COPS Application Guide

U.S. Department of Justice
Office of Community Oriented Policing Services

The U.S. Department of Justice, Office of Community Oriented Policing Services (www.cops.usdoj.gov) is pleased to
announce that it is seeking applications for funding for the program. This program furthers the
Department’s mission by addressing the Department’s goal of assisting state, local, and tribal efforts to prevent or
reduce crime and violence.

COPS FY2011 Application Guide:

Eligibility
Specific eligibility requirements will be inserted here.
All awards are subject to any modifications or additional requirements that may be imposed by law.

Deadline
All applications must be submitted by .

Contact Information
For assistance with the requirements of this initiative, please contact the COPS Office Response Center at
800.421.6770 or via e-mail at [email protected].
This application must be submitted through Grants.gov. For technical assistance with submitting the application,
please call the Grants.gov Customer Service Hotline at 800.518.4726.

U.S. Department of Justice
Office of Community Oriented Policing Services
Bernard K. Melekian, Director
a
www.cops.usdoj.gov

COPS FY Application Guide:

The COPS Application Guide is designed to assist applicants in applying for COPS grant
programs. This Guide includes general information on the administrative and legal
requirements governing the , as well as detailed program-specific
information.
For more information about COPS grants, please call the COPS Office Response Center at
800.421.6770.

U.S. Department of Justice
Office of Community Oriented Policing Services
Two Constitution Square
145 N Street, N.E.
Washington, DC 20530
COPS Online: www.cops.usdoj.gov
January 2011

CONTENTS
OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
COPS Office Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
DEADLINE: REGISTRATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
DEADLINE: APPLICATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
ELIGIBILITY REQUIREMENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
PROGRAM-SPECIFIC INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Program Goals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Length of Grant Term, Maximum Federal Share, & Local Share Requirements. . . . . . . . . . . . . . . . . . . . . . . 4
Federal Funding: Allowable and Unallowable Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Unallowable Costs: Requests Will NOT Be Funded. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Monitoring, Reporting, and Evaluation Requirements—All programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
PERFORMANCE MEASURES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
HOW TO APPLY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Administrative Requirements Governing COPS Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Obtaining a DUNS Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Registering with the Central Contractor Registry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Geographic Names Information System ID Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Helpful Online Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Electronic Submission of Applications via the COPS Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Audit Requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Civil Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Grant Terms and Conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
I. & II. Assurances & Certifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
III. Disclosure of Lobbying Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
IV. Nonsupplanting Requirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
V. Procurement & Sole Source Justification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
VI. Criminal Intelligence Systems/28 C.F.R. Part 23 Compliance (if applicable) . . . . . . . . . . . . . . . . 17
VII. Certification to Mitigate Possible Adverse Health,
Safety, & Environmental Impacts (if applicable). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
VIII. Federal Funding Accountability and Transparency Act Subaward Reporting System. . . . . 18
IX. Suspension or Termination of Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Required Application Documents and Sections for Applications. . . . . . . . . . . . . . . . 19
COPS APPLICATION ATTACHMENT TO SF424. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
What An Application Must Include . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Section 1: COPS Program Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Section 2: Agency Eligibility Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
A. CHP Eligibility Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
B. SOS Eligibility Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Section 3: General Agency Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
A. Applicant ORI Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
B. Applicant Data Universal Numeric System (DUNS) Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
C. Central Contractor Registration (CCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
D. Geographic Names Information System (GNIS) ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
E. Cognizant Federal Agency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
F. Fiscal Year. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
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G. Service Population. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
H. Law Enforcement Agency Sworn Force Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Section 4: Executive Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
A. Law Enforcement Executive/Agency Executive Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
B. Government Executive/Financial Official Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Section 5: COPS Officer Request Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
A. COPS Hiring Program Officer Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
B. Child Sexual Predator Program (CSPP) Officer Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Section 6: Law Enforcement & Community Policing Strategy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
A. Non-Hiring Applicants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
B. CHP Applicants Only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Section 7: Need for Federal Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
A. Waivers of the Local Match (if applicable) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
B. Explanation of Need for Federal Assistance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
C. Fiscal Health (if applicable). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Section 8: Continuation of Project after Federal Funding Ends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
A. For COPS Grants with Retention Plan Requirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
B. For COPS Grant with No Retention Plan Requirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Section 9: School Safety Assessment – Applies to SOS applicants only. . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Applicants Who Have Conducted School Safety Assessments
Within the Last Three Years (Questions 1-5) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Applicants Who Have Not Conducted School Safety Assessments
Within the Last Three Years (Questions 6-11). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Section 10: Executive Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Section 11: Project Description (Narrative). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
A. Problem Identification and Justification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
B. Project Goals and Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
C. Community Policing Strategies/Crime Prevention Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
D. Implementation Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
E. Evaluation Plan/Effectiveness of Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
F. Project Description (Narrative) Attachment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Section 12: Official Partner(s) Contact Information (if applicable) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Section 13: Application Attachments (if applicable) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Section 14: Budget Detail Worksheets (Instructions). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Section 15: Assurances and Certifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
A. Assurances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
B. Certifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Section 16: Disclosure of Lobbying Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Section 17: Certification of Review and Representation of Compliance with Requirements. . . . . . . . 29
Section 18: Application Data Verification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
APPENDIXES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Appendix A: Glossary of COPS Program Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Appendix B: Intergovernmental Review Process, Points of Contact by State. . . . . . . . . . . . . . . . . . . . . . . 35
Appendix C: Federal Funding Accountability and Transparency Act (FFATA)
Reporting and Executive Compensation Terms and Conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Paperwork Reduction Act Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

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Program Name ( )

OVERVIEW
COPS Office Overview
The Office of Community Oriented Policing Services (the COPS Office) is the component of
the U.S. Department of Justice responsible for advancing the practice of community policing
by the nation’s state, local, territory, and tribal law enforcement agencies through information
and grant resources. Community policing is a philosophy that promotes organizational
strategies which support the systematic use of partnerships and problem-solving techniques,
to proactively address the immediate conditions that give rise to public safety issues such as
crime, social disorder, and fear of crime. Rather than simply responding to crimes once they
have been committed, community policing concentrates on preventing crime and eliminating
the atmosphere of fear it creates. Earning the trust of the community and making those
individuals stakeholders in their own safety enables law enforcement to better understand
and address both the needs of the community and the factors that contribute to crime.
The COPS Office awards grants to state, local, territory, and tribal law enforcement agencies
to hire and train community policing professionals, acquire and deploy cutting-edge crimefighting technologies, and develop and test innovative policing strategies. COPS Office
funding also provides training and technical assistance to community members and local
government leaders and all levels of law enforcement. The COPS Office has produced and
compiled a broad range of information resources that can help law enforcement better
address specific crime and operational issues, and help community leaders better understand
how to work cooperatively with their law enforcement agency to reduce crime.
Since 1994, the COPS Office has invested more than $15 billion to add community policing
officers to the nation’s streets, enhance crime fighting technology, support crime prevention
initiatives, and provide training and technical assistance to help advance community policing.
By the end of FY 2009, the COPS Office had funded approximately 121,000 additional officers
to more than 13,600 of the nation’s 18,000 law enforcement agencies across the country in
small and large jurisdictions alike. Nearly 500,000 law enforcement personnel, community
members, and government leaders have been trained through COPS Office-funded training
organizations. As of 2009, the COPS Office has distributed more than 2 million topic-specific
publications, training curricula, white papers, and resource CDs.
Additional information regarding the COPS Office can be found at www.cops.usdoj.gov.

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Program Name ( )

Overview —Sample Text – will
change with each program
The use of methamphetamine, a central nervous system stimulant often referred to by its street
names such as crank, speed, ice, or crystal, has been a persistent problem for law enforcement
agencies across the United States in recent years. Methamphetamine is cheap and addictive,
and was traditionally developed in clandestine laboratories which were often located in
remote areas. Methamphetamine spread quickly, most noticeably in rural areas, largely due
to the simple preparation methods used as well as manufacturers having easy access to the
necessary precursor chemicals. In more recent years, changing trends in methamphetamine
production and distribution have created new obstacles for law enforcement and public
health agencies. While law enforcement efforts and precursor chemical sale restrictions have
been successful in decreasing the domestic production of methamphetamine, foreign drug
traffickers have capitalized on this decreased availability by quickly expanding their avenues of
methamphetamine distribution as users have sought out new, reliable suppliers.*
Since 1998, COPS has invested more than $345 million nationwide to combat the spread
of methamphetamine. In Fiscal Year (FY) 2008, COPS awarded over $40 million to fight the
escalating methamphetamine problem. COPS Meth funding supports enforcement, training,
and prevention activities nationwide, but is concentrated in areas with the greatest need for
assistance in combating methamphetamine production, distribution, and use. The COPS Office
encourages agencies to focus on community policing approaches to methamphetamine
reduction. COPS also works directly with state and local law enforcement agencies to craft
innovative strategies, track and evaluate their implementation, and disseminate results to
other jurisdictions confronting similar challenges. To combat methamphetamine in their
communities, COPS encourages sites to develop partnerships with other agencies, such as
the Environmental Protection Agency, fire departments, local businesses, mental health
organizations, child protection services, and other local law enforcement entities.
COPS funds are also used by the Drug Enforcement Administration (DEA) to provide training
to state and local law enforcement professionals on clandestine lab enforcement operations
including basic certification, officer safety, and tactical training. The DEA also uses COPS
funding to improve the clandestine lab information-gathering capabilities of the El Paso
Intelligence Center, carry out regional information-sharing conferences, and assist state and
local law enforcement in cleaning up methamphetamine lab sites.
Grant recipients shall promptly refer to the Office of the Inspector General (OIG) any credible
evidence that a person has submitted a false claim under the False Claim Act or has committed
a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity or
similar misconduct involving COPS funds. The OIG may be contacted at
[email protected], www.usdoj.gov/oig/FOIA/hotline.htm, and 800.869.4499.
Please be advised that a hold may be placed on any application if it is deemed that the
applicant agency is not in good standing on other U.S. Department of Justice grants, has
other grant compliance issues that would make the applicant agency ineligible to receive
COPS funding, and/or is not cooperating with an ongoing compliance investigation regarding
a current COPS grant award. A hold may also be placed on any application if it is deemed
that the applicant agency is not in compliance with federal civil rights laws and/or is not
cooperating with an ongoing federal civil rights investigation

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Program Name ( )

DEADLINE: REGISTRATION
The applicant must register online by .

