NCVS Solicitation

U.S. Department of Justice
Office of Justice Programs
Bureau of Justice Statistics

OMB No. 1121-0329

The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice
Statistics (BJS) is pleased to announce that it is seeking applications to provide services in
support for the development of a statistical system on services provided to victims based on
victim service organizations and their records. As the principal federal statistical agency in the
Department, BJS is responsible for the collection, analysis, publication, and dissemination of
statistical information on crime, criminal offenders, victims of crime, and the operations of
criminal justice systems at all levels of government. This project furthers the Department’s
mission to identify the most pressing challenges confronting the justice system and to provide
information in support of innovative strategies and approaches for dealing with these
challenges.

2012 National Survey of Victim Service
Organizations
Eligibility
Eligible applicants are national, regional, state, or local public and private entities, including forprofit (commercial) and nonprofit organizations (including tribal nonprofit or for-profit
organizations), faith-based and community organizations, institutions of higher education
(including tribal institutions of higher education), federally recognized Indian tribal governments
as determined by the Secretary of the Interior, and units of local government that support
initiatives to improve the functioning of the criminal justice system. For-profit organizations must
agree to forgo any profit or management fee.

Deadline
Applicants must register with Grants.gov prior to submitting an application. (See “How to Apply,”
page 13.) All applications are due by 11:59 p.m. eastern time on July 18, 2012. (See
“Deadlines: Registration and Application,” page 3.)

Contact Information
For technical assistance with submitting an application, contact the Grants.gov Customer
Support Hotline at 800-518-4726, 606-545-5035, or via e-mail at [email protected].
Note: The Grants.gov Support Hotline hours of operation are 24 hours a day, 7 days a week,
except federal holidays.
For assistance with any other requirements of this solicitation, contact William Sabol, BJS
Deputy Director, by telephone at 202-307-0765 or by e-mail at [email protected]. Include
“2012NSVSO” in the subject line.

Grants.gov number assigned to announcement: BJS-2012-3351
Release Date: June 18, 2012
Contents
Overview .................................................................................................................................... 3
Deadlines: Registration and Application ..................................................................................... 3
Eligibility ..................................................................................................................................... 3
Program-Specific Information ..................................................................................................... 3
Performance Measures .............................................................................................................11
Notice of Post-Award FFATA Reporting Requirement ...............................................................13
How to Apply .............................................................................................................................13
What an Application Should Include ..........................................................................................15
Information to Complete the Application for Federal Assistance (SF-424)
Program Narrative
Plan for Collecting the Data Required for this Solicitation’s Performance Measures
Budget Detail Worksheet and Budget Narrative
Indirect Cost Rate Agreement (if applicable)
Tribal Authorizing Resolution (if applicable)
Selection Criteria.......................................................................................................................18
Review Process ........................................................................................................................19
Additional Requirements ...........................................................................................................20
Provide Feedback to OJP on This Solicitation ...........................................................................21
Application Checklist .................................................................................................................22

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2012 National Survey of Victim
Service Organizations
(CFDA # 16.734)
Overview
The Bureau of Justice Statistics (BJS) is pleased to announce that it is seeking an applicant to
provide services in support for the development of a statistical system based on victim service
organizations and their records on services provided to victims. The development work includes
the design of an establishment survey to be administered to victim service organizations and a
field test of that design. The results of this test will be used to recommend the design of a
continuous statistical series on victim service organizations that may employ both establishment
surveys and administrative record data. The test data will also be used for substantive reports
on the nature and distribution of services to victims of crime and the organizations that provide
them.
Under section 302 of the Omnibus Crime Control and Safe Streets Act, BJS is authorized to
“make grants to, or enter into cooperative agreements or contracts with public agencies,
institutions of higher education, private organizations, or private individuals” for purposes of
collecting and analyzing criminal justice statistics. This solicitation is also authorized under 42
U.S.C. § 10603(c)(1)(A).

Deadlines: Registration and Application
Applicants must register with Grants.gov prior to submitting an application. OJP encourages
applicants to register several weeks before the application submission deadline. The deadline to
apply for funding under this announcement is 11:59 eastern time on July 18, 2012. See the
“How to Apply” section on page 13 for details.

Eligibility
Refer to the title page for eligibility under this program.

