CM-09-06-115GRANT APPLICATION/PROPOSAL REVIEW (GAPR)
This form must be completed and presented to Department Leadership for review prior to:
a) the submission of a grant application;
b) the acceptance of a grant;
c) the renewal of a grant; or,
d) a change in the budgeted amount of the grant
Following review by Departmental Leadership, this form should be submitted to the City Budget
Supervisor (341-3300) for Budget Office Approval.
The GAPR form is due to the Budget Office for approval at least five (5) working days prior to
the grant application due date or any City Council -related deadline.
If a grant application requires prior City Council approval to submit, this form should be completed
by the department and submitted with the Council Action requesting approval to apply and the
"Request for Finance Approval" form. If a grant is awarded, a copy of this GAPR should be
submitted with the Council Action requesting authorization to accept the grant and the "Request
for Finance Approval" form.
NOTE: NO GRANT APPLICATION, RENEWAL, OR INCREASE IN GRANT FUNDING WILL
BE CONSIDERED WITHOUT THE SUBMISSION AND APPROVAL OF THIS FORM.
Grantor
U.S. Department of Justice
Grant
Title:
Bulletproof Vest Partnership Program
Grant Amount:
Grant
FTEs:
Grant Match:
$7,642.83
0
50%
PR
Fiscal Year
FY: 09-10
FY:
FY:
FY:
FY:
TOTAL
Grant
$7,642.83
$7,642.83
Funding
Required
City Match
$7,642.83
$7,642.83
TOTAL
$15,285.66
$15,285.66
NOTE: This grant spans two partial Fiscal Years but we will use the entire amount in Fiscal Year
2010. Applications are now subject to funding limitations. Therefore we are only able to apply for
$7,642.83. This amount will cover half the cost of 26 replacement vests at $587.91 per vest.
Please complete the sentences listed below by filling out the boxes:
This is the (list year):
First Year
of a (list year)
One Year
Grant.
This Grant will be appropriated in FY:
09-10
Other In -Kind Match Provided: $7,642.83
Total Program Budget: $15,285.66
Is there an in-kind service requirement? If so, have arrangements been made with affected
departments to provide this service? N/A
Proposed Positions (FTE's) to be Funded: 0
[Indicate Title(s) and Status (regular/temporary). Please add rows if number Is
insufficient. )
Should we subcontract? If so, why? N/A
This grant proposal/application is a: New Grant X Renewal Grant Revision
Type of Funds: _Federal X _ Federal Pass -Through _ State _ Private/Other
This grant application is to be filed electronically? X Yes No (If yes, this
GAPR must be signed by the City Manager prior to the grant application being filed
electronically.)
Funding Source: Governor's Division of Emergency Management
This grant proposal/application is a: X _Reimbursable Grant _ Advanced Funding Grant
Types of costs included: _Personnel _Capital/Equipment _Maintenance X _Other
TITLE
STATUS (Reg./Temp.)
Estimated Cost
1.
N/A
N/A
N/A
2.
N/A
N/A
N/A
3.
N/A
N/A
N/A
TOTAL:
N/A
Should we subcontract? If so, why? N/A
This grant proposal/application is a: New Grant X Renewal Grant Revision
Type of Funds: _Federal X _ Federal Pass -Through _ State _ Private/Other
This grant application is to be filed electronically? X Yes No (If yes, this
GAPR must be signed by the City Manager prior to the grant application being filed
electronically.)
Funding Source: Governor's Division of Emergency Management
This grant proposal/application is a: X _Reimbursable Grant _ Advanced Funding Grant
Types of costs included: _Personnel _Capital/Equipment _Maintenance X _Other
If this grant is for the purchase of capital/equipment items, who is the owner of the
capital/equipment at the end of the grant?
This grant is not for capital items.
If the grant is supplying equipment rather than funding the purchase of equipment, will the
Grantor provide pricing for the equipment?
We will, through the normal procurement process.
GRANT TERM DATES
TERM YEAR
MONTH/DAY/YEAR
THROUGH
MONTH/DAY/YEAR
Year One:
4/1/2009
Through
9/30/2011
Year Two:
Through
Year Three:
Through
Year Four:
Through
Year Five:
Through
Collaborations with other Agencies/Departments: None
List the Departmental Goal or Strategy that will be supported by this grant (as included in the
Approved Budget Document):
Participation in this program is part of the Department's core business instead of a part of
its formal business strategy.
The federal government's goal for this program is to provide a critical resource to state
and local law enforcement and is administered by the Office of Justice Programs Bureau
of Justice Assistance. The program is designed to reimburse eligible law enforcement
agencies for funds expended on vest replacements.