DEADLINE: APPLICATION
Applications for this program must be submitted online via the COPS website by .
See “How to Apply” for more information.

ELIGIBILITY REQUIREMENTS—Sample Text – will change with
program-specific requirements
<<>>
Upon receiving notification of your award, your agency was e-mailed or faxed a Background
Information Form (BIF), which you were required to complete and return prior to receiving
access to this application kit via Grants.gov. Since the COPS Office has received your BIF,
we are now providing access to this application kit to your department’s primary Law
Enforcement Executive for completion by August 24, 2009. Your completed proposal will
be reviewed and processed, and your department will be contacted for any clarifications or
additional information needed. Subsequently, the COPS Office will send an award package
to your department’s Law Enforcement Executive. It is required that the designated Law
Enforcement and Government Executives sign and return the award document within 90 days
of the mail date shown on the award congratulatory letter.
For additional information, please contact your COPS Grant Program Specialist by calling the
COPS Office Response Center at 800.421.6770.

PROGRAM-SPECIFIC INFORMATION
All awards are subject to any modifications or additional requirements that may be imposed by law.

Program Goals—Sample Text – will change with programspecific requirements
The COPS Meth Initiative seeks to address the growing problem of meth abuse by assisting
localities in collaboration with other service providers and stakeholders to:
• establish or enhance existing comprehensive methamphetamine reduction efforts
through coordinated prevention, intervention/treatment, and enforcement activities
• increase the use of community policing strategies (including problem-solving,
partnerships, and organizational changes) to reduce the manufacture, distribution, and
use of methamphetamine
• increase the coordination, information sharing, and collaboration among local, state, and
federal public and/or private entities involved in prevention, intervention/treatment, and
enforcement activities related to methamphetamine.

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Program Name ( )

Length of Grant Term, Maximum Federal Share,
& Local Share Requirements
The COPS grant is <# of years> years in duration, and there <”is a” or “is no”>
local match. The amount of funding available to specific grantees is designated in the Act, (P.L. ).
The COPS Office will review reasonable requests made for no-cost time extensions in the
event that all funds granted have not been expended within the three-year grant period.
Extension worksheets will be sent to law enforcement departments approximately 90
days prior to the award end date. Any extensions granted will be for time only, and not for
additional funding. Please be advised that all extension requests must be received by the
official grant award end date.
At present, this is a one-time funding opportunity and COPS expects that all items, personnel,
and/or training requested will be purchased or hired and the project implemented within the
three-year grant period.

Federal Funding: Allowable and Unallowable Costs—Sample
Text – will change with each program
All items requested will be considered on a case-by-case basis during the budget review
process. Items under the initiative must be purchased using the legislative guidelines
established by the Omnibus Appropriations Act, 2009 (P.L. 111-8). Additionally, each item
must programmatically link to the anti- activities described in your proposal.
To the greatest extent practicable, all equipment and products purchased with these funds
must be American-made.

Allowable Costs: Fundable Requests—Sample Text – will change with each
program
Applications should include a clear and demonstrated plan for implementing comprehensive
anti- strategies. Each grant application must explain how the proposed
project would fit into an overall effort to increase and/or enhance reduction
efforts. All items under this grant must be purchased using the legislative
intent established by the Omnibus Appropriations Act, .
Budget requests may be made in the categories of:
• Sworn Officer Positions (Salaries and Benefits): Sworn officer salary and fringe benefits
apply to new, full-time entry-level sworn career law enforcement officers not already
funded in the applicant’s local budget. A “career law enforcement officer” is a person
hired on a permanent basis who is authorized by law, or by a state, local, or tribal agency,
to engage in or oversee the prevention, detection, and/or investigation of violations of
criminal laws. Officers must be hired on or after the award start date, and positions must
directly relate to the project. Officers previously employed by your
agency may be re-hired using grant funds, but funding requests must be
limited to your agency's entry-level salary and benefits. [Please note: Overtime for sworn
officers engaging in -related activities is an allowable cost; however,
any overtime expenses requested for either sworn officers or civilian positions must be
listed in the “Other Costs” section of your application’s budget proposal.]

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Program Name ( )

• Civilian/Non-sworn Personnel (Salaries and Benefits): Civilian salary and fringe
benefits apply to new personnel not already funded in the applicant’s local budget.
Staff must be hired on or after the award start date, and positions must directly relate
to the project. Examples of allowable personnel and fringe benefits
costs include those for prosecutors (directly for prosecution), civilian
project coordinators, or /drug problem analysts.
• Equipment/Technology: Equipment and/or technology costs shall provide agencies
with the ability to purchase new or enhance existing equipment exclusively related to
prevention, treatment, enforcement, or drug intelligence sharing. All
items requested must be clearly linked to the enhancement or implementation of the
project.
• Supplies: Generally, supplies include any materials that are expended or consumed
during the course of the project. Such costs may include training
manuals, paper, printer ink, pens, postage, etc.
• Travel/Training: Travel/training costs include grant-related travel costs for the grantee
or other (non-grantee) individuals to attend -related training and
technical assistance conferences, seminars, classes, or to visit a site specified in the
application. Expenses for transportation, lodging, meals, and incidental expenses (if
travel is more than 50 miles from the program location) will be reviewed in accordance
with applicable guidelines as part of the application process.
• Contracts/Consultants: Contract/consultant costs may include costs to provide onetime training to staff for equipment operation/usage, and contracting/consulting services
that provide such things as needs analysis, installation, and testing. Compensation for
individual consultant services procured under a COPS grant must be reasonable and
allocable in accordance with OMB cost principles, and consistent with that paid for
similar services in the marketplace. Unless otherwise approved by the COPS Office,
consultant rates will be based on the salary a consultant receives from his or her primary
employer, as applicable, up to $550 per day. For consultant or contractor rates which
exceed $550 per day, the COPS Office requires written justification if the consultants or
contractors are hired through a noncompetitive bidding process. The grantee agency
must provide justification for any such rate in excess of $550 per day and receive COPS
Office approval of that rate before drawing down grant funds. Determinations will be
made on a case-by-case basis.
• Other Costs: Other costs may include such items as software and prepaid warranties or
maintenance agreements (not to exceed 36 months), overtime costs for sworn officers
engaging in -related activities, or other miscellaneous items that
have a direct correlation to the overall success of a grantee’s project objectives (such as
awareness campaigns) and are necessary for the project to reach full implementation.
Departments will be notified of any points of clarification the COPS Office may require.
Requests may be made only for items or positions that are not otherwise budgeted with state,
local, or Bureau of Indian Affairs (BIA) funds, and would not be funded in the absence of the
grant.
In addition, any publication material developed and/or purchased with federal grant
funds must contain the following designation: “This project was supported by Grant
#___________, awarded by the U.S. Department of Justice, Office of Community Oriented
Policing Services. The opinions contained herein are those of the author(s) and do not
necessarily represent the official position or policies of the U.S. Department of Justice.
References to specific companies, products, or services should not be considered an
endorsement by the author(s) or the U.S. Department of Justice. Rather, the references are
illustrations to supplement discussion of the issues.”

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Program Name ( )

Unallowable Costs: Requests Will NOT Be Funded —Sample Text – will change
with each program
The items listed below are generally considered to be unallowable, and may only be funded
under extremely limited and extenuating circumstances and at the discretion of the COPS Office
based on clear demonstration of a direct link between the requested item and the applicant's
project. Before including any of these items in your project proposal, please
contact your Grant Program Specialist at 800.421.6770.
This is not an inclusive list, and items not listed below will be reviewed on a case-by-case basis.
The COPS Office reserves the right to deny funding for items that may not be included on this
list. Agencies are expected to request items that show a direct link between the requested
item and the applicant’s project. All requests must contribute directly to the
specific purpose of the grant project are relate to the parameters stipulated in the Omnibus
Appropriations Act, 2009 (P.L. 111-8).
PERSONNEL:
• Salaries and benefits of existing employees
• Salaries and benefits of grant writers or other staff who do not directly contribute to the
implementation of the program
• Please note: Restrictions on overtime costs are listed under “Supplies and Other Costs”
EQUIPMENT/TECHNOLOGY:
• Animals
• Bicycles
• Body wire equipment
• Bulletproof vests and accessories
• Bunker shield(s)
• Cellular or satellite phone airtime
• Communications towers
• Construction and renovation costs
• Dictation systems
• Funding for buy-back and/or confidential informant purposes
• General police vehicles (including patrol cars and leased vehicles)
• Handcuffs, weapons, and ammunition (including training ammunition)
• Office equipment (copiers, fax machines, etc.)
• Office furniture (desks, file cabinets, etc.)
• Office rental/lease space
• Pagers (including service time)
• Phone lines and voice-mail systems
• Prisoner transport vehicles
• Radar guns/equipment
• Standard issue police vehicle equipment (including light bars, cages, and siren packages)
• Standard or dress uniforms / uniform accessories
• Televisions / VCRs / DVD players / projectors
TRAVEL/TRAINING:
• Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile
radius of the program location
• Mileage reimbursement, rental cars, parking fees, and/or taxi fare for local travel
• Meals and/or refreshment costs associated with meetings
• Training in topics that are not directly linked to the grant
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Program Name ( )

CONTRACTS/CONSULTANTS:
• Contractual agreements that cannot be directly linked to the grant
• Maintenance and/or service contracts that extend the life of the grant period (multi-year
contracts and extended warranties are allowable, but must be paid in full within the initial
grant period)
• Any consultant fees in excess of $550 per day must receive prior written approval from
the COPS Office, contingent upon written justification by the grantee, if the consultant or
contractor is hired through a noncompetitive bidding process
SUPPLIES AND OTHER COSTS:
• Standard office supplies not directly related to the grant
• Indirect costs
• Overtime for personnel not directly involved in the department’s project and that which
exceeds 50% of the total award budget
• No more than ten percent of the total award amount may be budgeted for evaluation
purposes
This program will not provide funding for any positions or items which are funded in the
applicant agency’s budget with other sources of funding (state, local, or BIA). You may apply
only for otherwise unfunded positions or items to supplement your agency’s law enforcement
budget.
Please note: The COPS Office will not fund costs associated with the cleanup of clandestine
drug laboratories utilizing contractors who are not qualified to dispose of hazardous waste
and/or where the applicant does not have DEA-equivalent disposal resources in place
to include contractor oversight plans and procedures. Please refer to the Environmental
Assessment material on our website at www.cops.usdoj.gov for further explanation of qualified
contractors.

