, 

including the Procurement Standards of the (DOJ) Part 200 Uniform Requirements 

(as set out at 2 C.F.R. 200.317 - 200.326). The Budget Detail Worksheet and Budget 

Narrative should identify proposed procurement contracts. (As discussed above, 

subawards must be identified and described separately from procurement contracts.) 

The Procurement Standards in the Part 200 Uniform Requirements, however, reflect 

a general expectation that agreements that (for purposes of federal grants 

administrative requirements) constitute procurement “contracts” under awards will be 

entered into on the basis of full and open competition. All noncompetitive (sole 

source) procurement contracts must meet the OJP requirements outlined at 

https://ojp.gov/training/subawards-procurement.htm. If a proposed procurement 

contract would exceed the simplified acquisition threshold -- currently, $150,000 -- a 

recipient of an OJP award may not proceed without competition unless and until the 

recipient receives specific advance authorization from OJP to use a non-competitive 

approach for the procurement. An applicant that (at the time of its application) 

intends – without competition – to enter into a procurement contract that would 

exceed $150,000 should include a detailed justification that explains to OJP why, in 

the particular circumstances, it is appropriate to proceed without competition. 

If the applicant receives an award, sole source procurements that do not exceed the 

Simplified Acquisition Threshold (currently $150,000) must have written justification 

for the noncompetitive procurement action maintained in the procurement file. If a 

procurement file does not have the documentation that meets the criteria outlined in 

2 C.F.R. 200, the procurement expenditures may not be allowable. Sole source 

procurement over the $150,000 Simplified Acquisition Threshold must have prior 

approval from OJP using a Sole Source Grant Adjustment Notice (GAN). Written 

documentation justifying the noncompetitive procurement must be submitted with the 

GAN and maintained in the procurement file. 

d. Pre-Agreement Costs 

For information on pre-agreement costs, see Section B. Federal Award Information. 

5. Indirect Cost Rate Agreement (if applicable)

Indirect costs may be charged to an award only if: 

(a) The recipient has a current (unexpired), federally-approved indirect cost rate; or 
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NIJ-2018-13781 

(b) The recipient is eligible to use, and elects to use, the “de minimis” indirect cost rate

described in the Part 200 Uniform Requirements, as set out at 2 C.F.R. 200.414(f). 

An applicant with a current (unexpired) federally-approved indirect cost rate is to attach a 

copy of the indirect cost rate agreement to the application. An applicant that does not have a 

current federally-approved rate may request one through its cognizant federal agency, which 

will review all documentation and approve a rate for the applicant entity, or, if the applicant’s 

accounting system permits, applicants may propose to allocate costs in the direct cost 

categories. 

 

For assistance with identifying the appropriate cognizant federal agency for indirect costs, 

please contact the Office of the Chief Financial Officer (OCFO) Customer Service Center at 

1-800-458-0786 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. 

Certain OJP recipients have the option of electing to use the “de minimis” indirect 

cost rate. An applicant that is eligible to use the “de minimis” rate that wishes to use 

the "de minimis" rate should attach written documentation to the application that 

advises OJP of both-- (1) the applicant’s eligibility to use the “de minimis” rate, and 

(2) its election to do so. If an eligible applicant elects the “de minimis” rate, costs 

must be consistently charged as either indirect or direct costs, but may not be double 

charged or inconsistently charged as both. The "de minimis" rate may no longer be 

used once an approved federally-negotiated indirect cost rate is in place. (No entity 

that ever has had a federally-approved negotiated indirect cost rate is eligible to use 

the "de minimis" rate.) 

For the “de minimis” rate requirements (including on eligibility to elect to use the 

rate), see the Part 200 Uniform Requirements, at 2 C.F.R. 200.414(f). 

6. Financial Management and System of Internal Controls Questionnaire (including 

applicant disclosure of high-risk status)

Every OJP applicant (other than an individual applying in his or her personal capacity) is 

required to download, complete, and submit the OJP Financial Management and System of 

Internal Controls Questionnaire (Questionnaire) at 

https://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf as part of its application. 

The Questionnaire helps OJP assess the financial management and internal control 

systems, and the associated potential risks of an applicant as part of the pre-award risk 

assessment process. 

