COVERDELL FORMULA SOLICITATION NIJ-2018-13760.PDF

U.S. Department of Justice OMB No. 1121-0329
Office of Justice Programs Approval Expires 11/30/2020
National Institute of Justice
The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), National Institute of
Justice (NIJ) is seeking applications for formula funding under the FY 2018 Paul Coverdell
Forensic Science Improvement Grants Program. This program furthers the Department’s
mission by providing States with tools needed to meet the challenges of crime and justice.
Specifically, this program seeks to improve the quality and timeliness of forensic science and
medical examiner/coroner’s office services, including services provided by laboratories operated
by States and/or units of local government.
Paul Coverdell Forensic Science Improvement
Grants Program – Formula
Applications Due: April 30, 2018
Eligibility
Eligible applicants are limited to States (including territories). State Administering Agencies
(SAAs) apply on behalf of States, including any State government entity. For information on
eligibility, see Section C. Eligibility Information.
All recipients and subrecipients (including any for-profit organization) must forgo any profit or
management fee.
Deadline
Applicants must register in the OJP Grants Management System (GMS) at
https://grants.ojp.usdoj.gov/ prior to submitting an application under this solicitation. All
applicants must register, even those that previously registered in GMS. Previously registered
applicants should ensure, prior to applying, that the user profile is up to date in GMS (including,
but not limited to, address, legal name of agency and authorized representative) as this
information is populated in any new application from the user profile. Select the “Apply Online”
button associated with the solicitation title. All registrations and applications are due by 11:59
p.m. eastern time on April 30, 2018.
For additional information, see How to Apply in Section D. Application and Submission
Information.
Contact Information
For technical assistance with submitting an application, contact the Grants Management System
Support Hotline at 888-549-9901, option 3, or via email at GMS.HelpDesk@usdoj.gov. The
GMS Support Hotline operates 24 hours a day, 7 days a week, including on federal holidays.

An applicant that experiences unforeseen GMS technical issues beyond its control that prevent
it from submitting its application by the deadline must email the NIJ contact identified below
within 24 hours after the application deadline in order to request approval to submit its
application after the deadline. For information on reporting technical issues, see “Experiencing
Unforeseen GMS Technical Issues” under How to Apply in Section D. Application and
Submission Information.
For assistance with any other requirements of this solicitation, contact the National Criminal
Justice Reference Service (NCJRS) Response Center: toll-free at 1-800-851-3420; via TTY at
301-240-6310 (hearing impaired only); email grants@ncjrs.gov; fax to 301-240-5830; or web
chat at https://webcontact.ncjrs.gov/ncjchat/chat.jsp. The NCJRS Response Center operates
from 10:00 a.m. until 6:00 p.m. Eastern time, Monday through Friday, and from 10:00 a.m. until
8:00 p.m. Eastern Time on the solicitation close date. General information on applying for NIJ
awards can be found at www.nij.gov/funding/Pages/welcome.aspx. Answers to frequently asked
questions that may assist applicants are posted at www.nij.gov/funding/Pages/faqs.aspx.
Release date: March 7, 2018
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Contents
A. Program Description .............................................................................................................. 4
Overview ................................................................................................................................ 4
Program-Specific Information ................................................................................................. 4
Goals, Objectives, and Deliverables ....................................................................................... 5
B. Federal Award Information ..................................................................................................... 6
Type of Award ........................................................................................................................ 7
Financial Management and System of Internal Controls ......................................................... 7
Budget Information ................................................................................................................. 8
Cost Sharing or Match Requirement .....................................................................................11
Pre-agreement Costs (also known as Pre-award Costs) .......................................................11
Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs ...................11
Costs Associated with Language Assistance (if applicable) ..................................................11
C. Eligibility Information .............................................................................................................12
D. Application and Submission Information ...............................................................................17
What an Application Should Include ......................................................................................17
How to Apply .........................................................................................................................28
E. Application Review Information .............................................................................................30
Review Process ....................................................................................................................31
F. Federal Award Administration Information ............................................................................32
Federal Award Notices ..........................................................................................................32