Monitoring, Reporting, and Evaluation Requirements—All
programs
Federal regulations require that any financial assistance from the federal government be
monitored to ensure that those funds are spent properly. Awarded agencies will be responsible
for submitting Programmatic Progress Reports and quarterly Financial Status Reports.
Programmatic Progress Reports will be required quarterly for special agencies (e.g., profit
or non-profit, private or public university/college, state associations, etc.) and annually for
traditional law enforcement agencies. All agencies will be required to submit a final closeout
report. In addition, the COPS Office is interested in tracking the progress of its programs and
the development of its grantees’ community policing plans. Therefore, all
grantees will be required to participate in grant monitoring activities of the U.S. Department of
Justice, including but not limited to the COPS Office, the Office of the Inspector General, or any
entity designated by COPS.

7

Program Name ( )

The COPS Office Monitoring staff may take a number of monitoring approaches, such as site
visits, office-based grant reviews, and periodic surveys to gather information. COPS may seek
information including, but not limited to, your agency’s compliance with nonsupplanting and
financial requirements of the grant and progress toward achieving your community policing
plan. Program and Monitoring Specialists as well as auditors are particularly interested in
confirming that the purchase of approved items is consistent with the applicant’s proposal.
Though a formal assessment is not a requirement, departments are strongly encouraged to
conduct an independent assessment of their respective projects. Project evaluations have
proven to be valuable tools in helping departments identify areas in need of improvement, as
well as providing data of successful processes.
Please feel free to contact your Grant Program Specialist at 800.421.6770 to discuss any issues
or concerns you may have.

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Program Name ( )

PERFORMANCE MEASURES
To assist in fulfilling the Department of Justice’s responsibilities under the Government
Performance and Results Act (GPRA), P.L. 103-62, applicants who receive funding must provide
data that measures the results of their work. Performance measures for the
Initiative are as follows:

Objective

Performance Measures

Data Grantee Provides

Increase the capacity of law
enforcement agencies to implement
community policing strategies that
strengthen partnerships for safer
communities and enhance law
enforcement’s capacity to prevent,
solve, and control crime through
funding for personnel, technology,
equipment, and training.

Effectiveness rating of COPS
knowledge resources (e.g.,
training, publications) in increasing
community policing capacity.

Periodic progress reports
providing an overview of
grant
purchases/implementation and
implementation of community
policing strategies.

Average technological capacity
implementation rating (0 to 100) of
grantees.
Successful purchase and
implementation of all items and/
or services listed in the application
Project and Budget Narratives.

All COPS Office grants target increasing grantee capacity to implement community policing
strategies within the three primary elements of community policing: 1) problem-solving; 2)
partnerships; and 3) organizational transformation. The COPS Office requires all applicants to describe how the personnel, technology, equipment, and/or training
requested will assist the applicant in implementing community policing strategies. For more
information on community policing, please go to the COPS website at: www.cops.usdoj.gov/
Default.asp?Item=36.
As part of the progress report, grantees will be required to report on their
progress toward implementing community policing strategies. The COPS Office will not require
that grantees track statistics to respond to the performance measure questions, and the
grantee’s community policing capacity implementation rating and/or technological capacity
implementation rating will not be used in determining grant compliance.
Based on the data collected from grantees, the COPS Office may make improvements to the
Initiative to better meet the program’s objective and law enforcement
agency needs.

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Program Name ( )

HOW TO APPLY
Administrative Requirements Governing COPS Programs
Obtaining a DUNS Number
The federal government requires that all applicants for federal grants and cooperative
agreements with the exception of individuals other than sole proprietors have a DUNS number
prior to application submission. The DUNS number is used to identify related organizations
that are receiving funding under grants and cooperative agreements, and to provide
consistent name and address data for electronic grant application systems. A DUNS number
may be obtained by telephone or online.

Data Universal Numbering System (DUNS) Number
• The Data Universal Numbering System (DUNS) number is a unique nine-digit
identification number provided by Dun & Bradstreet (D&B).
• The DUNS number is site-specific. Therefore, each distinct physical location of an entity
(such as branches, divisions, and headquarters) may be assigned a DUNS number.
Organizations should try to keep DUNS numbers to a minimum. In many instances, a
central DUNS number with a DUNS number for each major division/department/agency
that applies for a grant may be sufficient.
• The requestor may obtain a DUNS number via the Internet at http://fedgov.dnb.com/
webform
• The requestor may obtain an on-the-spot DUNS number assignment by telephone at
866.705.5711.

Obtaining a DUNS Number
• You should verify that you have a DUNS number or take the steps needed to obtain one
as soon as possible, if there is a possibility you will be applying for future federal grants
or cooperative agreements. There is no need to wait until you are submitting a particular
application.
• If you already have a DUNS number. If you, as the entity applying for a federal grant or
cooperative agreement, previously obtained a DUNS number in connection with the
federal acquisition process or requested or had one assigned to you for another purpose,
you should use that number on all of your applications. It is not necessary to request
another DUNS number from D&B. You may request D&B to supply a family-tree report of
the DUNS numbers associated with your organization. Organizations should work with
D&B to ensure the right information is on the report. Organizations should not establish
new numbers, but use existing numbers and update/validate the information associated
with the number.
• If you are not sure if you have a DUNS number. Call D&B using the toll-free number
866.705.5711, and indicate that you are a federal grant applicant or prospective
applicant. D&B will tell you if you already have a number. If you do not have a DUNS
number, D&B will ask you to provide the information listed on the following page and will
immediately assign you a number, free of charge.
• If you know you do not have a DUNS number. Call D&B using the toll-free number
866.705.5711, and indicate that you are a federal grant applicant or prospective
applicant. D&B will ask you to provide the information listed on the following page and
will immediately assign you a number, free of charge.
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Program Name ( )

Managing Your DUNS Number
• D&B periodically contacts organizations with DUNS numbers to verify that their
information is current. Organizations with multiple DUNS numbers may request a free
family tree listing from D&B to help determine what branches/divisions have numbers
and whether the information is current. Please call the dedicated toll-free DUNS number
request line at 866.705.5711 to request your family tree.
• D&B recommends that organizations with multiple DUNS numbers have a single point of
contact for controlling DUNS number requests to ensure that the appropriate branches/
divisions have DUNS numbers for federal purposes.
• As a result of obtaining a DUNS number you have the option to be included on D&B’s
marketing list that is sold to other companies. If you do not want your name/organization
included on this marketing list, request to be de-listed from D&B’s marketing file when
you are speaking with a D&B representative during your DUNS number telephone
application.
Obtaining a DUNS number is absolutely free for all entities doing business with the
federal government. This includes grant and cooperative agreement applicants or
prospective applicants and federal contractors. Be certain that you identify yourself as a
federal grant applicant or prospective applicant.

To Obtain Your DUNS Number
Please call the dedicated toll-free DUNS number request line for federal grant and cooperative
agreement applicants or prospective grant applicants at: 866.705.5711.
The number is staffed from 8 a.m. to 6 p.m. (local time of the caller when calling from within
the continental United States). Calls placed to the above number outside of those hours will
receive a recorded message requesting the caller to call back between the operating hours.
• The process to request a number takes about 5-10 minutes.
• A DUNS number will be assigned at the conclusion of the call.
• You will need to provide the following information:
• Legal Name
• Headquarters name and address for your organization
• Doing business as (DBA) or other name by which your organization is commonly known
or recognized
• Physical address, city, state and zip code
• Mailing address (if separate from headquarters and/or physical address)
• Telephone number
• Contact name and title
• Number of employees at your physical location.

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Program Name ( )

Registering with the Central Contractor Registry
In addition to the DUNS number requirement, the COPS Office requires all applicants (other
than individuals) for federal financial assistance to to be registered in the Central Contractor
Registration (CCR) database prior to submitting an application. The CCR database is the
repository for standard information about federal financial assistance applicants, recipients,
and sub-recipients. Organizations that have previously submitted applications via Grants.gov
are already registered with CCR, as it is a requirement for Grants.gov registration. Information
about registration procedures can be accessed at www.ccr.gov.
If awarded, your agency must maintain the currency of your information in the CCR until
you submit the final financial report required under this award or receive the final payment,
whichever is later. This requires that you review and update the information at least annually
after the initial registration, and more frequently if required by changes in your information of
another aware term.

Geographic Names Information System ID Number
The Geographic Names Information System (GNIS) database is maintained by the U.S.
Geological Survey, U.S. Department of the Interior. The database assigns a unique, permanent
feature identifier, the Feature ID that is the only standard federal key for integrating or
reconciling feature data from multiple datasets.

To determine your jurisdiction’s Feature ID number:
• Go to: http://geonames.usgs.gov/. Click on “Search Domestic Names”
• From this screen, you can enter the name of your jurisdiction (for example, “Cleveland”)
• Select your state (“Ohio”)
• Click “Send Query.” The results will show that Cleveland, Ohio is a populated place with a
Feature ID of 1066654.
• Enter this 7-digit number into your application form. Some jurisdictions may have Feature
IDs of less than 7 digits; for example, American University is a school in the District of
Columbia with a Feature ID of 531560. In this case, you should place a “0” in front of the
number to ensure that 7 digits are entered into the CHRP application form.

Helpful Online Resources

DUNS Number information:
http://fedgov.dnb.com/webform/displayHomePage.do
Central Contractor Registry (CCR): www.ccr.gov

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Program Name ( )

Electronic Submission of Applications via the COPS Website
The COPS Office has developed an online application to enable agencies to apply for funding
electronically. Agencies may apply for COPS funding via the COPS website at www.cops.usdoj.gov.
Applicants will be able to print a copy of the application package to reference while
completing the application online via the COPS website. The COPS Office will not accept
applications submitted via mail or email.
Please read the following important information before attempting to submit your application
via the COPS website:
• To apply for funding, applicants must have a DUNS number (DUNS numbers are •
required of all agencies requesting federal funding) and have an active registration with
the Central Contractor Registry (CCR). Please see the attached checklist that will assist
agencies in completing all the steps for each registration process.
• All applicant documentation must be submitted electronically, via the COPS website.
• Applicants must comply with any word and/or field limit requirements described in the
COPS Application Guide.
• Applicants must also download the COPS Application Guide (instructions) for completing
the application.
• Applicants will have the opportunity to print a copy of the application prior to completion,
and a copy of the application after it has been submitted. Please note that the application
package cannot be submitted until all required fields have been completed.
• Do not wait until the application deadline date to begin the application process through
the COPS website. The registration steps may take a few days, and if you wait until the
application deadline date you may be unable to submit your application online.
If you encounter difficulty when applying using the COPS website, please contact:
COPS Office Response Center
800.421.6770
[email protected].

