Summary of Presentation Topics

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Summary of Presentation Topics

• Technology Grant Program Overview
• Requesting an Extension
• Requesting a Modification
• Sole Source Justification
• Financial Status Reports
• Accessing Grant Funds
• PAPRS Top 10
• Additional Resources

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Technology Grant Program Overview
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Program Overview
Technologies Funded

• Record Management Systems
• Mobile Data Terminals
• Computer Aided Dispatch Systems
• Geographic Information Systems
• Communication Systems
• Biometric Technologies
• In-car cameras, and many more items.

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Program Overview
Historical Funding (FY 1999 to FY 2004)
Total of Projects
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47
232
155
308
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Allowable Costs
Items under this grant program must be purchased
using the legislative guidelines established by
Public Law 108-7.

• 1,000,000 for the Placer County, CA, Sheriffs
  Department for public safety communications
  upgrades
• 1,000,000 for Pinellas County for a facial
  recognition program.

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Requesting an Extension
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Extension Requests

• Allows grantees more time to complete the draw
  down of funds on the grant.
• Current automatic 12-month extension will end on
  February 19, 2005.
• Four to six weeks before the end of your
  automatic 12-month extension, an extension
  worksheet will be mailed to your agency.
• For all extensions requesting an end date later
  than August 19, 2005, you will need to complete
  the Supplemental Extension Form.
• Remember - extensions only provide additional
  time, not additional funding.

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Extension Requests
Frequently Asked Question

• I have already received both the automatic
  extension and the extension worksheet. Due to
  project delays, I still need additional time.
  Can I receive another extension?

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Extension Requests

• Key points for extension requests exceeding a
  total of 18 months
• Contact your Technology Coordinator for the
  Supplemental Extension Form.
• Include revised timeline for every month of the
  requested extension.
• Provide narrative explanation for why an
  extension is needed (e.g. implementation delays).
• Include a description of the current status of
  the project (what has been completed).

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Requesting a Modification
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Modification Requests

• To request a modification to your award, submit a
  letter on official letterhead that includes
• ORI and grant number
• Narrative description of the proposed change(s)
• Detailed explanation of why the modification is
  needed
• Revised budget detail worksheets that include
• all original items from initial request
  (including costs)
• the actual costs of items purchased with the
  grant
• total the difference for each item between the
  original estimated costs and the actual.
• A corresponding budget narrative for all new
  requested items
• All new items must adhere to the intent of the
  appropriation language
• Process may change in the near future.

NOTE Agencies may not request modifications to
increase award amounts.
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Modification Requests
Budget Detail Worksheet Example

• Original costs included
• Actual costs provided
• Difference (Original - Actual) identified.

Reminder For every new item that was not
included in your original budget, a detailed
description of that item is required.
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Sole Source Justification (SSJ)
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Sole Source Justification Requests

• Written approval required for
• procurement of item(s) or services in excess of
  100,000, and
• using a single vendor identified without a
  competitive bidding process
• May not draw down or expend funds on that
  procurement prior to written approval by COPS
• Contact Technology Coordinator to receive
  additional information.

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Sole Source Justification Requests

• Justification for non-competitive procurement
  should include
• Description of program and item being contracted
  for
• Explanation of why it is necessary to contract
  non-competitively
• Time constraints, if any
• Uniqueness of item(s) being contracted for
• Declaration that this action is in the best
  interests of the agency
• Any other relevant information

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SF-269A
Quarterly Financial
Status Report
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Financial Status Report

• Current Changes and Important Dates
• April 1, 2004 SF-269A is on-line accessible
• Web Address https//grants.ojp.usdoj.gov/
• October 1, 2004 on-line filing is mandatory
• Same reporting information and due dates

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Financial Status Report

• Benefits of On-line Filing Include
• Create a paperless, faster, and secured way to
  submit financial status reports
• Enable OJP to automatically send reminders to
  agencies who have not submitted 269s
• View current and past 269s
• Amend 269s for the current quarter easier and
  faster
• Eliminate the need for faxing or mailing of
  269s
• Create an ability to confirm receipt of 269s.

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Financial Status Report
https//grants.ojp.usdoj.gov/
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Financial Status Report
Quarterly Deadlines
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Accessing Grant Funds
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Payment Questions

• PAPRS
• LOCES
• 
  
• Need Help?
• COPS Response Center
• 1-800-421-6770

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Payment Questions
Frequently Asked Question

• Can we receive advances?
• Yes. If you receive funds through electronic
  transfer, the period allowed is ten days in
  advance. You should time your request for
  payment to ensure that federal cash on hand is
  the minimum that you need to pay a vendor. There
  should be no excess federal grant funds on hand.

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Payment Questions
Frequently Asked Question

• How often do we request reimbursement of costs?
• There are no limitations on how often your agency
  may request reimbursements.

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Payment Questions
Frequently Asked Question

• Can we earn interest on our grant funds?
• Your agency should minimize the time between your
  draw down of grant funds and your payment of
  grant costs to avoid earning excess interest
  (over 250) on your grant funds.

Mail excess interest to U.S. Department of
Health and Human Services Payment Management
Systems Rockville, MD 20852
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PAPRS Top 10 Tips
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PAPRS Top 10 Tips

• Have signed and returned award document.
• Have current SF-269 on file.

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PAPRS Top 10 Tips

• Have met all Special Conditions.
• Have submitted an original ACH Enrollment Form.

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PAPRS Top 10 Tips

• Have an OJP vendor number.
• Have a PIN number.

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PAPRS Top 10 Tips

• Have a Grant ID Number.
• Double-check dates for duplicate requests.

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PAPRS Top 10 Tips

• Know the amount you are requesting.
• Pay attention to system responses.

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Additional Resources
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Technology Coordinator Contact List
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Important COPS Addresses

• Web Site
• http//www.cops.usdoj.gov
• Email Address
• askcopsrc_at_usdoj.gov
• Mailing Address
• Technology Control Desk, 9th Floor
• 1100 Vermont Avenue, N.W.
• Washington, D.C. 20530

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Success Stories

• COPS often publicizes innovative technology
  projects and unusual accomplishments resulting
  from COPS grants. We need your stories!
• Please share your COPS grant success stories with
  us at
• COPS External Affairs Division
• E-mail tellcops_at_usdoj.gov
• Phone [phone]

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THE END!!