The Questionnaire should only be completed by financial staff most familiar with the 

applicant's systems, policies, and procedures in order to ensure that the correct responses 

are recorded and submitted to OJP. The responses on the Questionnaire directly impact the 

pre-award risk assessment and should accurately reflect the applicant’s financial 

management and internal control system at the time of the application. The pre-award risk 

assessment is only one of multiple factors and criteria used in determining funding. 

However, a pre-award risk assessment that indicates that an applicant poses a higher risk to 

OJP may affect the funding decision and/or result in additional reporting requirements, 

monitoring, special conditions, withholding of award funds, or other additional award 

requirements. 
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Among other things, the form requires each applicant to disclose whether it currently is 

designated “high risk” by a federal grant-making agency outside of DOJ. For purposes of 

this disclosure, high risk includes any status under which a federal awarding agency 

provides additional oversight due to the applicant’s past performance, or other programmatic 

or financial concerns with the applicant. If an applicant is designated high risk by another 

federal awarding agency, the applicant must provide the following information: 

 The federal awarding agency that currently designates the applicant high risk. 

 The date the applicant was designated high risk. 

 The high-risk point of contact at that federal awarding agency (name, phone number, 

and email address). 

 The reasons for the high-risk status, as set out by the federal awarding agency 

OJP seeks this information to help ensure appropriate federal oversight of OJP awards. An 

applicant that is considered “high-risk” by another federal awarding agency is not 

automatically disqualified from receiving an OJP award. OJP may, however, consider the 

information in award decisions, and may impose additional OJP oversight of any award 

under this solicitation (including through the conditions that accompany the award 

document). 

7. Disclosure of Lobbying Activities

Each applicant must complete and submit this information. An applicant that expends any 

funds for lobbying activities is to provide all of the information requested on the form 

Disclosure of Lobbying Activities (SF-LLL) posted at 

https://ojp.gov/funding/Apply/Resources/Disclosure.pdf. An applicant that does not expend 

any funds for lobbying activities is to enter “N/A” in the text boxes for item 10 (“a. Name and 

Address of Lobbying Registrant” and “b. Individuals Performing Services”).

8. 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. Eligibility Statements 

a. The “Eligibility Statements” should include:

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

funding under this program is 1.) an existing crime laboratory that conducts 
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analysis of DNA samples and, if applicable, a State designated existing crime 

laboratory that conducts analysis of DNA database samples; 2.) accredited by a 

nonprofit professional organization actively involved in forensic science that is 

nationally recognized within the forensic science community; 3.) participates in 

external audits, not less than once every two (2) years, that demonstrate 

compliance with the requirements of the Quality Assurance Standards 

established by the Director of the Federal Bureau of Investigation. 

ii. Statement or documentation that 1.) 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). 

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

under his program 1.) participates in the National DNA Index System (NDIS), or 

has an agreement with an NDIS participating laboratory to upload its data; and 

2.) must follow NDIS DNA Data Acceptance Standards for all profiles uploaded to 

NDIS. 

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

under applicable federal privacy requirements. 

c. Certification of Non-supplanting 

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

application submittal into GMS, on 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.”

d. Declaration that the Awardee Will or Will Not Generate Program Income (see page 

15) 

e. Applicant Disclosure of Pending Applications 

Each applicant is to disclose whether it has (or is proposed as a subrecipient under) any 

pending applications for federally-funded grants or cooperative agreements that (1) 

include requests for funding to support the same project being proposed in the 

application under this solicitation, and (2) would cover any identical cost items outlined in 

the budget submitted to OJP as part of the application under this solicitation. The 

applicant is to disclose applications made directly to federal awarding agencies, and also 

applications for subawards of federal funds (e.g., applications to State agencies that will 

subaward (“subgrant”) federal funds). 

OJP seeks this information to help avoid 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. 

Each applicant that has one or more pending applications as described above is to 

provide the following information about pending applications submitted within the last 12 

months: 
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 The federal or State funding agency. 

 The solicitation name/project name. 

 The point of contact information at the applicable federal or State funding 

agency. 