Audit Requirement
OMB Circular A-133 establishes the requirements for organizational audits that apply to COPS
grantees. Grantees must arrange for the required organization-wide (not grant-by-grant) audit
in accordance with the requirements of this circular.

Civil Rights
All recipients of federal grant funds are required to comply with nondiscrimination
requirements contained in various federal laws. A memorandum addressing federal civil
rights statutes and regulations from the Office for Civil Rights, Office of Justice Programs
will be included in the award package for grant recipients. All applicants should consult the
Assurances form to understand the applicable legal and administrative requirements.
Please be advised that a hold may be placed on this application if it is deemed that the
applicant agency is not in compliance with federal civil rights laws and/or is not cooperating
with an ongoing federal civil rights investigation.

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Program Name ( )

Grant Terms and Conditions— Sample Text – will change with
program-specific requirements
The following section describes all of the compliance terms and conditions that applicants
should be aware of before applying to COPS programs. The table below further defines which
of the legal requirements are applicable to the program for which you are applying. Please
review each section carefully. The signatures of the applicant’s Authorized Organizational
Representative, Law Enforcement Executive/Program Official, and Government Executive/
Financial Official on Section 14: Certification of Review and Representation of Compliance
with Requirements of the COPS Application Attachment to the SF-424 assures the COPS Office
that your agency will comply with all legal and administrative requirements that govern the
applicant for acceptance and use of federal grant funds.

Key: Y – Yes
FY 20xx
Program

N – No

P – Possibly (dependent upon particular agency regulations or items requested)

I.
Assurances

ll.

III.

IV.
V.
NonProcurement
Certifications Disclosure
supplanting & Sole Source
of Lobbying
Justification
Activities

VI.
Criminal
Intelligence
Systems/28
C.F.R. Part 23

VII.
Mitigate
Possible
Adverse Health,
Safety, and
Environmental
Impacts

Y

P

P

P

Y

P

I. & II. Assurances & Certifications (included in Section 15 of this Application
Guide and Standard Application forms.)
Applicants to COPS programs are required to sign and submit the standard Assurances and
Certifications forms. Signing these documents assures the COPS Office that you have read,
understand, and accept the grant terms and conditions as outlined in the Assurances and
Certifications. Please read these documents carefully as signatures on these documents
are treated as material representation of fact upon which reliance will be placed when the
Department of Justice determines to award the covered grant. A hard copy of the Assurances
and Certifications, signed by the Law Enforcement Executive/Program Official and Government
Executive/Financial Official named on the COPS Application Attachment to the SF-424, should
be kept in the agency’s files and furnished upon request.

III. Disclosure of Lobbying Activities (Also included in Section 16 of this
Application Guide and Standard Application forms.)
This disclosure form shall be completed by the reporting entity, whether subawardee or prime
federal recipient, at the initiation or receipt of a covered federal action, or a material change to
a previous filing, pursuant to title 31 U.S.C. section 1352. The filing of a form is required for each
payment or agreement to make payment to any lobbying entity for influencing or attempting
to influence an officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection with a covered
federal action. Refer to the implementing guidance published by the Office of Management
and Budget for additional information.
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Program Name ( )

If this applies to your agency, you are required to submit the Disclosure of Lobbying Activities
(SF-LLL) as an attachment to your application online. Complete all items that apply for both the
initial filing and material change report.

IV. Nonsupplanting Requirement
Grant funds may not be used to replace state or local funds (or, for tribal grantees, Bureau
of Indian Affairs funds) that would, in the absence of federal aid, be made available for the
purpose of the grant. Instead, grant funds must be used to increase the total amount of funds
that would otherwise be made available for the grant purposes.
A grant recipient may not use federal grant funds to pay for any item or costs associated
with this request that the recipient is already obligated to pay. Funds allocated to pay for
law enforcement costs irrespective of the grant may not be reallocated to other purposes or
refunded should a COPS grant or cooperative agreement be awarded. Non-federal funds must
remain available for and devoted to that purpose, with COPS funds supplementing those
non-federal funds. Funding awarded cannot be obligated until after the grant award start date
(unless an exception is authorized in writing by the COPS Office). This means that COPS funds
cannot be applied to any agency cost incurred prior to the award start date.
The possibility of supplanting will be the subject of careful application review, possible preaward review, and post-award monitoring and audit. Any supplanting of non-federal funds by
COPS grant funds may be grounds for potential suspension or termination of grant funding,
recovery of misused funds, and/or other applicable legal sanctions.
If you have questions concerning the nonsupplanting requirement while completing this
application, please contact the COPS Office at 800.421.6770 for further information.

V. Procurement & Sole Source Justification
Sole source, or procurement by noncompetitive proposals, is procurement through solicitation
of a proposal from only one source, or after solicitation of a number of sources, competition
is determined inadequate. It must adhere to the standards set forth in the Uniform
Administrative Requirements, 28 C.F.R. § 66.36 or 28 C.F.R. § 70 (as applicable).
For the purchase of equipment, technology or services under a COPS grant award, grant
recipients must follow their own policies and procedures on procurement as long as those
requirements conform to the federal procurement requirements set forth in 28 C.F.R. § 66.36
and 28 C.F.R. § 70 (as applicable). If a grant recipient determines that the award of a contract
through a competitive process is infeasible, and if one of the following circumstances applies:
(1) the item/service is available only from one source; (2) the public exigency or emergency
for the requirement will not permit a delay resulting from competitive solicitation; or (3)
competition is determined inadequate after solicitation of a number of sources, the grant
recipient must seek written authorization from the COPS Office for sole source procurements in
excess of $100,000. Written approval for sole source procurements from the COPS Office must
be received prior to purchasing equipment, technology or services, obligating funding for a
contract, or entering into a contract with grant funds.

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Program Name ( )

Requests for sole source procurements of equipment, technology or services in excess of
$100,000 must be submitted to the COPS Office in writing certifying that the award of the
contract through full and open competition is infeasible. The sole source request must
be prepared on department letterhead. The request should also include the following
information:
Section I – A brief description of the project, the amount to be designated for the sole source
procurement, and the purpose of the contract.
Section II – A statement identifying which one (or more) of the three circumstances identified
below apply to the procurement transaction and an explanation as to why it is necessary to
contract in a noncompetitive manner. Include supporting information as identified below
under the applicable section(s).
The item/service is available only from one source.
• Uniqueness of items/services to be procured from the proposed contractor or vendor
(compatibility, patent issues, etc.)
• How the agency determined that the item/service is only available from one source
(e.g., market survey results, independent agency research, patented or proprietary system, etc.)
• Explanation of need for contractor’s expertise linked to the current project
(e.g., knowledge of project management, responsiveness, experience of contractor
personnel, prior work on earlier phases of project, etc.)
• Any additional information that would support the case
The public exigency or emergency for the requirement will not permit a delay resulting
from competitive solicitation.
• When the contractual coverage is required by your department and why
• Impact on project if deadline/dates are not met
• How long it would take an alternate contractor to reach the same required level of
competence (equate to dollar amounts, if desired)
• Any additional information that would support the case
Competition is determined inadequate after solicitation of a number of sources.
• Results of a market survey to determine competition availability; if no survey is
conducted, please explain why not
• Any additional information that would support the case
Section III – A declaration that this action/choice is in the best interest of the agency.
Upon receipt of the request for sole source authorization, the COPS Office will review to
determine if competition is infeasible, and your agency will be contacted if any of the
identified information is missing or if additional supporting information is required. If the
COPS Office determines that the request does not meet the standards set forth above, the
request will be denied.
Please be advised that conflicts of interest are prohibited under the procurement standards
set forth in 28 C.F.R. § 66 and 28 C.F.R. § 70.
If you have any questions regarding the federal requirements that guide procurement
procedures, please contact your Grant Program Specialist at 800.421.6770.
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Program Name ( )

VI. Criminal Intelligence Systems/28 C.F.R. Part 23 Compliance (if applicable)
If your agency is receiving COPS funding for equipment/technology that will be used to
operate an interjurisdictional criminal intelligence system, you must agree to comply with the
operating principles found at 28 C.F.R. Part 23. An “interjurisdictional criminal intelligence
system” is generally defined as a system which receives, stores, analyzes, and exchanges or
disseminates data regarding ongoing criminal activities (such activities may include, but
are not limited to, loan sharking, drug or stolen property trafficking, gambling, extortion,
smuggling, bribery, and public corruption) and shares this data with other law enforcement
jurisdictions. 28 C.F.R. Part 23 contains operating principles for these interjurisdictional
criminal information systems which protect individual privacy and constitutional rights.
If you are simply using the COPS funds to operate a single agency database (or other
unrelated forms of technology) and will not share criminal intelligence data with other
jurisdictions, 28 C.F.R. Part 23 does not apply to this grant.

VII. Certification to Mitigate Possible Adverse Health, Safety,
& Environmental Impacts (if applicable)
The National Environmental Policy Act (NEPA) of 1969, as amended (Pub. Law 91-190; 42 U.S.C.
4321 et seq) establishes a national goal of protecting the environment. NEPA’s requirements
apply to federal projects, decisions, or actions, including grants in aid, that might have
a significant impact on the quality of the human environment. For example, renovation
and construction projects initiated by state or local law enforcement agencies with grant
funding from the Office of Community Oriented Policing Services (COPS), U.S. Department of
Justice are subject to NEPA. These projects are usually also subject to related environmental
impact review and consultation provisions within the following environmental statutes and
executive orders: Coastal Zone Management Act; Coastal Barrier Resources Act; Clean Air
Act; Safe Drinking Water Act; Federal Water Pollution Control Act; Endangered Species Act;
Wild and Scenic Rivers Act; National Historic Preservation Act; Farmland Protection Policy
Act; and executive orders related to protection of wetlands, floodplain management, and
environmental justice.
It is COPS’ policy to minimize harm to the environment and we may reject proposals or encourage
the modification of projects which have adverse environmental impacts. No grant funds may
be awarded and/or expended for a specific construction proposal until an Environmental
Assessment (EA) and/or an Environmental Impact Statement (EIS) has been completed and
COPS has issued a Finding of No Significant Impact (FONSI) or has approved the EIS.

