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Andy Dorr Cristina Grossi

COPS 2007 Technology Program Advanced Training Workshop. Andy Dorr Cristina Grossi. Assistant Director for Grants Administration Grant Program Specialist. Summary of Presentation Topics . Technology Program Overview Requesting an Extension Sole Source Justifications

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Andy Dorr Cristina Grossi

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  1. COPS 2007 Technology Program Advanced Training Workshop Andy Dorr Cristina Grossi Assistant Director for Grants Administration Grant Program Specialist

  2. Summary of Presentation Topics • Technology Program Overview • Requesting an Extension • Sole Source Justifications • Quarterly Financial Status Reports • Annual and Final Progress Reports • Requesting a Modification • Payment Questions • Additional Resources • Questions

  3. Technology Program Overview

  4. Technology Program • 37 agencies awarded approximately $159 million in 2007. • Projects designed to enhance public safety voice interoperability and the ability to share information with regional, state and federal partners. • Local cash match of 25%

  5. Technology Program TECHNOLOGY PROGRAMS OFFERED BY COPS: • Interoperable Communications Technology Program (2003-2005) • Technology Program Earmarks – 1999-2006, 2008, 2009(?) • 2007 Technology Program – competitive, non-earmark

  6. Technology Program funding over the past 10 years 27 47 99 155 232 308 379 445 *37 598

  7. Requesting an Extension

  8. Requesting an Extension • All FY 2007 Technology Program grants end on August 31, 2010 • You don’t have to remember anything! • Extension Form Remember - Extensions only provide additional time, not additional funding. But you can always have a bake sale.

  9. Requesting an Extension What we like • Submitting an extension request form at least 2 weeks BEFORE the expiration date • Reading the form! • Completing Section I • Completing Section II, if applicable, with clear reasons why you are requesting the extension and a monthly timeline • Signatures • Asking questions instead of assuming

  10. Requesting an Extension What we don’t like • Processing a near deadline or late extension • Incomplete Section I • Weak or incomplete justification in Section II (explanation and timeline) • Missing signatures

  11. Requesting an Extension FAQs Q - How do I request an extension? A - Fill out COPS’s standard extension request form. We will notify your law enforcement executive 90 days and 60 days away from your deadline via mail. Make sure your address and executive info is current!

  12. Requesting an Extension FAQs Q – How do I fill out the form? A – Section I is required of all who request an extension. Fill out Section II if requesting more than 18 months from the original end date (cumulative of all extensions).

  13. Requesting an Extension FAQs Q – How do I send it back to COPS? A – Fax it, scan it then email, or snail mail it.

  14. Requesting an Extension FAQs Q - Who can sign it? A - The person who prepared it, or anyone else authorized by your department to do so.

  15. Requesting an Extension FAQs Q - How many extensions of time can I request? A - There is no limit. However, the more time you request, the more closely COPS will scrutinize your request to ensure that you are making programmatic progress.

  16. Requesting an Extension FAQs Q - Can I get additional grant funds with an extension? A -

  17. Requesting an Extension FAQs I missed the deadline and my grant has expired. What do I do? (FYI…this is not good)

  18. Requesting an Extension A - You could risk losing your funding. Must justify in writing why you want an extension, why you missed the deadline, and provide a new timeline. Extension requests made after the end date are evaluated on a case-by-case basis. No guarantees.

  19. QUIZ on Extensions • When is the original end date of your grant? • Extensions provide more ____, but not more ___. • How many days in advance does COPS notify your LE of an extension? • How does COPS prefer a timeline to be described? • How do you submit the request back to our office? • Who can sign it? • What happens when you miss the deadline? • When would we prefer to receive an extension request from your agency?

  20. Technology at its finest

  21. Sole Source Justification

  22. Sole Source Justification Prior 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 • Sole Source Justification Fact Sheet

  23. Sole Source Justification • Even though you might think COPS is deliberately making your life difficult, Federal requirements mandate that you must compete with procurements over $100K. It’s not something we made up just for kicks.

  24. Sole Source Justification Most common reason for delays in receiving sole source approval from COPS: • Not providing COPS with sufficient justification to go with one vendor • Just because the vendor says so doesn’t make it true • Request prepared by vendor (bad!)