Associated Program/Program Objective:
This is not part of a strategic program or initiative; it is part of our core business.
PLANNED PERFORMANCE MEASURES (List Malor Three):
1. Ensure all officers hired by the department are issued a bulletproof vest upon
being hired.
2. Ensure that all police officers employed by the City perform their duties while
wearing soft body armor that is under warranty.
Brief description of proposed grant program:
For many years, the Police Department has participated in the Bulletproof Vests
Partnership (BVP) Program, a grant program offered by the U.S. Department of Justice.
This program is designed to provide a critical resource to state and local law enforcement
and Is administered by the Office of Justice Programs Bureau of Justice Assistance.
The bottom line with respect to this program is that federal government will reimburse the
city for half of the cost of bulletproof vests that meet National Institute of Justice (NIJ)
specifications. All vests in use by the city are NIJ-approved vests. Without this grant, the
city would still bear the costs of purchasing these vests.
Is this a New Program? (If yes, attach a New Program Form.)
No
If at all, how is this program currently being provided?
This is a baseline program that must be continued with or without grant funding. These
are expenditures that the Department would make regardless of the presence of this
program; the benefit of the program is that it reimbursed to the General Fund half of the
cost of these purchases.
If the grant is not awarded, will the program be done? How?
This is a baseline program that must be continued with or without grant funding.
After the assets from the grant are received or purchased, will these assets need additional
funding (e.g. repair & maintenance, fuel, etc.) for the following years? If so, please explain with
your best estimates. Please list where these funds will come from.
No additional funding will be required until the vests' warrant period expires — after which
they will need to be replaced.
Contingency Pian if Grant Funding Discontinued (Check Appropriate Box, or Detail in
"Other."):
A
If this grant project's goals and objectives are reached, the Department will request
funding from the General Fund to continue the program if grant funding ends.
B
X
This grant -funded project is considered a baseline program that must be continued
with or without grant funding.
C.
This grant -funded project is not considered a baseline program that must be
continued with or without grant funding.
D.
This one-time grant -funded project intended to cease at the grant -term end. No
other funding will be requested from alternative grant sources or General Fund
dollars
E
If this grant -funded project's performance (for in the example of a pilot or
demonstration grant) indicates the need for the Department to apply for follow-up
grant funding, the project may require supplemental funding from the General
Fund to cover the cost of the follow-up project.
F.
Other:
DEPARTMENTAL REVIEW/APPROVAL
(To be complete he miffing Department)
Dept. Director Review/Approval: ;' -. e Date: �- V -o
Date Application Due (if Applicable): 6/24/2009 Date Forwarded:
CITY BUDGET OFFICE REVIEW APPROVAL
/ (To be completed by the City Budget Office)
Date Received: b'5 / O`1 Date Approved/Disapproved:
Budget/Accounting Supervisor Review/Approva
Finance Director Review/Approval:
City Manager Review/Approval:
Mayor Review/Approval:
Please supply the Budget Office with a completed or blank copy of the
grant application.
GRANT AWARD NOTIFICATION FORM
Grantor
Grant
Title:
Grant Amount:
Grant
FTEs:
Grant Match:
Department/Division:
Department Contact
(Name, phone number):
(this is the person who will be monitoring the
grant)
This grant approval is a:
Type of Funds: _Federal
Funding Source:
PROGRAM BUDGET
New Grant
Renewal Grant Revision
_ Federal Pass -Through _ State _ Private/Other
Attach a copy of grant award notification from Grantor.
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EWS
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2.3 Review
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3.2 Receipt
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4. Payment
4.1 Bank
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4.2 Print Bank
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4.3 Request
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5. Status
Current
5.1 Status
5.2 LEA Status
5.3 Application
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Section Application > Pre Application > Pre Application
Information
Page 1 of 3
OMB #1121-0235
(Expires:
10/31/2006)
Please enter the vest profile information for your jurisdiction.
The Pre -Application Vest Profile will be used by the system to tailor
the application process to best meet your needs, in keeping with
new funding guidelines. This profile is very important, so please
take the time to read and understand its terms and questions.
Information you supply is subject to independent confirmation and
verification by the U.S. Department of Justice.
Pre -Application Vest Profile
Jurisdiction's Vest Replacement Cycle:
Under normal conditions, this represents the number of
years you allow an officer to wear body armor before it is
replaced. Choices include 5 (or more) years, 4 years, and
3 (or Tess) years.
Unspent BVP Funds Remaining:
Unspent funds refers to the total amount of your prior BVP
awards that still remain in your account; these funds are
immediately available to support qualifying vest purchases.
Unspent BVP Funds Obligated for Vest Purchases:
Obligated generally refers to those unspent BVP funds you
have earmarked for immediate vest purchases, committed
to support approved purchase orders, incoming invoices,
or anticipated to be spent on vest purchases within the
next 90 days.