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Program Name ( )

VIII. Federal Funding Accountability and Transparency Act Subaward
Reporting System
The Federal Funding Accountability and Transparency Act of 2006 (FFATA) requires,
among other things, that information on federal awards (federal financial assistance and
expenditures) be made available to the public via a single, searchable website, which is
www.USASpending.gov.
Applicants should note that all recipients of awards of $25,000 or more under this solicitation,
consistent with FFATA, will be required to report award information on any first-tier subawards
totaling $25,000 or more, and, in certain cases, to report information on the names and total
compensation of the five most highly compensated executives of the recipient and first-tier
subrecipients. If applicable, the FFATA Subaward Reporting System (FSRS), accessible via the
Internet at www.fsrs.gov, is the reporting tool recipients under this solicitation will use to capture
and report subaward information and any executive compensation data required by FFATA.
The subaward information entered in FSRS will then be displayed on www.USASpending.gov
associated with the prime award, furthering Federal spending transparency.
Each applicant entity must ensure that it has the necessary processes and systems in place to
comply with the applicable reporting requirements should it receive funding.
See Appendix C for detailed terms and conditions under this requirement.

IX. Suspension or Termination of Funding
The COPS Office may suspend, in whole or in part, or terminate funding, or impose other
sanctions on a grantee for the following reasons:
• Failure to substantially comply with the requirements or objectives of the Public
Safety Partnership and Community Policing Act of 1994, program guidelines, or other
provisions of federal law
• Failure to make satisfactory progress toward the goals or strategies set forth in this
application
• Failure to adhere to grant agreement requirements or special conditions
• Proposing substantial plan changes to the extent that, if originally submitted, would
have resulted in the application not being selected for funding
• Failure to submit required or requested reports
• Filing a false statement or certification in this application or other report or document
• Other good cause shown.
Prior to imposing sanctions, the COPS Office will provide reasonable notice to the grantee
of its intent to impose sanctions and will attempt to resolve the problem informally. Appeal
procedures will follow those in the U.S. Department of Justice regulations in 28 C.F.R. Part 18.
False statements or claims made in connection with COPS grants may result in fines,
imprisonment, debarment from participating in federal grants or contracts, and/or any other
remedy available by law.
Please be advised that grantees may not use COPS funding for the same item or service also
funded by an Office of Justice Programs (OJP) award.

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Program Name ( )

Required Application Documents and Sections for Applications
Sample Text – will change with program-specific requirements
Listed below is a chart that shows the required documentation that must be completed and submitted for your application to be considered
complete. Failure to submit all required documentation at the time of application may delay processing and/or result in the denial of your
application. Unless otherwise noted, each section listed must be completed in its entirety. You can use this chart as an application
checklist to ensure you have met all of the necessary requirements.
Application Documents & Sections

Required?
Yes, No or Possible
(dependent upon program)

Completed?

1. Standard Form 424

Yes



2. COPS Application Attachment to SF-424

Yes



Section 1: COPS Program Request

Yes



Section 2: Agency Eligibility Information

Yes



Section 3: General Agency Information

Yes



Section 4: Executive Information

Yes



A. COPS Hiring Program Officer Request
B. Child Sexual Predator Program (CSPP) Officer Request

Yes
Yes




Section 6: Law Enforcement & Community Policing Strategy
A. Non Hiring Applicants
B. Hiring Applicants Only

Yes
Yes




Section 7: Need for Federal Assistance

Yes



Section 8: Continuation of Project After Federal Funding Ends

Yes



Possible



Section 10 : Executive Summary

Yes



Section 11: Project Description (Narrative)

Yes



Possible



Section 13: Application Attachments (Budget Narrative)

Yes



Section 14: Budget Detail Worksheets

Yes



Section 15: Assurances and Certifications
A. Assurances
B. Certifications

Yes
Yes




Section 16: Disclosure of Lobbying Activities

Possible



Yes



Possible



Section 5: COPS Officer Request Form

Section 9: Program Specific Requirements

Section 12: Official Partner(s) Contact Information

Section 17: Certification of Review and Representation of Compliance
with Requirements
Section 18: Application Data Verification

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COPS APPLICATION ATTACHMENT TO SF424
What An Application Must Include
REQUIRED FORMAT AND OTHER IMPORTANT INFORMATION FOR SUBMISSION

Section 1: COPS Program Request
Select the program for which you are requesting federal assistance.

Section 2: Agency Eligibility Information

A. CHP Eligibility Questions
B. SOS Eligibility Questions

Section 3: General Agency Information
Please provide accurate agency information as this information may be used, along with
other data collected, to determine funding eligibility.

A. Applicant ORI Number
B. Applicant Data Universal Numeric System (DUNS) Number
C. Central Contractor Registration (CCR)
D. Geographic Names Information System (GNIS) ID
E. Cognizant Federal Agency
F. Fiscal Year
G. Service Population
H. Law Enforcement Agency Sworn Force Information

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Section 4: Executive Information
A. Law Enforcement Executive/Agency Executive Information
For Law Enforcement Agencies: Enter the law enforcement executive’s name and contact
information. This is the highest ranking law enforcement official within your jurisdiction (e.g.,
Chief of Police, Sheriff, or equivalent).
For Non-Law Enforcement Agencies: Enter the highest ranking individual in the applicant
agency (e.g., CEO, President, Chairperson, Director) who has the authority to apply for
this grant on behalf of the applicant agency. If the grant is awarded, this position would
ultimately be responsible for the programmatic implementation of the award.

B. Government Executive/Financial Official Information
For Government Agencies: Enter the government executive’s name and contact information.
This is the highest ranking official within your jurisdiction (e.g., Mayor, City Administrator, Tribal
Chairman, or equivalent).
For Non-Government Agencies: Enter the name and contact information of the financial
official who has the authority to apply for this grant on behalf of the applicant agency (e.g.,
Treasurer). If the grant is awarded, this position would ultimately be responsible for the
financial management of the award. Please note that information for non-executive positions
(e.g., clerks, trustees, etc.) is not acceptable.
Note: Listing individuals without ultimate programmatic and financial authority for the grant could
delay the review of your application, or remove your application from consideration.

Section 5: COPS Officer Request Form

A. COPS Hiring Program Officer Request
B. Child Sexual Predator Program (CSPP) Officer Request

Section 6: Law Enforcement & Community Policing Strategy
A. Non-Hiring Applicants
COPS Office grants must be used to reorient the mission and activities of law enforcement
agencies through initiating community policing or enhancing their involvement in community
policing. If awarded funds, your responses to this section will constitute your agency’s
community policing plan under this grant. Your organization may be audited or monitored
to ensure that it is initiating or enhancing community policing in accordance with this plan.
The COPS Office may also use this information to understand the needs of the field, and
potentially provide for training, technical assistance, problem solving and community policing
implementation tools.

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Program Name ( )

We understand that your community policing needs may change during the life of your
grant (if awarded), and minor changes to this plan may be made without prior approval from
the COPS Office. We also recognize that this plan may incorporate a broad range of possible
community policing strategies and activities, and that your agency may implement particular
community policing strategies from the plan on an as-needed basis throughout the life of
the grant. If your agency’s community policing plan changes significantly, however, you must
submit those changes in writing to the COPS Office for approval. Changes are “significant” if
they deviate from the range of possible community policing activities identified and approved
in this original community policing plan submitted with your application.

B. CHP Applicants Only
COPS Office grants must be used to reorient the mission and activities of law enforcement
agencies through initiating community policing or enhancing their involvement in community
policing. If awarded funds, your responses to sections II(a) and II(b) that follow will constitute
your agency’s community policing plan under this grant. Your organization may be audited or
monitored to ensure that it is initiating or enhancing community policing in accordance with
this plan. The COPS Office may also use this information to understand the needs of the field,
and potentially provide for training, technical assistance, problem solving and community
policing implementation tools. Please note that the COPS Office recognizes that your COPSfunded officer(s) (or an equal number of veteran officers who are redeployed after hiring the
entry-level COPS-funded officers) will engage in a variety of community policing activities and
strategies, including participating in some or all aspects of your identified community policing
plan. Your community-policing plan may be influenced and impacted by others within and
outside of your organization; this is considered beneficial to your community policing efforts.
At any time during your grant, you should be prepared to demonstrate (1) the community
policing activities engaged in prior to the grant award that are detailed in section I of this
application and (2) how the grant funds were specifically used to enhance (increase) or initiate
community policing activities according to your community policing plan contained in
sections II(a) and II(b) of this application.
Finally, we also understand that your community policing needs may change during the life of
your grant. Minor changes to this plan may be made without prior approval of the COPS
Office; however, if your agency’s community policing plan changes significantly, you must
submit those changes in writing to the COPS Office for approval. Changes are “significant”
if they deviate from the specific crime problem(s) identified and/or the type of community
policing strategies identified and approved in the original community policing plan submitted
with this application. Minor changes to the scope or nature of a proposed strategy that do not
materially alter the strategy itself do not require pre-approval of the COPS Office.

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Program Name ( )

Section 7: Need for Federal Assistance
All applicants are required to provide a brief explanation of their agency’s inability to address
your public safety needs and implement this project without federal assistance.

A. Waivers of the Local Match (if applicable)
B. Explanation of Need for Federal Assistance
C. Fiscal Health (if applicable)

Section 8: Continuation of Project after Federal Funding Ends
Sample text for Hiring grants – text will vary depending on
program requirements
A. For COPS Grants with Retention Plan Requirement
Applicants for COPS hiring grants which include a post-grant retention requirement must
plan to retain all positions awarded for a minimum of 12 months at the conclusion of federal
funding for each position. Responses to the questions in this section will serve as your
agency’s retention plan. The retained COPS-funded positions should be added to your
agency’s law enforcement budget with state and/or local funds at the end of grant funding,
over and above the number of locally-funded positions that would have existed in the absence
of the grant. At the time of grant application, applicants must affirm that they plan to retain
the positions and identify the planned source(s) of retention funding.