  25. Quarterly Financial Status Report

  26. Financial Quarterly Report How to file • www.cops.usdoj.gov • Account Access • Menu of Services • SF-269a Online • You will need your Grant Number FUN FACT: You can make changes to your most recent report up until the end of the current quarter

  27. Financial Quarterly Reports Quarterly Deadlines

  28. Financial Quarterly Reports • Do I get reminders? • Yes, 2 of them, via email to your Law Enforcement Executive • What happens if I did not submit my quarterly financial report and the deadline to submit has passed? • Funds frozen-3 days to process • Delinquent notices faxed

  29. Financial Quarterly Reports Peeves • Don’t wait until the last minute!

  30. Annual and Final Progress Reports

  31. Annual and Final Progress Reports How to file • www.cops.usdoj.gov • Account Access • Menu of Services • COPS Non-Hiring Progress Report • Archived reports prior to 10/1/2008

  32. Annual and Final Progress Report • FAQ fact sheet on our website, www.cops.usdoj.gov. • More questions…call 1-800-659-7379 or your Grant Program Specialist

  33. Requesting a Modification

  34. Requesting a Grant Modification • Grant modifications (mods) are like… • What in tarnation is a modification and why do you need to know?

  35. Requesting a Modification • Less work vs. more work FOR YOU! • Email approval vs. formal approval

  36. Requesting a Modification Why do I need to request a mod? • To meet grant requirements • Change of project scope Audit • New project requirement: Vendor went out of business • Obsolete equipment • Just cuz

  37. Requesting a Modification When do I need to request a modification? • When you have changes in quantity of an item, changes in project costs, addition or elimination of any project element • NOT COMPREHENSIVE

  38. Requesting a Modification After notifying COPS of your intent to modify, we will provide you with paperwork to request your modification • Checklist that contains… (be sure to follow the checklist) • Budget Detail Worksheets

  39. Requesting a Modification Completing the Modification Budget Detail Worksheet- New process!! • Follow directions on top of page for each category. • Enter all original line items from the original application. • Enter the actual costs of items purchased with the grant, even if they are duplicative.

  40. Requesting a Modification Completing the Modification Budget Detail Worksheet- New process!! • Enter all NEW items. • Subtotals will automatically be completed on the electronic version. • All new items must adhere to the intent of the grant project.

  41. Requesting a Modification FAQs Q - Can I request a modification to get more $$money$$? A - No way, no how, don’t even think about it…

  42. Requesting a Modification FAQs Q - Who can help me request a modification? A - Your friendly neighborhood Grant Program Specialist (GPS). Call 800-421-6770, and ask to speak with the GPS who manages your state.

  43. Requesting a Modification FAQs Q - Can I use my own agency’s spreadsheet? A - No, please use ours. We would like to maintain standardization, consistency, and accuracy.

  44. Requesting a Modification FAQs Q - How do I submit my mod to COPS? A - Email, fax, or snail mail

  45. Requesting a Modification Q - How long does a mod take to process? A - Averages 4-6 weeks. We’ll do everything possible to help, but please don’t make your emergency ours!

  46. Requesting a Modification FAQs Q- What happens after I submit my modification request to COPS? A - Wait for written approval. Do not implement your modification until you receive it.

  47. Requesting a Modification FAQs Q- Can I buy stuff without approval? A - What do you think?

  48. Peeves-don’t be sneaky • When the letter is not signed by LE or GE. We need LE or GE signatures, no exceptions • When new items are not mentioned in BN, but listed in BDW as if they were previously approved

  49. Important Stuff • Use OUR budget sheets • Work from the most recent budget • Usually unallowable items don’t vary from year to year • Be sure to use the checklist as guidance • Must include original budget items, actual budget items (duplicates included), and new budget items on BDW • Follow instructions on top of each category page and write down changes in proper format • Multiple mods are allowed during life of grant • It’s a journey, not a destination

  50. Quiz on Modifications • How long does it take to process a mod? • Is verbal approval sufficient from my GPS? • What are some reasons to request mods? • What are the 3 items you need to list in order to complete a BDW properly? • Why is it important to use the COPS BDW form? • I can request more money with a modification: True or False • When can I start to buy stuff? • If I need assistance with my grant who is the best person to contact? • What did the policeman say to the bellybutton?

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