Emergency Replacement Needs:
Emergency replacement needs cover vests that are potentially defective,
vests that have been lost, stolen, or damaged, and vests needed as a
result of unanticipated officer turnover occurring within the last 3 to 6
months. It DOES NOT include tactical vests or routine agency needs for
new or replacement vests unless those vests contain Zylon® and must be
replaced immediately.
$0
5 Years
$8,228.38
• Zylon® Replacements 0
• Stolen or Damaged
• Officer Turnover
Total Emergency Vests Needed:
0
8
0
Save and Continue I
https://external.ojp.usdoj.gov/bvp/vests/roles/jurisdiction/index jsp 6/3/2009
BVP Application for Funding Page 2 of 3
Section Application > Manage Application > View/Update Application
OMB #1121-0235
(Expires: 10/31/2006)
Listed below is each of the vests which you included in your application. You may view, change or
delete the information shown for each type of vests listed by clicking on its 'Model Name'.
Vest Replacement Cycle: 5 Years
Unspent BVP Funds Remaining $8,228.38
Unspent BVP Funds Obligated for $0.00
Vest Purchases:
Emergency Replacement Needs: 8
Update Pre Application
View/Update Application
Vests for 2009 Regular Fund
Model Name Quantity Specification Gender Unit Price Extended Cost Tax/S&H Total Cost
XHP-IIIA.O 26 IIIA M $587.91 $15,285.66 $0.00 $15,285.66
Grand Totals 26 $15,285.66 $0.00 $15,285.66
Proceed to Review Application 1 1 Add Vests to Application
https://external.ojp.usdoj.gov/bvp/vests/roles/apps/editorder jsp?isReceipt=N 6/3/2009
Jurisdiction's Handbook
1. Registration
1.1 Contact
Information
1.2 Change
Password
2. Application
2.1 Pre
Application
2.2 Manage
Application
2.3 Review
Application
2.4 Submit
Application
3. Receipts
3.1 Manage
Receipts
3.2 Receipt
Reports
4. Payment
4.1 Bank
Information
Print Bank
4.2
Form
4.3 Request
Payment
4.4 Payment
H istojy
5. Status
Current
5.1 Status
5.2 LEA Status
5.3 A -plication.
History
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BVP HELP DESK
(Toll -Free 1-877-758-
3787)
(Toll 1-301-595-4595)
Z-LND Standards
Glossary
Yellow Pages
Section Application > Review Application > Review BVP
Application for Funding
Page 3 of 3
OMB #1121-0235
(Expires:
10/31/2006)
Below is the current status of your application. To add more vests to your
application or to make modifications to your application, use either the
'Update Details' Zink in the 'Application Status' column or step 'Manage
Application' in the left hand menu bar.
Jurisdiction: ROUND ROCK CITY
Jurisdiction's Vest Replacement Cycle: 5 Years
Unspent BVP Funds Remaining $8,228.38
Unspent BVP Funds Obligated for Vest
Purchases: $0.00
Emergency Replacement Needs: 8
Review BVP Application for Funding
Applicant Quantity Total Cost Date Application Status
Submitted
Not Not Yet Submitted
26 $15,285.66 Submitted
Update Details
ROUND ROCK CITY
Grand Totals: 26 $15,285.66
L
Proceed to Submit Application
https://external.ojp.usdoj.gov/bvp/vests/roles/jurisdiction/index jsp 6/3/2009
DATE: June 3, 2009
SUBJECT: City Manager Approval — June 19, 2009
ITEM: Bulletproof Vests Partnership (BVP) Program
Department: Police Department
Staff Person: Jennifer Soto/Sherrill Voll
Justification: For many years, the City has participated in the Bulletproof Vests Partnership
(BVP) Program, a grant program offered by the U.S. Department of Justice. This program is
administered by the Office of Justice Programs Bureau of Justice Assistance. The program
reimburses agencies half the cost of purchasing soft body armor for law enforcement officers.
Due to new funding limitations, this Department will utilize program funds for 26 scheduled
vest replacements from April 1, 2009 through September 30, 2011. However, more
replacements are anticipated. Were the City not to participate in the program, it would bear
the full cost of all vests during this period.
Funding:
Cost: $7,642.83 over FY 2009-10 and FY 20010-11
Source of funds: General Fund
Outside Resources:
Background Information: Since 1999, more than 37,800 jurisdictions have participated in the
Bulletproof Vest Partnership Program, with over $234 million in federal funds committed to
support the purchase of an estimated 814,044 vests.
Public Comment:
UPDATED APRIL 2008