B. For COPS Grant with No Retention Plan Requirement
The questions in this section will be used for programs WITHOUT a retention requirement (i.e.,
earmarks, SOS, TRGP E/T, CSPP) to report any plans to continue the program or activity after
the conclusion of federal funding.

Section 9: School Safety Assessment – Applies to SOS
applicants only
All FY 2011 Secure Our Schools applicants MUST have either conducted a school safety
assessment within the last three years for the school(s) targeted through this grant application
or conduct a school safety assessment within the 2 year grant implementation period for
the targeted schools. The assessment should be utilized as strategic evaluation tools to
identify school safety problems related to the prevention of violence at the school(s) targeted
through this grant application. An applicant that has not conducted an assessment may
request funding to have an assessment completed. For applicants that have not conducted an
assessment and will not be requesting funding for an assessment, you must provide a detailed
explanation in question #6 demonstrating how your department will implement a school
safety assessment.
Agencies which have conducted a school safety assessment within the last three years for
the schools targeted through this grant application must answer a list of questions regarding
the assessment. You will be required to link requested budget items to the assessment in the
budget narrative to the maximum extent possible.

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Program Name ( )

If your agency has not conducted a school safety assessment for the targeted schools
within the last three years, your agency will still be required to answer a list of questions,
but these questions will be focused on when the assessment will be completed during
the implementation. Your agency MUST conduct a school safety assessment within the 2
year grant implementation period. If your agency is not requesting funding for a school
safety assessment through this grant application, you must provide a detailed explanation
to question #6 and you must still answer all applicable questions regarding the planned
assessment. Please note that your agency may request other allowable items and is not
limited to requesting funding solely for a school safety assessment. To the extent possible,
applicants should link other requested budget items to the planned assessment. As part of
the list of questions, applicants should provide responses directly related to the Secure Our
Schools statutory assurance.
Agencies which have conducted a school safety assessment within the last three years
must answer questions 1-5 regarding the assessment. If your agency has not conducted a
school safety assessment within the last three years, you must answer questions 6-11, but
these questions will be focused on the assessment that will be conducted during the grant
implementation period. Your agency may request funding through this grant application to
conduct a school safety assessment. Please note, your agency may request other allowable
items and is not limited to funding solely a school safety assessment.

Applicants Who Have Conducted School Safety Assessments Within the Last
Three Years (Questions 1-5)
1. When was the assessment conducted? <>
2. Who conducted the assessment? Identify ALL internal and external parties involved
(e.g. teachers, students, parents, community stakeholders, local businesses, emergency
management personnel, security assessment evaluators and/or consultants).
Teachers

Emergency Management Personnel

Students

School Security/Safety Personnel

Parents

Consultants

Community Stakeholders

School Administrators

Local Business

Other <>

3. Identify what aspects of school safety and security were assessed. Select all that apply:

24

Security and Surveillance Systems

School Code of Conduct

Building Access Control

Emergency Preparedness/Crisis Plans

Classroom Security

School Incident and Discipline Data

Student and Teacher Handbooks

Evaluation of Site Access Control Systems

Emergency Communications

Indoor/Outdoor Athletic Facilities

Safety and Security of School Grounds

Other << Insert text ≤100 words>>

Program Name ( )

4. Did the assessment include any staff, teacher, student, or parent survey data related to
school climate?
Yes

No

If yes, please describe the survey instrument your agency used. Answers are limited to 500
characters.
<< text box for answer>>
5. What were the findings of the assessment? Specifically outline the areas of the school(s)
where problems were identified and the proposed recommendations for resolution. Please
note: All budget items requested must be justified in your budget narrative as a result of
these findings of the assessment. Answers are limited to 2000 characters.
<< text box for answer>>

Applicants Who Have Not Conducted School Safety Assessments Within the Last
Three Years (Questions 6-11)
6. When will the assessment be conducted? << Proposed date>> The School Safety
Assessment MUST be conducted within the grant implementation period.
7. Did your agency request monies through this grant application to conduct a school safety
assessment and include a description of the planned school safety assessment in the
budget narrative?
Yes

No

If your agency answered no, please explain your response. Answers are limited to 1000
characters
<< text box for answer>>
8. Who will conduct the assessment? Identify ALL internal and external parties that may be
involved. Select all that apply:
Teachers

Emergency Management Personnel

Students

School Security/Safety Personnel

Parents

Consultants

Community Stakeholders

School Administrators

Local Business

Other <>

9. Identify what aspects of school safety and security will be assessed. Select all that apply:
Security and Surveillance Systems

School Code of Conduct

Building Access Control

Emergency Preparedness/Crisis Plans

Classroom Security

School Incident and Discipline Data

Student and Teacher Handbook

Evaluation of Site Access Control Systems

Emergency Communications

Indoor/Outdoor Athletic Facilities

Safety and Security of School Grounds

Other <>
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Program Name ( )

10. Does your agency plan to include any staff, teacher, student, or parent survey data related
to school climate?
Yes

No

If yes, please describe the survey instrument your agency plans to use. Answers are
limited to 1000 characters.
<< text box for answer>>
11. Specifically outline the areas of the school(s) where problems were identified and the
proposed recommendations for resolution. Pease note all budget items requested must
be justified in your budget narrative as a result of these findings of the preliminary
assessment. Answers are limited to 2000 characters.
<< text box for answer>>

Section 10: Executive Summary – Sample Text – if required,
will vary by program
Briefly summarize how your agency intends to use this grant funding, including how your
proposed Methamphetamine project will address any or all of the following:
Child Endangerment, Enforcement, Intelligence Gathering, Drug Courts, Partnership
Development, Precursor Chemicals, Prevention, Production, Training, and/or Treatment. This
information may be used to keep Congress or other executive branch agencies informed
about law enforcement strategies to deter crime in your community.
Please begin your Executive Summary by listing the following information:
1. Agency Name
2. State
3. Point of Contact Name and Phone Number
4. Estimated Award Amount (previously provided to you by the COPS Office)
Please limit your response to 400 words or less.

Section 11: Project Description (Narrative)—Sample text – will
vary by program if required.
Agencies that seek funding under this program are required to submit a separate
narrative addressing how the grant will establish or enhance existing comprehensive
methamphetamine reduction efforts through coordinated prevention, intervention/
treatment, and enforcement activities. Programs may address any or all of the following areas:
Child Endangerment, Enforcement, Intelligence Gathering, Drug Courts, Partnership
Development, Precursor Chemicals, Prevention, Production, Training, and/or Treatment. Your
agency is not required to submit supporting documentation with this application. However,
your agency must maintain copies of the records used in this grant submission for future review
in the event of a site visit, audit, or other request. Data used must be data that was recorded in
official records. Please do not submit any confidential data or reports with your application.

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Program Name ( )

Failure to respond to any of the points below may delay the processing of your application,
or result in its denial. Use the instructions below to provide a comprehensive summary of all
activities that will take place to permanently reduce the existence of methamphetamine in
your jurisdiction. Agencies should also familiarize themselves with An Evaluation of the COPS
Office Methamphetamine Initiative to help in developing an effective program (www.cops.
usdoj.gov/files/ric/Publications/meth initiative.pdf ).
Please limit your response to xx characters or less.
Narrative Sections – Sample Text – Actual requirements will vary by program

A. Problem Identification and Justification
Please describe the meth-related problem(s) that will be addressed with this grant, and
provide relevant facts, statistics, or other supporting information that documents the nature,
prevalence, and severity of the problem.

B. Project Goals and Objectives
Define the vision, goals, and objectives that you are ultimately trying to accomplish through
federal assistance and how the proposed project would fit into an overall effort to address the
problems identified above.

C. Community Policing Strategies/Crime Prevention Activities
Please provide information on the proposed community policing activities that will be
implemented or enhanced with grant funding. Please address each of the following elements
of community policing: (a) community partnerships and support, including consultation
with community groups, private and/or other public agencies; (b) related governmental and
community initiatives that complement your agency’s proposed use of Meth funding; and
(c) organizational transformation – how your agency will use these funds, if awarded, to help
reorient its mission to community policing or enhance its involvement in and commitment to
community policing.
Agencies that seek funding under this program must provide information on how the
community policing activities described will link to the overall organizational community
policing strategy of the agency.
This response will serve (along with the answers to the community policing questions
answered previously) as your agency's community policing plan. Your agency may be
monitored or audited to ensure that it is initiating or enhancing community policing in
accordance with this plan.

D. Implementation Plan
How will you ensure effective implementation of the project? Include a brief timeline with a
list of key activities and milestones to take place within the life of the grant. Activities may be
grouped by month, quarter, or other format at the applicant’s discretion.

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Program Name ( )

E. Evaluation Plan/Effectiveness of Program
Although a formal evaluation of the COPS Methamphetamine Initiative is not a requirement
for funding, the COPS Office strongly encourages applicants to consider how they will
determine if grant funding was effective in addressing the problems outlined above. If your
agency intends to have an evaluation plan in place, please describe it here.

F. Project Description (Narrative) Attachment

Section 12: Official Partner(s) Contact Information (if
applicable)
An official "partner" under the grant may be a governmental, private, school district, or other
applicable entity that has established a legal, contractual, or other agreement with the applicant
for the purpose of supporting and working together for mutual benefits of the grant.

Section 13: Application Attachments (if applicable)
Specific instructions will be added to explain any required attachments.
This section should be used to attach any required or applicable attachments to your grant
application (e.g., a Memorandum of Understanding, etc.).
If a Memorandum of Understanding (MOU) is required under the grant, this document
should define the roles and responsibilities of the individuals and partner(s) involved in your
proposed project.
[The program-specific Application Guide will provide further instructions on the MOU or
other application attachments which may be required. The Guide will also specify if optional
attachments are permitted for submission.]

Section 14: Budget Detail Worksheets (Instructions)
Applicants to COPS Programs are required to complete the Budget Detail Worksheets. The
worksheets request the applicant to provide a specific description for each item outlined in
the application.