Program-Specific Information
Background
Prior to the 1980s, crime control policy paid very little attention to victims of crime. This changed
dramatically in the 1980s with the creation of the Office for Victims of Crime (OVC) and other
efforts to make victims whole and to take their suffering into account in criminal justice policy
and practice. OVC funds a broad array of services for victims of crime, including compensation.
In the 1990s, OVC was joined by the Office on Violence Against Women (OVW) in supporting
service provision as well as advocacy for victims of domestic violence, sexual assault, and
stalking. For more than two decades, these programs have been intent on building and
maintaining the service infrastructure necessary to make victims of crime whole again. During
this period, relatively little attention has been paid by OVC, OVW, and other victim service
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organizations to the statistical and research infrastructure necessary to identify areas in need of
service and to demonstrate the delivery and effectiveness of that service infrastructure. The
general purpose research and statistical agencies within the Justice Department—the National
Institute of Justice (NIJ) and the Bureau of Justice Statistics (BJS)—have conducted research
and have collected statistics relevant to crime victims, but these activities have been far less
than those pertaining to crime and offending. We need to build a research and statistical
infrastructure on victims of crime that is commensurate with the service infrastructure built over
the last 20 years. This will allow the victims services field the ability to work more effectively in
providing assistance to crime victims.
Most of what we know about victims of crime comes from the National Crime Victimization
Survey (NCVS). This is a large, nationally representative survey of the non-institutionalized
residential population that collects a great deal of information on victims, offenders, the social
context of the event, the harms resulting from crime, and the services that victims receive. For
most of its history, the NCVS has included only victims of common law crime (i.e., the Federal
Bureau of Investigation’s (FBI) Index Crimes and simple assault). More recently, the survey has
included supplements on other types of crime, including identity theft and stalking. While the
NCVS has a great deal of information on victims and the crimes they experience, this
information has not been brought to bear on victims issues, and the survey has not been fully
utilized as a platform to collect more information on victim services and the decision to use
those services. In the 30-year history of the survey, only 1 report has been done on the
utilization of victim services, and that report was competed in 2011. 1 OVC and OVW have
funded only 2 supplements to the NCVS in 20 years. Much more can be done with existing
survey data and the NCVS to collect additional data on victims of crime.
The NCVS, however, cannot be our only source of data on victims of crime. A number of
important population groups are omitted by design from the survey, including children under age
12 and institutionalized populations, such as the elderly in nursing homes and prisoners. Many
crimes are relatively rare, and as a result, the victims of these rare crimes cannot be identified in
any sample of reasonable size. The same rare event problem affects statistics on type of
service—reliable estimates cannot be provided because not enough persons in the sample
receive certain types of service. National surveys (e.g., the NCVS) cannot yet provide estimates
on sub-national areas (i.e., states and large cities). In addition, for some important types of
crimes (e.g., human trafficking), victims may not be the best source of information on the crime
and its consequences. In these cases, victim survey data must be supplemented and
complemented by administrative data on victims and crimes from police and victim service
agencies, if we are to have a more complete picture of victims, including the services they
receive and do not receive.
Unfortunately, the existing nationally representative data on offenses known to the police tell us
almost nothing about victims. The Uniform Crime Reports (UCR) provide no information on
victims of violent crime while in the case of property crime, commercial victims are distinguished
from non-commercial victims but not consistently. Only the Supplementary Homicide Reports
(SHR) provide any data on victims. The National Incident Based Reporting System (NIBRS)
collects detailed information on victims, offenders, weapons, and the social context of the crime
event, but this system includes 44% of police agencies nationally covering only 28% of the
1

Use of Victim Service Agencies by Victims of Serious Violent Crime, 1993-2009, NCJ 234212, BJS web,
August 2011.
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population. 2 Completing a system like NIBRS for the nation would provide some much needed
information on victims of crime. Efforts are underway to complete this system.
Victim service agencies are an important and untapped source of information on victims of
crime and the services they receive. These organizations know which victims have been
referred to them from the police and other sources. They know the source of referral, the crime
for which they were referred, the services they received, the cost of those services, the source
that funded service delivery, and possibly the outcome of any service provided. This information
is essential to describe what is being done for victims of crime and what is not being done, as
well as what is effective and what is not effective. Unfortunately, we do not currently have a
nationally representative system in place to collect this information. The work outlined in this
solicitation would develop and test such a system.

Goals
Developing a data collection system for victims of crime based on victim service agencies must
begin with a definition of the population of interest as well as the estimators that the system
should produce. The parameters may change over time as more is learned about the ability to
locate victim service organizations and the content of the information systems in these
organizations. Once the goals of the system are defined, the recipient of this award must specify
design choices and gather the information necessary to choose between different design
options. Once the optimum feasible design has been chosen, it must be vetted. When vetting is
completed, the successful bidder must implement the design in a manner that provides useful
information on the viability of the design and the quality of substantive information about victims
and services nationally.

Objectives
Defining the population and estimators
The populations of interest in the proposed data collection are all victims of crime who receive
service as a result of their victimization and all organizations and agencies that provide this
service—not just those receiving OVC funds. Defining a victim service organization will be an
important part of this work, and we say more about this below. With that definition in hand, we
anticipate being able to make the following estimates regarding victims served:
1) Number of victims served—
a. by demographic characteristics
b. by presenting crime types
c. by indigent status
d. by referral source
2) Number of victims not served—
a. because needed service not available
b. because referred to other service provider
3) Type of services received by victims—
a. in total
b. by demographic characteristics
c. by presenting crime types
2

U.S. Department of Justice, Federal Bureau of Investigation. (September 2010). Crime in the United
States, 2009. Retrieved April 17, 2012, from www2.fbi.gov/ucr/cius2009/about/index.html