SAMPLE

Federal or State 

Funding Agency 

Solicitation 

Name/Project 

Name

Name/Phone/Email for Point of Contact 

at Federal or State Funding Agency

DOJ/Office of 

Community Oriented 

Policing Services 

(COPS)

COPS Hiring 

Program

Jane Doe, 202/000-0000; 

jane.doe@usdoj.gov

Health and Human 

Services/Substance 

Abuse and Mental 

Health Services 

Administration

Drug-Free 

Communities 

Mentoring Program/ 

North County Youth 

Mentoring Program

John Doe, 202/000-0000; 

john.doe@hhs.gov

Each applicant should include the table as a separate attachment to its application. The 

file should be named “Disclosure of Pending Applications.” The applicant’s Legal Name 

on the application must match the entity named on the disclosure of pending 

applications statement. 

Any applicant that does not have any pending applications as described above is to 

submit, as a separate attachment, a statement to this effect: “[Applicant Name on SF424] does not have (and is not proposed as a subrecipient under) any pending 

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

cooperative agreements (or for subawards under federal grants or cooperative 

agreements) that request funding to support the same project being proposed in this 

application to OJP and that would cover any identical cost items outlined in the budget 

submitted as part of this application.”

How To Apply 

An applicant must submit its application through the Grants Management System (GMS), which 

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

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

and submission deadlines are the same, OJP urges each applicant entity to register promptly, 

especially if this is the first time the applicant is using the system. Find complete instructions on 

how to register and submit an application in GMS at www.ojp.gov/gmscbt/. An applicant that 

experiences technical difficulties during this process should email GMS.HelpDesk@usdoj.gov or 

call 888-549-9901 (option 3), 24 hours every day, including during federal holidays. OJP 

recommends that each applicant register promptly to prevent delays in submitting an 

application package by the deadline. 
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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.” GMS may reject applications with files that use these extensions. It is important to 

allow time to change the type of file(s) if the application is rejected.

Unique Entity Identifier (DUNS Number) and System for Award Management (SAM)

Every applicant entity must comply with all applicable System for Award Management (SAM) 

and unique entity identifier (currently, a Data Universal Numbering System [DUNS] number) 

requirements. SAM is the repository for certain standard information about federal financial 

assistance applicants, recipients, and subrecipients. A DUNS number is a unique nine-digit 

identification number provided by the commercial company Dun and Bradstreet. More detailed 

information about SAM and the DUNS number is in the numbered sections below.

If an applicant entity has not fully complied with the applicable SAM and unique identifier 

requirements by the time OJP makes award decisions, OJP may determine that the applicant is 

not qualified to receive an award and may use that determination as a basis for making the 

award to a different applicant.

If the applicant entity already has an Employer Identification Number (EIN), the SAM registration 

will take up to two weeks to process. If the entity does not have an EIN, then the applicant 

should allow two to five weeks for obtaining the information from IRS when requesting 

the EIN via phone, fax, mail or Internet. For more information about EIN, visit 

https://www.irs.gov/individuals/international-taxpayers/taxpayer-identification-numbers-tin.

Registration and Submission Steps

All applicants should complete the following steps:

1. Acquire a unique entity identifier (currently, a DUNS number). In general, the Office of 

Management and Budget requires every applicant for a federal award (other than an 

individual) to include a "unique entity identifier" in each application, including an application 

for a supplemental award. Currently, a DUNS number is the required unique entity identifier. 

This unique entity identifier is used for tracking purposes, and to validate address and point 

of contact information for applicants, recipients, and subrecipients. It will be used throughout 

the life cycle of an OJP award. 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 or maintain registration with SAM. All applicants for OJP awards (other than 

individuals) must maintain current registrations in the SAM database. Applicants will need 

the authorizing official of the organization and an Employer Identification Number (EIN). An 

applicant must be registered in SAM to successfully register in Grants.gov. Each applicant 

must update or renew its SAM registration at least annually to maintain an active status. 

SAM registration and renewal can take as long as 10 business days to complete (2 more 

weeks to acquire an EIN).

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

applicants should ensure, prior to applying, that the user profile information is up-to-date in 

GMS (including, but not limited to, address, legal name of agency and authorized 

representative) as this information is populated in any new application.

4. Verify the SAM (formerly CCR) registration in GMS. OJP requires each applicant to verify 

its 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.