Section 15: Assurances and Certifications
Applicants to COPS programs are required to sign and submit the standard Assurances and
Certifications forms. Signing these documents assures the COPS Office that you have read,
understand, and accept the grant terms and conditions as outlined in the Assurances and
Certifications. Please read these documents carefully as signatures on these documents
are treated as material representation of fact upon which reliance will be placed when the
Department of Justice determines to award the covered grant. A hard copy of the Assurances
and Certifications, signed by the Law Enforcement Executive/Agency Executive and
Government Executive/Financial Official named on the COPS Application Attachment to the
SF-424, should be kept in the agency’s files and furnished upon request.

A. Assurances
B. Certifications

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Program Name ( )

Section 16: Disclosure of Lobbying Activities
This disclosure form shall be completed by the reporting entity, whether subawardee or prime
federal recipient, at the initiation or receipt of a covered federal action, or a material change to
a previous filing, pursuant to title 31 U.S.C. section 1352. The filing of a form is required for each
payment or agreement to make payment to any lobbying entity for influencing or attempting
to influence an officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection with a covered
federal action. Refer to the implementing guidance published by the Office of Management
and Budget for additional information.
If this applies to your agency, you are required to submit the Disclosure of Lobbying Activities
(SF-LLL) as an attachment to your application online. Complete all items that apply for both the
initial filing and material change report.

Section 17: Certification of Review and Representation of
Compliance with Requirements
The signatures of the Law Enforcement Executive/Agency Executive and Government
Executive/Financial Official, and any applicable program partners on the Certification of
Review and Representation of Compliance with Requirements:
1. Assures the COPS Office that the applicant will comply with all legal, administrative,
and programmatic requirements that govern the applicant for acceptance and use of
federal funds as outlined in the applicable COPS Application Guide; AND
2. Attests to the accuracy of the information submitted with this application (including
the Budget Detail Worksheets).
The signatures on this application must be made by the actual executives named on this
application unless there is an officially documented authorization for a delegated signature.
If your jurisdiction has such an official document, it must be attached to this application.
Applications with missing, incomplete, or inaccurate signatories or responses may not be
considered for funding.
Signatures shall be treated as a material representation of fact upon which reliance will be
placed when the Department of Justice determines to award the covered grant.
Please be advised that a hold may be placed on this application if it is deemed that the
applicant agency is not in compliance with federal civil rights laws, and/or is not cooperating
with an ongoing federal civil rights investigation, and/or is not cooperating with a COPS Office
compliance investigation concerning a current grant award.

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Program Name ( )

Section 18: Application Data Verification
After submission of this application, the COPS Office may require your department to verify data
provided in the application. This section is to be completed once the data has been reviewed,
confirmed and/or updated. Failure to respond to the request may eliminate the application
from 2011 funding consideration. The purpose of this section to confirm that the person
reviewing, confirming and/or updating the data is authorized by the appropriate governing
body to act on behalf of the grant applicant entity, that the information provided, including
any amendments, be treated as material representations of fact upon which reliance will be
placed when the Department of Justice determines to award the covered grant, and that the
applicant understands that false statements or claims made in connection with COPS programs
may result in fines, imprisonment, debarment from participating in federal grants, cooperative
agreements, or contracts, and/or other remedy available to by law to the federal government.

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Program Name ( )

APPENDIXES
Appendix A: Glossary of COPS Program Terms
The following information is provided to assist you with the completion of your COPS grant
program application forms. The list includes some of the most common terms that are used
in the application forms. For additional assistance or clarification regarding any part of the
application, please contact your Grant Program Specialist at 800.421.6770.
Allowable Costs: Allowable costs are costs that will be paid for by this grant program.
Authorized Officials: The authorized officials are the individuals in your organization who
have final authority and responsibility for all programmatic and financial decisions regarding
your application and, if awarded, your grant award. For law enforcement agencies, the listed
Law Enforcement Executive (usually Chief of Police, Sheriff, etc.) and the Government Executive
(usually Mayor, Board President, etc.) are your agency’s authorized officials.
Authorized Organizational Representative (AOR): A person authorized by your E-business
POC to submit applications to Grants.gov. This privilege should be provided only to those
individuals who currently have signature authority for submitting grant applications. The name
of the individual designated as an AOR will be populated by the Grants.gov system in grant
application package forms, which require signatures. An organization can assign as many AORs
to use Grants.gov as necessary.
Automated Booking System: An automated booking system captures arrestee fingerprints
and photographic information electronically and often has the ability to transfer that
information to a departmental or statewide database.
Automated Fingerprint Identification System (AFIS): An AFIS system is a highly specialized
biometrics system that compares a single fingerprint image with a database of fingerprint
images. Fingerprint images are collected from crime scenes or are taken from criminal suspects
when they are arrested. Fingerprint images may be captured by placing a finger on a scanner
or by electronically scanning inked impressions on paper.
Award Start Date: This is the date on or after which your agency is authorized to purchase
items or hire positions that were approved by the COPS Office. If awarded, the award start
date is found on your grant Award Document. Grantees may not make any purchases or hire any
positions prior to this date without written approval from the COPS Office.
Career Law Enforcement Officer: The COPS statute defines a “career law enforcement officer”
as a person hired on a permanent basis who is authorized by law, or by a state or local public
agency, to engage in or oversee the prevention, detection, or investigation of violations of
criminal laws.

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Program Name ( )

Catalog of Federal Domestic Assistance (CFDA): The CFDA is an annual government-wide
publication that contains a description and index of all forms of federal assistance. Each
program is assigned a “CFDA number,” which is used by auditors to track grant revenues under
the Single Audit Act. It is also used in participating states by State Single Points of Contact in
conducting the required intergovernmental reviews under Executive Order 12372. The CFDA
number for all COPS programs is 16.710.
Central Contractor Registry (CCR): Institutions receiving any type of award from the federal
government must register with CCR.
Closeout: The process in which the awarding agency, the COPS Office, determines that all
applicable administrative actions and all required work and conditions of the award have been
completed and met by the recipient and awarding agency.
Cognizant Federal Agency: The federal agency that generally provides the most federal
financial assistance to the recipient of funds. Cognizance is assigned by the Office of
Management and Budget (OMB).
Community Oriented Policing: Community policing is a philosophy that promotes
organizational strategies, which support the systematic use of partnerships and problemsolving techniques, to proactively address the immediate conditions that give rise to public
safety issues such as crime, social disorder, and fear of crime.
Computer Aided Dispatch (CAD) system: A computer database that can track calls for
service, maintain status of units available, provide various reports, produce address histories,
and support electronic mail. With the installation of integrated CAD systems, officers are able
to receive calls for service on their mobile data terminals rather than over the radio. Radios can
then be used only for serious emergencies.
Consortium: A consortium is a group of two or more governmental entities that agree to form
a partnership to provide law enforcement services to their constituent communities.
COPS Finance Staff: The COPS Finance staff handle your agency’s financial and budgetary
needs related to your application. A Staff Accountant is assigned to your state, and is available
to answer any questions that you may have concerning the financial aspects of your grant,
if awarded. To identify your Staff Accountant, please call the COPS Office Response Center at
800.421.6770, or visit the COPS web site at www.cops.usdoj.gov.
COPS Office: The Office of Community Oriented Policing Services (COPS) is the office within
the U.S. Department of Justice that, if awarded, is your “grantor” or “awarding” agency for your
COPS grant or cooperative agreement. The COPS Office is responsible for administering your
grant for the entire grant period. You can reach the COPS Office at 800.421.6770.
DUNS Number: DUNS stands for “data universal numbering system.” DUNS numbers are
issued by Dun and Bradstreet (D&B) and consist of nine digits. If your institution does not have
one, call 866.705.5711 to receive one free of charge. You can also request your DUNS number
online at www.dnb.com/us.

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Program Name ( )

E-Business Point of Contact (POC): Person who will designate which staff members can
submit applications through Grants.gov. When you register with CCR, your institution will be
asked to designate an E-Business POC.
EPIC (El Paso Intelligence Center) National Clandestine Laboratory Seizure Database:
The U.S. Department of Justice maintains this database to track seizure of clandestine drug
laboratories. It contains addresses of some locations where law enforcement agencies
reported they found chemicals or other items that indicated the presence of either
clandestine drug laboratories or dumpsites. For more information, please visit www.usdoj.
gov/dea/programs/epic.htm or www.usdoj.gov/dea/seizures/index.html.
Federally Recognized Tribe: Tribal entities that are recognized and eligible for funding
and services from the Bureau of Indian Affairs by virtue of their status as Indian tribes.
They are acknowledged to have the immunities and privileges available to other federally
acknowledged Indian tribes by virtue of their government-to-government relationship with
the United States as well as the responsibilities, power, limitation, and obligations of such
tribes. Only Federally Recognized Tribes are eligible to apply for COPS grant funds. For further
information, contact: Bureau of Indian Affairs, Division of Tribal Government Services, MS4631-MIB, 1849 C Street, N.W., Washington, DC 20240, 202.208.2475.
Gas Mask: A gas mask is connected to a chemical air filter and is used to protect the face and
lungs from toxic gases.
GNIS ID: The Geographic Names Information System (GNIS) database is maintained by
the U.S. Geological Survey, U.S. Department of the Interior. The database assigns a unique,
permanent feature identifier, the Feature ID, which is the only standard federal key for
integrating or reconciling feature data from multiple datasets.
Global Positioning System (GPS): Global Positioning Systems are a series of 24
geosynchronous satellites that continuously transmit their position. Each system is used in
personal tracking, navigation, and automatic vehicle location technologies.
Grant Number: If awarded, the grant number identifies your agency’s specific grant, and can
be found on your grant Award Document. This number should be used as a reference when
corresponding with the COPS Office. The COPS Office tracks grant information based upon this
number.
Interoperable Communications: Communications interoperability refers to the ability to
talk across disciplines and jurisdictions via radio communications networks on demand, in
real time. Interoperable communications equipment and technology is used to increase
interoperability and data information-sharing among the law enforcement, fire service, and
emergency medical service communities.
Local Area Unemployment Statistics (LAUS): The Bureau of Labor Statistics’ LAUS
program provides monthly estimates of unemployment for communities. For more
information and detailed instructions for looking up your local area’s unemployment rate,
please visit www.bls.gov/lau/data.htm.