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4) Duration of service provided to victims—
a. in total
b. by demographic characteristics
c. by presenting crime types
5) Cost of services provided to victims—
a. in total
b. by demographic characteristics
c. by presenting crime types
d. by type of service received
e. by indigent status of victim
6) Source of funding for services provided to victims—
a. in total
b. by demographic characteristics
c. by presenting crime types
d. by type of service received
With regard to service providing organizations themselves, we expect to make the following
estimates:
1) Organization type (e.g., not for profit, community based, system based)
2) Funding, by amount, source, and type of program or organization
3) Number of paid staff and volunteers by function
4) Salaries, benefits, and wages by staff type
5) Programs and types of services offered, including—
a. services limited to specific victims (e.g., only victims of sexual assault or only
female victims of domestic violence)
b. services limited to specific populations (e.g., non-English speaking, financially
eligibility based, or residency status)
c. case management services
d. referral services
6) Policies and practices regarding—
a. Delivery of services
b. Outreach
c. Collaboration with other service providers (e.g., participation in coalitions, task
forces, or multi-disciplinary teams)
d. Reporting/data gathering requirements and technology (i.e., formal reporting
requirements, routine collection of demographic information on victims, or
program evaluation for the victims they serve)
e. Standards for service providers and for the program’s service provision, including
positive education requirement for those who provide service
f. Training and technical assistance programs for staff
g. Information sharing and confidentiality
The foregoing estimates should be made at the national, state, and local jurisdiction level on an
annual or bi-annual basis.
Specifying design choices and the information required to choose between them
The estimators identified in the previous section can be obtained in a variety of ways with
different implications for cost and data quality. The collection, for example, could be population
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based or sample based. It could employ victim service agencies as the collecting and reporting
unit or collect information on a case or victim basis. Obtaining information on victim service
agencies requires an establishment survey, which provides information on persons and cases,
however, data from agency management information systems is typically more extensive and
allows for more flexible use. The specific method used to obtain the data from organizational
files will depend on the largely unknown capabilities of management information systems in
victim service organizations. Consequently, this development work will proceed in two phases.
The first will require the successful applicant to design an establishment survey that can provide
as many of the estimators listed above as possible. It will also require that information be
incorporated into that survey and be obtained from other sources to support the design of an
administrative record collection that could provide more of the victim and case estimates than
the aggregate counts from establishment surveys. This information would be used to design that
complementary administrative record collection, to be implemented by the appropriate group at
a future date.
The successful applicant will develop a data collection design that employs an establishment
survey of all organizations providing service to victims of crime. One of the major issues in
building such a system is identifying the universe of organizations providing service to victims of
crime. There will be definitional issues to resolve regarding what constitutes service to victims
and a service providing agency. Arriving at a useful definition of a victim service organization
allows for a feasible data collection system will be an important part of this work. Should this
definition include only entities that are explicitly labeled as victim service organizations serving a
broad population that may include victims of crime, such as hospitals, homeless or runaway
shelters, substance abuse treatment providers or even child protective services? Consider also
victim service providers that are located within police departments, prosecutors’ offices, the
courts, and correctional institutions, as these may also be included in the population of victim
service organizations. These are thorny issues with great import for the design of a data
collection system. In addressing these definitional issues, the successful applicant will benefit
from having a team that includes both survey research experts and members familiar with victim
services. A review panel representing the range of the victim services community, researchers,
and statisticians may also provide valuable input.
There will be logistical issues to deal with regarding how one might find or construct a nationally
representative list of organizations meeting the definition. OVC and OVW, for example, have
information on the agencies that receive their funds, but it is not clear if these lists completely
cover the universe of service providing agencies. Work needs to be done to identify the universe
of victim service organizations, to find or develop lists of such organizations, and to assess the
completeness of those lists. Applicants are expected to propose such a plan, and explain how
they will adequately research and identify the agencies and the universe of coverage that is
realistically expected.
Decisions need to be made regarding whether this data collection will be based on a sample of
victim service organizations or the population of such organizations’ agencies. If data collection
or extraction methods employed are expensive, then sampling may be advantageous. If this is
not the case, then a population based collection will provide more of the estimates that we
want—especially various sub-national estimates. Applicants will present their case for a sampleor population-based collection or describe a process by which this decision will be made in the
course of the project. If a sample based approach is taken, then the sampling design should be
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described and justified, and its implications for the precision of the estimates should be
explained.
The mode of data collections should be specified and defended. Self-administered interviewing
techniques are generally cheaper than telephone or in-person designs, but the data quality may
not be as high. Automated and web administration also have their advantages and
disadvantages. Establishment surveys have the additional issue of selecting respondents who
can report accurately for the organization. The selection of the respondent should be specified
and defended, and a procedure should be outlined for making that choice.
The information content of the interview or instrument should be described and mapped on to
the estimates desired. Any additional data that would be collected in the establishment survey
should also be described and justified. Specific attention should also be given to the information
that must be collected in order to inform the design of the administrative record collection that
could provide additional information on victims and cases and complement the data obtained in
establishment surveys.
Decisions on these features of the data collection will constitute the work done during the design
phase of this project. In their proposal applicants should describe procedures and information
they would use to make these decisions.
At the conclusion of the design phase of this work, the successful applicant will make one or
more recommendations for the design of an establishment survey of victim service
organizations. This recommendation will describe the preferred survey design, including the
population addressed, sampling design (if relevant), data collection modes and methodologies,
respondent selection, information content of the instrument, and estimation methods to be used.
The recommendation should also identify information used to determine the desirability of the
preferred design, relative to alternative designs in terms of feasibility and cost/error trade-offs. If,
for example, there is no sampling frame that includes all victim service agencies, then this would
preclude a sample base design, unless a sampling frame can be constructed. If only a small
proportion of victim service organizations have management information systems with data on
victims and cases, then organization based data collections may be the only option. BJS, in
collaboration with OVC and the project review panel, will decide whether the recommended
design or some alternative will be used in the testing phase of this project.
In responding to this solicitation, applicants should demonstrate their familiarity with designing
and conducting large scale data collections using both administrative records and establishment
surveys. They should also demonstrate their familiarity with the victims service field by
identifying the information needed to choose from among the designs and indicating where and
how they would find that information. Specifying any anticipated problems in obtaining the
necessary data also demonstrates knowledge of the field and experience in building statistical
systems. In addition, the composition of the project team provides evidence of familiarity with
the victim services field.
Testing the chosen design
Once the most desirable data collection design for the establishment survey is identified, the
contractor will take steps to implement that design. The specific activity involved in
implementation will depend to a large extent on the design chosen. We know, however, that any
conceivable design for collecting the information required to make the estimates described
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above must include an establishment survey component. The proposal written in response to
this solicitation should describe the ways in which the quality of the data from the victim service
agencies will be assessed and determined fit for use. This includes tests internal to the data and
tests using external information. Since this is a test, the discussion of fitness for use should
allow for the possibility that the data and therefore the data collection methodology is not
acceptable and should not serve as the model for an on-going data collection on victim services.
The quality of data in the management information systems is of particular interest, given its
importance for building a routine statistical collection using these administrative records.