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 NIJ FY 18 DNA Capacity Enhancement and Backlog 

Reduction (CEBR) Program (Formula).

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” 

(solicitation) title along with the registration and application deadlines for this solicitation. 

Select the “Apply Online” button in the “Action” column to register for this solicitation and 

create an application in the system.

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

solicitation. Once the application is submitted, GMS will display a confirmation screen 

stating the submission was successful. Important: In some instances, an applicant must 

wait for GMS approval before submitting an application. OJP urges each applicant to submit 

its application at least 72 hours prior to the application due date.

Note: Application Versions

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

recent system-validated version submitted.

Experiencing Unforeseen GMS Technical Issues

An applicant that experiences unforeseen GMS technical issues beyond its control that prevent 

it from submitting its application by the deadline must contact the GMS Help Desk or the SAM 

Help Desk (Federal Service Desk) at https://www.fsd.gov/fsd-gov/home.do to report the 

technical issue and receive a tracking number. The applicant must email the NIJ contact 

identified in the Contact Information section on the title page within 24 hours after the 

application deadline to request approval to submit its application after the deadline. The 

applicant’s email must describe the technical difficulties, and must 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: OJP does not automatically approve requests to submit a late application. After 

OJP reviews the applicant’s request, and contacts the GMS Help Desk to verify 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 untimely application submission was 
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NIJ-2018-13781

due to the applicant’s failure to follow all required procedures, OJP will deny the applicant’s 

request to submit its application.

The following conditions generally are 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.

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

such as issues with firewalls.

E. Application Review Information

Review Process

NIJ will consider responsive applications that include all required elements designated as critical 

in Section D. Application and Submission Information, above, under “What an Application 

Should Include.”

OJP is committed to ensuring a fair and open process for making awards. 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 that the statutory requirements have been met.

Pursuant to the Part 200 Uniform Requirements, before award decisions are made, OJP also 

reviews information related to the degree of risk posed by the applicant. Among other things to 

help assess whether an applicant that has one or more prior federal awards has a satisfactory 

record with respect to performance, integrity, and business ethics, OJP checks whether the 

applicant is listed in SAM as excluded from receiving a federal award.

In addition, if OJP anticipates that an award will exceed $150,000 in federal funds, OJP also 

must review and consider any information about the applicant that appears in the non-public 

segment of the integrity and performance system accessible through SAM (currently, the 

Federal Awardee Performance and Integrity Information System, (FAPIIS)).

Important note on FAPIIS: An applicant, at its option, may review and comment on any 

information about itself that currently appears in FAPIIS and was entered by a federal awarding 

agency. OJP will consider any such comments by the applicant, in addition to the other 

information in FAPIIS, in its assessment of the risk posed by the applicant. The evaluation of 

risks goes beyond information in SAM, however. OJP itself has in place a framework for 

evaluating risks posed by applicants. OJP takes into account information pertinent to matters 

such as —
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NIJ-2018-13781

1. Applicant financial stability and fiscal integrity.

2. Quality of the applicant’s management systems, and the applicant’s ability to meet 

prescribed management standards, including those outlined in the DOJ Grants Financial 

Guide.

3. Applicant's history of performance under OJP and other DOJ awards (including 

compliance with reporting requirements and award conditions), as well as awards from 

other federal agencies.

4. Reports and findings from audits of the applicant, including audits under the Part 200 

Uniform Requirements.

5. Applicant's ability to comply with statutory and regulatory requirements, and to effectively 

implement other award requirements.

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

Award notifications will be made by September 30, 2018. 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 steps to take in GMS to start the award acceptance process. 

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

For each successful applicant, an individual with the necessary authority to bind the applicant 

will be required to log in; execute a set of legal certifications and a set of legal assurances; 

designate a financial point of contact; thoroughly review the award, including all award 

conditions; and sign and accept the award. The award acceptance process requires physical 

signature of the award document by the authorized representative and the scanning and 

submission 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 OJPapproved application, the recipient must comply with award conditions, as well as all applicable 

requirements of federal statutes and regulations (including applicable requirements referred to 

in the assurances and certifications executed at the time of award acceptance). OJP strongly 

encourages prospective applicants to review information on post-award legal requirements and 

common OJP award conditions prior to submitting an application.