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Program Name ( )

Local Budget Cycle: Your agency’s fiscal year. Some common examples include January 1 to
December 31, October 1 to September 30, and July 1 to June 30. Some local budget cycles
may extend up to 24 months.
M-PIN: Password used by your e-business point of contact to designate which staff members
can submit applications to Grants.gov.
Matching Funds: What a locality must contribute as a cash match toward total allowable
project costs over the life of the program.
Mobile Data Computer/Laptop: A Mobile Data Computer (MDC) is a computer terminal
mounted in a vehicle that is linked via wireless communication to a network that is often
integrated with a CAD system. MDCs enable officers to complete previously handwritten
reports on a computer. This often eliminates the need to enter duplicate information on
multiple reports.
National Incident-Based Reporting System (NIBRS): A comprehensive reporting database.
Agencies provide individual records for eight index crimes and 38 other offenses.
Obligation of Funds: If this application is awarded, the COPS Office “obligates” federal funds
when the grant Award Document is signed by the Director or his/her designated official. For
the grantee, grant funds are “obligated” when monies are spent directly on purchasing items
approved under the grant or cooperative agreement. The term encumbrance is often times
used at the local and state levels to describe this type of transaction. Liquidated obligations
are considered cash outlays or monies actually spent. Unliquidated obligations are obligations
incurred and recorded but not yet paid (accrual basis of accounting) or not yet recorded and
not yet paid (cash basis of accounting).
OJP Vendor Number/EIN Number: This is your agency’s nine-digit federal tax identification
number assigned to you by the IRS. Your accounting/bookkeeping department should
have this number. If your EIN previously has been assigned to another agency within your
jurisdiction, the Office of the Comptroller will assign a new OJP vendor number to you. The
new assigned number is to be used for administrative purposes only, in connection with this
grant program, and should not be used for IRS purposes.
ORI (Originating Agency Identifier) Number: This number is assigned by the FBI and is
your agency’s originating agency identifier. The first two letters are your state abbreviation,
the next three numbers are your county’s code, and the final two numbers identify your
jurisdiction within your county. When you contact the COPS Office with a question, you
can use the ORI number, and we will be able to assist you. If you are a previous COPS grant
recipient, you may have been assigned an ORI number through the COPS Office if the FBI had
not previously assigned your agency this identifier number.
Primary Law Enforcement Authority: An agency with primary law enforcement authority
is defined as the first responder to calls for service for all types of criminal incidents within its
jurisdiction. Agencies are not considered to have primary law enforcement authority if they
only: respond to or investigate specific type(s) of crime(s); respond to or investigate crimes
within a correctional institution; serve warrants; provide courthouse security; transport
prisoners; and/or have cases referred to them for investigation or investigational support.

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Program Name ( )

The Public Safety Partnership and Community Policing Act of 1994:
The COPS Office is charged with fulfilling the mandates of this law. The purposes of the law are to:
• Increase the number of community policing officers on the beat.
• Provide additional and more effective training to law enforcement officers to enhance
their problem-solving, service, and other skills needed in interacting with members of the
community.
• Encourage the development and implementation of innovative programs to permit
members of the community to assist law enforcement agencies in the prevention of crime.
• Encourage the development of new technologies to assist law enforcement agencies in
reorienting the emphasis of their activities from reacting to crime to preventing crime.
Supplanting: COPS grant funds may not be used to supplant (replace) state, local, or Bureau
of Indian Affairs funds that would be made available in the absence of federal COPS grant
funding. Program funds must be used to increase the amount of state, local, or Bureau of
Indian Affairs funds otherwise budgeted for the grant purposes, plus any additional state,
local, or Bureau of Indian Affairs funds budgeted for these purposes.

Appendix B: Intergovernmental Review Process, Points of
Contact by State
Executive Order 12372 requires applicants from state and local units of government, or
other organizations or individuals providing service within a state, to submit a copy of the
application to the state Single Point of Contact (SPOC), if one exists, and if this program has
been selected for review by the state. Before the application due date, you must contact your
state SPOC to find out if this program has been selected for review and comply with the state’s
process under Executive Order 12372. The Catalog of Federal Domestic Assistance reference
for this program is number 16.710 “Public Safety and Community Policing Grants.”
A current list of state SPOCs is listed at www.whitehouse.gov/omb/grants/spoc.html. States
that are not listed have chosen not to participate in the intergovernmental review process,
and therefore do not have a SPOC.

Appendix C: Federal Funding Accountability and Transparency
Act (FFATA) Reporting and Executive Compensation Terms and
Conditions
Reporting Subawards and Executive Compensation.
a. Reporting of first-tier subawards.
1. Applicability. Unless you are exempt as provided in paragraph d. of this award term, you
must report each action that obligates $25,000 or more in Federal funds that does not include
Recovery funds (as defined in section 1512(a)(2) of the American Recovery and Reinvestment
Act of 2009, Pub. L. 111–5) for a subaward to an entity (see definitions in paragraph e. of this
award term).
2. Where and when to report.
i. You must report each obligating action described in paragraph a.1. of this award term to
www.fsrs.gov.
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Program Name ( )

ii. For subaward information, report no later than the end of the month following the month
in which the obligation was made. (For example, if the obligation was made on November 7,
2010, the obligation must be reported by no later than December 31, 2010.)
3. What to report. You must report the information about each obligating action that the
submission instructions posted at www.fsrs.gov specify.
b. Reporting Total Compensation of Recipient Executives.
1. Applicability and what to report. You must report total compensation for each of your five
most highly compensated executives for the preceding completed fiscal year, if—
i. the total Federal funding authorized to date under this award is $25,000 or more;
ii. in the preceding fiscal year, you received—
(A) 80 percent or more of your annual gross revenues from Federal procurement contracts
(and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined
at 2 CFR 170.320 (and subawards); and
(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and
subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at
2 CFR 170.320 (and subawards); and
iii. The public does not have access to information about the compensation of the executives
through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act
of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To
determine if the public has access to the compensation information, see the U.S. Security and
Exchange Commission total compensation filings at www.sec.gov/answers/execomp.htm.)
2. Where and when to report. You must report executive total compensation described in
paragraph b.1. of this award term:
i. As part of your registration profile at www.ccr.gov.
ii. By the end of the month following the month in which this award is made, and annually
thereafter.
c. Reporting of Total Compensation of Subrecipient Executives.
1. Applicability and what to report. Unless you are exempt as provided in paragraph d. of this
award term, for each first-tier subrecipient under this award, you shall report the names and
total compensation of each of the subrecipient’s five most highly compensated executives for
the subrecipient’s preceding completed fiscal year, if—
i. in the subrecipient’s preceding fiscal year, the subrecipient received—
(A) 80 percent or more of its annual gross revenues from Federal procurement contracts (and
subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2
CFR 170.320 (and subawards); and

36

Program Name ( )

(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts
(and subcontracts), and Federal financial assistance subject to the Transparency Act (and
subawards); and
ii. The public does not have access to information about the compensation of the executives
through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act
of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To
determine if the public has access to the compensation information, see the U.S. Security and
Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.
htm.)
2. Where and when to report. You must report subrecipient executive total compensation
described in paragraph c.1. of this award term:
i. To the recipient.
ii. By the end of the month following the month during which you make the subaward. For
example, if a subaward is obligated on any date during the month of October of a given year
(i.e., between October 1 and 31), you must report any required compensation information of
the subrecipient by November 30 of that year.
d. Exemptions
If, in the previous tax year, you had gross income, from all sources, under $300,000, you are
exempt from the requirements to report:
i. Subawards, and
ii. The total compensation of the five most highly compensated executives of any subrecipient.
e. Definitions. For purposes of this award term:
1. Entity means all of the following, as defined in 2 CFR part 25:
i. A Governmental organization, which is a State, local government, or Indian tribe;
ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization;
iv. A domestic or foreign for-profit organization;
v. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal
entity.
2. Executive means officers, managing partners, or any other employees in management
positions.
3. Subaward:
i. This term means a legal instrument to provide support for the performance of any portion
of the substantive project or program for which you received this award and that you as the
recipient award to an eligible subrecipient.
37

Program Name ( )

ii. The term does not include your procurement of property and services needed to carry out
the project or program (for further explanation, see Sec. ll .210 of the attachment to OMB
Circular A–133, ‘‘Audits of States, Local Governments, and Non-Profit Organizations’’).
iii. A subaward may be provided through any legal agreement, including an agreement that
you or a subrecipient considers a contract.
4. Subrecipient means an entity that:
i. Receives a subaward from you (the recipient) under this award; and
ii. Is accountable to you for the use of the Federal funds provided by the subaward.
5. Total compensation means the cash and noncash dollar value earned by the executive
during the recipient’s or subrecipient’s preceding fiscal year and includes the following (for
more information see 17 CFR 229.402(c)(2)):
i. Salary and bonus.
ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount
recognized for financial statement reporting purposes with respect to the fiscal year in
accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS
123R), Shared Based Payments.
iii. Earnings for services under non-equity incentive plans. This does not include group life,
health, hospitalization or medical reimbursement plans that do not discriminate in favor of
executives, and are available generally to all salaried employees.
iv. Change in pension value. This is the change in present value of defined benefit and actuarial
pension plans.
v. Above-market earnings on deferred compensation which is not tax-qualified.
vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance,
termination payments, value of life insurance paid on behalf of the employee, perquisites or
property) for the executive exceeds $10,000.

38

Program Name ( )

Paperwork Reduction Act Notice
The public reporting burden for this collection of information is estimated to be up to 11.3
hours per response, depending upon the COPS program being applied for, which includes
time for reviewing instructions. Send comments regarding this burden estimate or any other
aspects of the collection of this information, including suggestions for reducing this burden,
to the Office of Community Oriented Policing Services, U.S. Department of Justice, 145 N
Street, N.E., Washington, DC 20530; and to the Public Use Reports Project, Office of Information
and Regulatory Affairs, Office of Management and Budget, Washington, DC 20503.
You are not required to respond to this collection of information unless it displays a valid OMB
control number. The OMB control number for this application is 1103-0098 and the expiration
date is 5/31/2013.

39

U.S. Department of Justice
Office of Community Oriented Policing Services
Two Constitution Square
145 N Street, N.E.
Washington, DC 20530
To obtain details on COPS programs, call the
COPS Office Response Center at 800.421.6770.
Visit COPS Online at www.cops.usdoj.gov.
e01117328

Created Date: February 2010
Updated January 2011