Deliverables
One of the first tasks in this project is the selection of a Review Panel that represents the victim
services and victims advocacy communities as well as researchers and statistical and survey
methodologists. BJS, in collaboration with OVC, must approve this panel.
Within 3 months of the start of this project, the successful applicant will submit a work plan that
affirms the definition of a victim service agency and the estimators that this data collection must
produce. The plan will also identify the range of design options to be considered for the
establishment survey, the information necessary to determine the feasibility and cost/error
trade-offs of each option, and how that information will be obtained. This work plan will be the
subject of discussion at the first Review Panel meeting.
Within 9 months of the start of this project, the successful applicant will present to the Review
Panel, BJS, and OVC their recommendation for an establishment survey of victim service
organizations.
Upon approval of the recommended design, the successful applicant will submit an OMB
package for the proposed establishment survey. This assumes that the pre-testing required to
estimate burden will have already been conducted.
The field period is expected to be 6 months. Throughout the testing phase, the successful
applicant will provide bi-weekly reports to BJS on the progress of the test, including response
rates and metadata on the interview process.
A draft final report on the field test will be submitted to BJS 3 months after the conclusion of the
field period. This report should include 1) a description of the recommended design for the
establishment survey, 2) a justification for selecting that design, 3) the results of the field test, 4)
an assessment of the quality of the resulting data, and 5) recommendations for the design of an
on-going establishment survey and the feasibility of complementary administrative record
collection on victims served.
The final report will be sent to the Review Panel in preparation for discussion at their second
meeting.
The ultimate version of the final report incorporating comments from the Review Panel will be
submitted to BJS.
The successful applicant will work with BJS, OVC, and OVW (where appropriate) on two
publications. The first will document the development and testing of the establishment survey
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and plans for continuing and expanding data collections on victim services. The second will be a
substantive report on services to victims based on the establishment survey data.
Amount and Length of Awards
BJS anticipates that it will make up to 1 award of up to $2,000,000 for a 24-month project period
beginning October 1, 2012, and ending October 1, 2014.
The maximum funds allocated for this award totals $2,000,000.
All awards are subject to the availability of appropriated funds and to any modifications or
additional requirements that may be imposed by law.
Budget Information
Limitation on Use of Award Funds for Employee Compensation; Waiver
With respect to any award of more than $250,000 made under this solicitation, federal funds
may not be used to pay total cash compensation (salary plus bonuses) to any employee of the
award recipient at a rate that exceeds 110% of the maximum annual salary payable to a
member of the Federal Government’s Senior Executive Service (SES) at an agency with a
Certified SES Performance Appraisal System for that year. The 2012 salary table for SES
employees is available at www.opm.gov/oca/12tables/indexSES.asp. Note: A recipient may
compensate an employee at a higher rate, provided the amount in excess of this compensation
limitation is paid with non-federal funds. (Any such additional compensation will not be
considered matching funds where match requirements apply.)
The limitation on compensation rates allowable under an award may be waived on an individual
basis at the discretion of the Director of the Bureau of Justice Statistics. An applicant requesting
a waiver should include a detailed justification in the budget narrative of its application. Unless
the applicant submits a waiver request and justification with the application, the applicant should
anticipate that OJP will request the applicant to adjust and resubmit its budget.
The justification should include the particular qualifications and expertise of the individual, the
uniqueness of the service being provided, the individual’s specific knowledge of the program or
project being undertaken with award funds, and a statement explaining that the individual’s
salary is commensurate with the regular and customary rate for an individual with his/her
qualifications and expertise, and for the work to be done.
Minimization of Conference Costs
No OJP funding can be used to purchase food and/or beverages for any meeting, conference,
training, or other event. Exceptions to this restriction may be made only in cases where such
sustenance is not otherwise available (i.e., extremely remote areas), or where a special
presentation at a conference requires a plenary address where there is no other time for
sustenance to be obtained. Such an exception would require prior approval from OJP. This
restriction does not apply to water provided at no cost, but does apply to any and all other
refreshments, regardless of the size or nature of the meeting. Additionally, this restriction does
not impact direct payment of per diem amounts to individuals in a travel status under your
organization’s travel policy.

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Updated Department of Justice and OJP guidance on conference planning, minimization of
costs, and conference cost reporting will be forthcoming and will be accessible on the OJP
website at www.ojp.usdoj.gov/funding/funding.htm.
Costs Associated with Language Assistance (if applicable)
If an applicant proposes a program or activity that would deliver services or benefits to
individuals, the costs of taking reasonable steps to provide meaningful access to those services
or benefits by individuals with limited English proficiency may be allowable costs. Reasonable
steps to provide meaningful access to services or benefits may include interpretation or
translation services where appropriate.
For additional information, see the "Civil Rights Compliance" section of the OJP "Other
Requirements for OJP Applications" webpage at
(www.ojp.usdoj.gov/funding/other_requirements.htm).
Match Requirement
This solicitation does not require a match. However, if a successful application proposes a
voluntary match amount, the match amount incorporated into the OJP-approved budget
becomes mandatory and subject to audit.

Performance Measures
To assist the Department in fulfilling its responsibilities under the Government Performance and
Results Act of 1993 (GPRA), Public Law 103-62, and the GPRA Modernization Act of 2010,
Public Law 111─352, applicants that receive funding under this solicitation must provide data
that measure the results of their work done under this solicitation. Any award recipient will be
required, post award, to provide the data requested in the “Data Grantee Provides” column so
that OJP can calculate values for the “Performance Measures” column. Performance measures
for this solicitation are as follows:

Objective
Analyses of a data
collection system on
victim services that
result in
recommendations for
BJS’s development of
a continuous statistical
series on victim
service organizations,
as well as
contributions to the
scientific knowledge
base on services to
victims.

Performance Measure(s)
Number of approved
stakeholders participating
in Review Panel.

Data Grantee Provides
List of Review Panel members and their
CVs.