Applicants should consult the “Overview of Legal Requirements Generally Applicable to OJP 

Grants and Cooperative Agreements - FY 2018 Awards”, available in the OJP Funding 

Resource Center at https://ojp.gov/funding/index.htm. In addition, applicants should examine the 

following two legal documents, as each successful applicant must execute both documents 
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NIJ-2018-13781

before it may receive any award funds. (An applicant is not required to submit these documents 

as part of an application.)

 Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility 

Matters; and Drug-Free Workplace Requirements.

 Certified Standard Assurances.

The web pages accessible through the “Overview of Legal Requirements Generally Applicable 

to OJP Grants and Cooperative Agreements - FY 2018 Awards” are intended to give applicants 

for OJP awards a general overview of important statutes, regulations, and award conditions that 

apply to many (or in some cases, all) OJP grants and cooperative agreements awarded in FY 

2018. Individual OJP awards typically also will include additional award conditions. Those 

additional conditions may relate to the particular statute, program, or solicitation under which the 

award is made; to the substance of the funded application; to the recipient's performance under 

other federal awards; to the recipient's legal status (e.g., as a for-profit entity); or to other 

pertinent considerations.

General Information about Post-Federal Award Reporting Requirements

In addition to the deliverables described in Section A. Program Description, any recipient of an 

award under this solicitation will be required to submit the following reports and data.

Required reports. Recipients typically 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 or specific award conditions. Recipients 

will be expected to report amounts expended under the award on contracts to private accredited 

DNA laboratories for analysis of forensic DNA casework samples or DNA database samples as 

detailed in the award terms and conditions. Future awards and fund drawdowns may be 

withheld if reports are delinquent. (In appropriate cases, OJP may require additional reports.)

Awards that exceed $500,000 will include an additional condition that, under specific

circumstances, will require the recipient to report (to FAPIIS) information on civil, criminal, and 

administrative proceedings connected with (or connected to the performance of) either the OJP 

award or any other grant, cooperative agreement, or procurement contract from the federal

government. Additional information on this reporting requirement appears in the text of the 

award condition posted on the OJP webpage at https://ojp.gov/funding/FAPIIS.htm.

Data on performance measures. In addition to required reports, each award recipient also must 

provide data that measure the results of the work done under the award. To demonstrate 

program progress and success, as well as to assist DOJ 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, OJP will require any award recipient, 

post award, to provide performance data as part of regular progress reporting. Successful 

applicants will be required to access OJP’s performance measurement page at 

www.ojp.gov/performance to view the specific reporting requirements for this grant program.
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G. Federal Awarding Agency Contact(s)

For questions directed to the Federal Awarding Agency, see NCJRS contact information on the 

title page

For contact information for GMS, see the title page.

H. Other Information

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

All applications submitted to OJP (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 pursuant to FOIA if DOJ determines that the 

responsive information either is protected under the Privacy Act or falls within the scope of one 

of nine statutory exemptions under FOIA. DOJ cannot agree in advance of a request pursuant 

to FOIA not to release some or all portions of an application.

In its review of records that are responsive to a FOIA request, OJP 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, OJP will request the views of the applicant/recipient that submitted a responsive 

document.

For example, if OJP receives a request pursuant to FOIA for an application submitted by a 

nonprofit or for-profit organization or an institution of higher education, or for an application that 

involves research, OJP typically will contact the applicant/recipient that submitted the 

application and ask it to identify -- quite precisely -- any particular information in the application 

that the applicant/recipient believes falls under a FOIA exemption, the specific exemption it 

believes applies, and why. After considering the submission by the applicant/recipient, OJP 

makes an independent assessment regarding withholding information. OJP generally follows a 

similar process for requests pursuant to FOIA for applications that may contain law-enforcement 

sensitive information.