Provide survey design and
collection plan that meets
expectations.

Submit written version of work plan to
Review Panel.

Percent of respondent
records in the survey data
set that are complete and
accurate.

Present document with recommended
work plan and documentation of
deliberations

Submit bi-weekly reports documenting
progress in the implementation, response
rates, and meta-data.
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Provide deliverables that
meet expectations.

Submit to BJS and Review Panel a draft
final report documenting the design
process, the implementation process, and
the assessment of data quality.
Submit ultimate version of the final report
that incorporates changes from review
process.

Number of publishable
research documents that
advance scientific
knowledge on victims’
services.

Submit joint report (with BJS and OVC)
documenting the design process and field
test, as well as plans for continuing and
expanding data collection on victim
services, to the BJS editorial unit for
publication in a BJS bulletin.
Submit joint report with (BJS and OVC)
on the substantive findings from the field
test to the BJS editorial unit for publication
in a BJS bulletin.

Submission of performance measures data is not required for the application. Instead,
applicants should discuss in their application their proposed methods for collecting data for
performance measures. Refer to the section “What an Application Should Include” on page 15
for additional information.
Note on Project Evaluations
Applicants that propose to use funds awarded through this solicitation to conduct project
evaluations should be aware that certain project evaluations (such as systematic investigations
designed to develop or contribute to generalizable knowledge) may constitute “research” for
purposes of applicable DOJ human subjects protection regulations. However, project
evaluations that are intended only to generate internal improvements to a program or service, or
are conducted only to meet OJP’s performance measure data reporting requirements likely do
not constitute “research.” Applicants should provide sufficient information for OJP to determine
whether the particular project they propose would either intentionally or unintentionally collect
and/or use information in such a way that it meets the DOJ regulatory definition of research.
Research, for the purposes of human subjects protections for OJP-funded programs, is defined
as “a systematic investigation, including research development, testing, and evaluation,
designed to develop or contribute to generalizable knowledge” 28 C.F.R. § 46.102(d). For
additional information on determining whether a proposed activity would constitute research,
see the decision tree to assist applicants on the “Research and the Protection of Human
Subjects” section of the OJP “Other Requirements for OJP Applications” Webpage
(www.ojp.usdoj.gov/funding/other_requirements.htm). Applicants whose proposals may involve
a research or statistical component also should review the “Confidentiality” section on that
Webpage.
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Notice of Post-Award FFATA Reporting Requirement
Applicants should anticipate that OJP will require all recipients (other than individuals) of awards
of $25,000 or more under this solicitation, consistent with the Federal Funding Accountability
and Transparency Act of 2006 (FFATA), 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. Each applicant entity must ensure that it has the necessary processes and
systems in place to comply with the reporting requirements should it receive funding. Reports
regarding subawards will be made through the FFATA Subaward Reporting System (FSRS),
found at www.fsrs.gov.
Please note also that applicants should anticipate that no subaward of an award made under
this solicitation may be made to a subrecipient (other than an individual) unless the potential
subrecipient acquires and provides a Data Universal Numbering System (DUNS) number.

How to Apply
Applications will be submitted through Grants.gov. Grants.gov is a “one-stop storefront” that
provides a unified process for all customers of federal awards to find funding opportunities and
apply for funding. Complete instructions on how to register and submit an application can be
found at www.Grants.gov. If the applicant experiences technical difficulties at any point during
this process, call the Grants.gov Customer Support Hotline at 800-518-4726, or 606-545-5035
hours a day, 7 days a week, except federal holidays. Registering with Grants.gov is a one-time
process; however, processing delays may occur, and it can take up to several weeks for
first-time registrants to receive confirmation and a user password. OJP highly recommends that
applicants start the registration process as early as possible to prevent delays in submitting an
application package by the specified application deadline.
All applicants are required to complete the following steps:
1. Acquire a Data Universal Numbering System (DUNS) number. In general, the Office
of Management and Budget requires that all applicants (other than individuals) for
federal funds include a DUNS number in their applications for a new award or renewal of
an existing award. A DUNS number is a unique nine-digit sequence recognized as the
universal standard for identifying and keeping track of entities receiving federal funds.
The identifier is used for tracking purposes and to validate address and point of contact
information for federal assistance applicants, recipients, and subrecipients. The DUNS
number will be used throughout the grant life cycle. Obtaining a DUNS number is a free,
one-time activity. Obtain a DUNS number by calling Dun and Bradstreet at 866–705–
5711 or by applying online at www.dnb.com. A DUNS number is usually received within
1-2 business days.
2. Acquire or renew registration with the Central Contractor Registration (CCR)
database. OJP requires that all applicants (other than individuals) for federal financial
assistance maintain current registrations in the CCR database. An applicant must be
registered in the CCR to successfully register in Grants.gov. The CCR database is the
repository for standard information about federal financial assistance applicants,
recipients, and subrecipients. Organizations that have previously submitted applications
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via Grants.gov are already registered with CCR, as it is a requirement for Grants.gov
registration. Note, however, that applicants must update or renew their CCR
registration annually to maintain an active status. Information about CCR registration
procedures can be accessed at www.ccr.gov.
3. Acquire an Authorized Organization Representative (AOR) and a Grants.gov
username and password. Complete the AOR profile on Grants.gov and create a
username and password. The applicant organization’s DUNS number must be used to
complete this step. For more information about the registration process, go to
www.grants.gov/applicants/get_registered.jsp.
4. Acquire confirmation for the AOR from the E-Business Point of Contact (E-Biz
POC). The E-Biz POC at the applicant organization must log into Grants.gov to confirm
the applicant organization’s AOR. Note that there can be more than one AOR for the
organization.
5. Search for the funding opportunity on Grants.gov. Use the following identifying
information when searching for the funding opportunity on Grants.gov. The Catalog of
Federal Domestic Assistance (CFDA) number for this solicitation is CFDA 16.734, titled
“Special Data Collection and Statistical Studies,” and the funding opportunity number is
BJS-2012-3351.
6. Complete the Disclosure of Lobbying Activities. All applicants must complete this
information. An applicant that expends any funds for lobbying activities must provide the
detailed information requested on the form, Disclosure of Lobbying Activities, (SF-LLL).
An applicant that does not expend any funds for lobbying activities should enter “N/A” in
the required highlighted fields.
7. Submit an application consistent with this solicitation by following the directions
in Grants.gov. Within 24–48 hours after submitting the electronic application, the
applicant should receive an e-mail validation message from Grants.gov. The validation
message will state whether the application has been received and validated, or rejected,
with an explanation. Important: Applicants are urged to submit applications at least 72
hours prior to the due date of the application to allow time to receive the validation
message and to correct any problems that may have caused a rejection notification.
Note: Grants.gov will forward the application to OJP’s Grants Management System
(GMS). GMS does not accept executable file types as application attachments. These
disallowed file types include, but are not limited to, the following extensions: “.com,” “.bat,”
“.exe,” “.vbs,” “.cfg,” “.dat,” “.db,” “.dbf,” “.dll,” “.ini,” “.log,” “.ora,” “.sys,” and “.zip.”
Note: Duplicate Applications
If an applicant submits multiple versions of an application, BJS will review the most recent
version submitted.
Experiencing Unforeseen Grants.gov Technical Issues
If an applicant experiences unforeseen Grants.gov technical issues beyond the applicant’s
control that prevent submission of its application by the deadline, the applicant must email the
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BJS contact identified in the Contact Information section on cover page within 24 hours after
the application deadline and request approval to submit its application. The applicant must
include in the e-mail: a description of the technical difficulties, a timeline of submission efforts,
the complete grant application, the applicant DUNS number, and Grants.gov Help Desk tracking
number(s) the applicant has received. Note: Requests are not automatically approved by
BJS. After the program office reviews all of the information submitted, and contacts the
Grants.gov Help Desk to validate the technical issues reported, OJP will contact the applicant to
either approve or deny the request to submit a late application. If the technical issues reported
cannot be validated, the application will be rejected as untimely.
The following conditions are not valid reasons to permit late submissions: (1) failure to begin the
registration process in sufficient time, (2) failure to follow Grants.gov instructions on how to
register and apply as posted on its Web site, (3) failure to follow all of the instructions in the OJP
solicitation, and (4) technical issues experienced with the applicant’s computer or information
technology (IT) environment, including firewalls.
Notifications regarding known technical problems with Grants.gov, if any, are posted at the top
of the OJP funding Web page at www.ojp.usdoj.gov/funding/solicitations.htm.

What an Application Should Include
Applicants should anticipate that failure to submit an application that contains all of the specified
elements may negatively affect the review of the application; and, should a decision be made to
make an award, it may result in the inclusion of special conditions that preclude access to or
use of award funds pending satisfaction of the conditions.
Moreover, applicants should anticipate that applications that are unresponsive to the scope of
the solicitation, or that do not include application elements designated by BJS to be critical, will
neither proceed to peer review nor receive further consideration. Under this solicitation, BJS has
designated the following application elements as critical: Program Narrative, Budget Detail
Worksheet and Budget Narrative, and resumes/curricula vitae of key personnel. The Budget
Narrative and the Budget Detail Worksheet may be combined in one document. However, if only
one document is submitted, it must contain both narrative and detail information.
OJP strongly recommends use of appropriately descriptive file names (e.g., “Program
Narrative,” “Budget Detail Worksheet and Budget Narrative,” “Timelines,” “Memoranda of
Understanding,” “Resumes”) for all attachments. OJP recommends that resumes be included in
a single file.
1. Information to Complete the Application for Federal Assistance (SF-424)
The SF-424 is a standard form required for use as a cover sheet for submission of preapplications, applications, and related information. Grants.gov and GMS take information
from the applicant’s profile to populate the fields on this form. When selecting "type of
applicant," if the applicant is a for-profit entity, select "For-Profit Organization" or "Small
Business" (as applicable).
2. Program Narrative
This should describe the manner in which the applicant will address the goals and
objectives and meet the deliverables for the project, as well as address the evaluation
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criteria. The narrative should present a clear understanding the substantive and
methodological issues associated with the work described in this solicitation.
The first two sections of the program narrative (sections a. and b. from the list below)
should not exceed 35 pages with line spacing of no less than 1.5 lines, with a font size
no smaller than 12 point, Arial, with no less than 1-inch margins all around. These
limitations apply to tables and figures included within the narrative.
If the program narrative fails to comply with these length-related restrictions,
noncompliance may be considered in peer review and in final award decisions.
The following sections should be included as part of the program narrative.
a. Statement of the Problem
b. Project Design and Implementation
c. Capabilities and Competencies
d. Plan for Collecting the Data Required for this Solicitation’s Performance
Measures
Submission of performance measures data is not required for the application.
Performance measures are included as an alert that successful applicants will be
required to submit specific data to BJS as part of their reporting requirements.
For the application, the applicant should indicate an understanding of these
requirements and discuss how the applicant will gather the required data, should
the applicant receive funding.
3. Budget Detail Worksheet and Budget Narrative
a. Budget Detail Worksheet
A sample Budget Detail Worksheet can be found at
www.ojp.gov/funding/forms/budget_detail.pdf. If the budget is submitted in a different
format, the budget categories listed in the sample budget worksheet should be
included.
For questions pertaining to budget and examples of allowable and unallowable costs,
see the OJP Financial Guide at www.ojp.usdoj.gov/financialguide/index.htm.
b. Budget Narrative
The Budget Narrative should thoroughly and clearly describe every category of
expense listed in the Budget Detail Worksheet. Proposed budgets are expected to
be complete; reasonable and allowable; cost effective; and necessary for project
activities. The narrative should be mathematically sound and correspond with the
information and figures provided in the Budget Detail Worksheet. The narrative
should explain how all costs were estimated and calculated and how they are
relevant to the completion of the proposed project. The narrative may include tables
for clarification purposes but need not be in a spreadsheet format. As with the
Budget Detail Worksheet, the Budget Narrative should be broken down by year.
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4. Indirect Cost Rate Agreement (if applicable)
Indirect costs are allowed only if the applicant has a federally approved indirect cost
rate. (This requirement does not apply to units of local government.) A copy of the
rate approval should be attached. If the applicant does not have an approved rate, one
can be requested by contacting the applicant’s cognizant federal agency, which will
review all documentation and approve a rate for the applicant organization or, if
the applicant’s accounting system permits, costs may be allocated in the direct cost
categories. If DOJ is the cognizant federal agency, obtain information needed to
submit an indirect cost rate proposal at
www.ojp.usdoj.gov/funding/pdfs/indirect_costs.pdf.
5. Tribal Authorizing Resolution (if applicable)
If an application is being submitted by either (1) a tribe or tribal organization or (2) a third
party proposing to provide direct services or assistance to residents on tribal lands, then
a current authorizing resolution of the governing body of the tribal entity or other
enactment of the tribal council or comparable governing body authorizing the inclusion of
the tribe or tribal organization and its membership should be included with the
application. In those instances when an organization or consortium of tribes proposes to
apply for a grant on behalf of a tribe or multiple specific tribes, then the application
should include a resolution (or comparable legal documentation, as may be applicable)
from all tribes that will be included as a part of the services/assistance provided under
the grant. A consortium of tribes for which existing consortium bylaws allow action
without support from all tribes in the consortium (i.e., without authorizing resolution or
other enactment of each tribal governing body) may submit a copy of its consortium
bylaws with the application in lieu of tribal resolutions (or comparable legal
documentation).
If an applicant is unable to obtain and submit with its application a fully-executed (i.e.,
signed) copy of a tribal resolution or other, comparable legal documentation as may be
consistent with the tribe’s governance structure, then, at minimum, the applicant should
submit an unsigned, draft version of such legal documentation as part of its application
(except in cases where, with respect to a tribal consortium applicant, consortium bylaws
allow action without the support of all consortium member tribes). If selected for funding,
use of and access to funds will be contingent on receipt of the fully-executed tribal
resolution or other, comparable legal documentation.
6. Additional Attachments
•