Provide Feedback to OJP

To assist OJP in improving its application and award processes, OJP encourages 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. OJP does not reply from this 

mailbox to messages it receives in this mailbox. Any prospective applicant that has specific 

questions on any program or technical aspect of the solicitation must use the appropriate 

telephone number or email listed on the front of this document to obtain information. These 

contacts are provided to help ensure that prospective applicants can directly reach an individual 

who can address 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@l-secb.com. (Do not send your résumé to the OJP Solicitation 
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NIJ-2018-13781

Feedback email account.) Note: Neither you nor anyone else from your organization or entity 

can be a peer reviewer in a competition in which you or your organization/entity has submitted 

an application.
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NIJ-2018-13781 

Appendix A: Estimated Aggregate Amounts Available for Each State – FY 2018 

Estimated Aggregate15 Amounts Available for each State16 — FY 2018

Alabama $1,286,558 Montana $346,657

Alaska $377,727 Nebraska $458,866

Arizona $1,665,467 Nevada $917,395

Arkansas $880,122 New Hampshire $316,703

California $8,194,311 New Jersey $1,376,853

Colorado $1,165,422 New Mexico $762,218

Connecticut $644,008 New York $3,484,002

Delaware $363,474 North Carolina $2,083,740

District of Columbia $444,052 North Dakota $266,101

Florida $4,340,152 Ohio $2,131,440

Georgia $2,232,154 Oklahoma $991,240

Hawaii $408,528 Oregon $841,009

Idaho $379,993 Pennsylvania $2,172,890

Illinois $2,624,121 Puerto Rico $569,258

Indiana $1,449,450 Rhode Island $300,585

Iowa $646,860 South Carolina $1,298,822

Kansas $709,054 South Dakota $311,847

Kentucky $800,106 Tennessee $1,851,363

Louisiana $1,313,941 Texas $5,884,524

Maine $296,170 Utah $647,923

Maryland $1,390,484 Vermont $224,520

Massachusetts $1,301,778 Virginia $1,297,996

Michigan $2,093,685 Washington $1,521,670

Minnesota $965,682 West Virginia $469,542

Mississippi $656,946 Wisconsin $1,070,615

Missouri $1,537,064 Wyoming $234,912

— 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. 
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NIJ-2018-13781 

Appendix B: Application Checklist 

FY 2018 DNA Capacity Enhancement and Backlog 

Reduction (CEBR) Program (Formula)

This application checklist has been created as an aid in developing an application. 

What an Applicant Should Do: 

Prior to Registering in GMS:

_____ Acquire a DUNS Number (see page 33) 

_____ Acquire or renew registration with SAM (see page 33) 

To Register with GMS: 

_____ For new users, acquire a GMS username and password* (see page 34) 

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

(see page 34) 

_____ Verify SAM registration in GMS (see page 34) 

_____ Search for correct funding opportunity in GMS (see page 34) 

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

title (see page 34) 

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

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

(see page 16) 

_____ If experiencing technical difficulties in GMS, see GMS contact information on the title 

page. 

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

this function is only associated with points of contact 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. 

Overview of Post-Award Legal Requirements: 

_____ Review the "Overview of Legal Requirements Generally Applicable to OJP Grants and 

Cooperative Agreements - FY 2018 Awards" in the OJP Funding Resource Center at 

https://ojp.gov/funding/index.htm. 

Scope Requirement: 

_____ The federal amount requested is within the allowable limit. See Federal Award 

Information for details. 
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Eligibility Requirement:

Eligible applicants are States17 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.

Applicant must not have an “unresolved audit finding,” as described at 34 U.S.C. § 10263(2).

What an Application Should Include: 

_____ Application for Federal Assistance (SF-424) (see page 17) 

_____ Intergovernmental Review (see page 18) 

_____ Project Abstract (see page 18) 

_____ Program Narrative (Required) (see page 18) 

_____ Budget Detail Worksheet (Required) (see page 26) 

_____ Budget Narrative (Required) (see page 26) 

_____ Indirect Cost Rate Agreement (if applicable) (see page 28) 

_____ Financial Management and System of Internal Controls Questionnaire (see page 29) 

_____ Disclosure of Lobbying Activities (SF-LLL) (see page 30) 

_____ Additional Attachments 

_____ Proof of Laboratory Accreditation (Required) (see page 30) 

_____ Eligibility Statements (see page 30) 

_____ Certification of Non-Supplanting (see page 31) 

_____ Declaration that the Laboratory Charges a Fee for DNA Testing Services 

(see page 15) 

_____ Applicant Disclosure of Pending Applications (see page 31) 

_____ NIJ Programmatic Coversheet and Checklist (see solicitation cover page)

17 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.