Key staff information
This should include a staff loading chart for all key staff, by task, showing their
allocation of effort throughout the project. Resumes/curricula vitae of Key Project
Personnel must not exceed 4 pages each.

•

Privacy certificate
This Privacy Certificate is a funding recipient’s certification of compliance with
federal regulations requiring confidentiality of information identifiable to a private
person that is collected, analyzed, or otherwise used in connection with an OJPfunded research or statistical activity. The funding recipient’s Privacy Certificate
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also includes a description of its policies and procedures to be followed to protect
identifiable data. A model certificate is located at:
www.bjs.gov/content/pub/pdf/bjsmpc.pdf.
7. Other Standard Forms
Additional forms that may be required in connection with an award are available on
OJP’s funding page at www.ojp.usdoj.gov/funding/forms.htm. For successful applicants,
receipt of funds may be contingent upon submission of all necessary forms. Note in
particular the following forms.
a. Standard Assurances
Applicants must read, certify, and submit this form in GMS prior to the receipt
of any award funds.
b. Certifications Regarding Lobbying; Debarment, Suspension and Other
Responsibility Matters; and Drug-Free Workplace Requirements
Applicants must read, certify and submit in GMS prior to the receipt of any
award funds.
c. Accounting System and Financial Capability Questionnaire (required for any
applicant other than an individual that is a non-governmental entity and that
has not received any award from OJP within the past 3 years; this form must
be downloaded, completed, and submitted).

Selection Criteria
1. Statement of the Problem (30%)
The statement of the problem should demonstrate familiarity with the information needs
of the victim services field as well as the definitional and methodological issues that arise
when collecting statistical information from victim service organizations. Applications will
be assessed to determine the extent to which they have reviewed and understood earlier
attempts at defining the population of victim service organizations and the extent to
which the applications have identified unresolved issues, which will serve as the focus of
this work. Similarly, applications will be assessed to determine the thoroughness of their
efforts to obtain this information from these organizations and the strength of their
statement of design issues that need to be resolved. Reviewers will assess the clarity of
applicants’ statement of the definitional and methodological issues that must be
addressed in the design phase.
2. Project Design and Implementation (30%)
This work has a design phase and a test phase. Applications will be assessed according
to the strength of their statement of approaches to address the unresolved definitional
and methodological issues identified in the previous section. If, for example, there is a
debate surrounding the wisdom of including churches or insurance companies as victim
service agencies, then the proposal should suggest how the applicant would determine
whether this type of organization should be included in the data collection. This type of
statement will be assessed to determine the clarity of the proposed approach in
identifying the information that is necessary to make this type of decision and how the
information necessary to make the decision will be obtained. While this level of detail
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need not be provided for all the definitional issues identified, a stronger application will
do this for some of the critical issues so that reviewers can assess applicants’
approaches to the decision making process. A similar process should be followed for
unresolved methodological issues, particularly 1) defining and obtaining a sampling
frame for the universe of victim service organizations, 2) respondent selection, and 3)
identifying the information necessary to determine if organizations in the establishment
survey can provide administrative record data at the client or service level.
Since the design and implementation issues that will arise during the test phase cannot
be known until the design phase is completed, our assessment of the suitability of
applicants for this phase will be based on their statements of institutional capability in the
next section.
3. Capabilities and Competencies (20%)
This work requires a team with substantive knowledge of victim services and experience
in the development and use of large scale data collection systems. Applications will be
assessed to determine the extent to which the team members have demonstrated
knowledge and capabilities in each aspect of the design, including subject matter
expertise related to victim service provision, the management of victim service
organizations, and policy formulation or research in the victim service area. A successful
applicant must demonstrate methodological knowledge that includes appropriate
knowledge of sampling, instrumentation and procedures relevant to establishment
surveys, as well as the development and use of statistical systems based on
administrative records.
The test phase of this research requires an organization that has conducted large scale
establishment surveys and administrative record collections. Applications will be
assessed to determine the demonstrated extent and scope of such work and skills
among the proposed team.
4. Plan for Collecting the Data Required for this Solicitation’s Performance Measures
(5%)
The applicant should indicate an understanding of the performance measures required
for this grant (described on page 11) and confirm that the necessary measures will be
provided.
5. Budget complete; reasonable and allowable; cost effective; and necessary for
project activities) (15%)
The extent to which staff resources allocated in the budget are appropriate for the
project tasks, (i.e., appropriateness of budgeted items for achieving project goals).

Review Process
OJP is committed to ensuring a fair and open process for awarding grants. BJS reviews the
application to make sure that the information presented is reasonable, understandable,
measurable, and achievable, as well as consistent with the solicitation.
Peer reviewers will review the applications submitted under this solicitation that meet basic
minimum requirements. BJS may use either internal peer reviewers, external peer reviewers, or
a combination, to review the applications under this solicitation. An external peer reviewer is an
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expert in the subject matter of a given solicitation who is NOT a current DOJ employee. An
internal reviewer is a current DOJ employee who is well-versed or has expertise in the subject
matter of this solicitation. Applications that meet basic minimum requirements will be evaluated,
scored, and rated by a peer review panel. Peer reviewers’ ratings and any resulting
recommendations are advisory only. In addition to peer review ratings, considerations for award
recommendations and decisions may include, but are not limited to, underserved populations,
geographic diversity, strategic priorities, past performance, and available funding.
The Office of the Chief Financial Officer (OCFO), in consultation with BJS, conducts a financial
review of applications for potential discretionary awards to evaluate the fiscal integrity and
financial capability of applicants; examines proposed costs to determine if the Budget Detail
Worksheet and Budget Narrative accurately explain project costs; and determines whether
costs are reasonable, necessary, and allowable under applicable federal cost principles and
agency regulations.
All final award decisions will be made by the Director of BJS, who also may give consideration
to factors including, but not limited to, underserved populations, geographic diversity, strategic
priorities, past performance, and available funding when making awards.

Additional Requirements
Applicants selected for awards must agree to comply with additional legal requirements upon
acceptance of an award. OJP strongly encourages applicants to review the information
pertaining to these additional requirements prior to submitting an application. Additional
information for each requirement can be found at
www.ojp.usdoj.gov/funding/other_requirements.htm.
• Civil Rights Compliance
• Civil Rights Compliance Specific to State Administering Agencies
• Faith-Based and Other Community Organizations
• Confidentiality
• Research and the Protection of Human Subjects
• Anti-Lobbying Act
• Financial and Government Audit Requirements
• National Environmental Policy Act (NEPA)
• DOJ Information Technology Standards (if applicable)
• Single Point of Contact Review
• Non-Supplanting of State or Local Funds
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• Criminal Penalty for False Statements
• Compliance with Office of Justice Programs Financial Guide
• Suspension or Termination of Funding
• Nonprofit Organizations
• For-profit Organizations
• Government Performance and Results Act (GPRA)
• Rights in Intellectual Property
• Federal Funding Accountability and Transparency Act (FFATA) of 2006
• Awards in Excess of $5,000,000 – Federal Taxes Certification Requirement
• Active CCR Registration

Provide Feedback to OJP on This Solicitation
To assist OJP in improving its application and award processes, we encourage applicants to
provide feedback on this solicitation, application submission process, and/or the application
review/peer review process. Feedback can be provided to
[email protected].

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Application Checklist

2012 National Survey of Victim Service
Organizations
This application checklist has been created to assist in developing an application.
Eligibility Requirement: Eligible applicants are national, regional, state, or local public and
private entities, including for-profit (commercial) and nonprofit organizations (including tribal
nonprofit or for-profit organizations), faith-based and community organizations, institutions of
higher education (including tribal institutions of higher education), federally recognized Indian
tribal governments as determined by the Secretary of the Interior, and units of local government
that support initiatives to improve the functioning of the criminal justice system. For-profit
organizations must agree to forgo any profit or management fee.
_____ The federal amount requested is within the allowable limit(s) of $2,000,000.
What an Application Should Include:
_____ Application for Federal Assistance (SF-424)
(see page 15)
_____ Program Narrative
(see page 15)
____Line spacing of no less than 1.5 lines
____12-point, Arial
____1” standard margins
____Narrative is 35 pages or less
_____ Budget Detail Worksheet
(see page 16)
_____ Budget Narrative
(see page 16)
_____ Disclosure of Lobbying Activities (SF-LLL)
(see page 14)
_____ Indirect Cost Rate Agreement (if applicable)
(see page 17)
_____ Tribal Authorizing Resolution (if applicable)
(see page 17)
_____ Additional Attachments
(see page 17)
_____Key staff Information
_____Resumes/curricula vitae of Key Project Personnel (not to exceed 4 pages each)
_____Privacy Certification
_____ Other Standard Forms as applicable (see page 18), including:
_____ Accounting System and Financial Capability Questionnaire (if applicable)

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