Administrative, National Policy, and Other Legal Requirements ............................................32
General Information about Post-Federal Award Reporting Requirements .............................33
G. Federal Awarding Agency Contact(s) ...................................................................................34
H. Other Information..................................................................................................................34
Freedom of Information Act and Privacy Act (5 U.S.C. 552 and 5 U.S.C. 552a) ....................34
Provide Feedback to OJP .....................................................................................................34
Appendix 1. Estimated Amount of FY 2018 Formula Funds, by State ...................................36
Appendix 2. Templates for Coverdell Statutory Certifications ................................................37
Appendix 3. Template for “External Investigations” Attachment .............................................43
Appendix 4: Frequently Asked Questions ..............................................................................46
Appendix 5: Performance Measures Table ............................................................................47
Appendix 6: Application Checklist .........................................................................................48
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Paul Coverdell Forensic Science Improvement
Grants Program – Formula
CFDA No. 16.742
A. Program Description
Overview
With this solicitation, NIJ seeks proposals for formula funding under the Paul Coverdell Forensic
Science Improvement Grants Program (the Coverdell program), which awards grants to States
and units of local government to help improve the quality and timeliness of forensic science and
medical examiner/coroner’s office services. Among other things, funds may be used to eliminate
a backlog in the analysis of forensic evidence and to train and employ forensic laboratory
personnel and medicolegal death investigators, as needed, to eliminate such a backlog. Under
the Coverdell program, State Administering Agencies (SAAs) may apply for both formula and
competitive funds. This solicitation is ONLY for SAAs applying for the formula funds.1 For
purposes of this solicitation, any State/local government entity performing forensic science
services is considered a “forensic science laboratory.”
Statutory Authority: The Coverdell program is authorized by Title I of the Omnibus Crime
Control and Safe Streets Act of 1968, Part BB, codified at 34 U.S.C. §§ 10561-10566 (the
Coverdell law).
IMPORTANT NOTE
All awards are subject to the availability of appropriated funds and to any modifications or
additional requirements that may be imposed by law. As of the writing of this solicitation, no
full-year appropriation for the Department of Justice or for the Coverdell program for FY 2018
has been enacted. No final decision as to the amount of funds, if any, to be provided under
this FY 2018 program should be expected until after a full-year appropriation is enacted.
Applicants are strongly encouraged to check for updates to this solicitation prior to submitting
applications.
Please refer to “Available Funding” under “Program-Specific Information,” below.
Program-Specific Information
This solicitation seeks applications for funding from States to improve the quality and timeliness
of forensic science and medical examiner/coroner’s office services, including services provided
by laboratories operated by States and/or units of local government. Among other things, funds
may be used to eliminate backlogs in the analysis of general forensic evidence or to train and
employ forensic laboratory personnel and medicolegal death investigators to eliminate such
1 An applicant that seeks to apply for Coverdell competitive funds (consistent with 34 U.S.C. § 10563(a)(2)) available
for grants to eligible States and units of local government would need to apply under NIJ’s FY 2018 Paul Coverdell
Forensic Science Improvement Grants Program (Competitive) solicitation.
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backlogs. The Coverdell program may not be used for research; however, applicants may
address emerging forensic science issues and technology through implementation of new
technologies and processes into public laboratories.
Goals, Objectives, and Deliverables
Grant Purposes
A State or unit of local government that receives a Coverdell grant must use the grant for one or
more of these six purposes:
1. To carry out all or a substantial part of a program intended to improve the quality and
timeliness of forensic science or medical examiner/coroner’s office services in the State,
including those services provided by laboratories operated by the State and those
operated by units of local government within the State.
2. To eliminate a backlog in the analysis of forensic science evidence,2 including, among
other things, a backlog with respect to firearms examination, latent prints, impression
evidence, toxicology, digital evidence, fire evidence, controlled substances, forensic
pathology, questioned documents, and trace evidence.
3. To train, assist, and employ forensic laboratory personnel and medicolegal death
investigators, as needed to eliminate such a backlog.
4. To address emerging forensic science issues (such as statistics, contextual bias, and
uncertainty of measurement) and emerging forensic science technology (such as high
throughput automation, statistical software, and new types of instrumentation).
5. To educate and train forensic pathologists.
6. To fund medicolegal death investigation systems to facilitate accreditation of medical
examiner and coroner offices and certification of medicolegal death investigators.
Expected Results and Outcomes
The result of Coverdell grants to applicant States should be a demonstrated improvement over
current operations in the quality and/or timeliness of forensic science or medical
examiner/coroner’s office services provided in the State, including services provided by
laboratories operated by the State and services provided by laboratories operated by units of
local government within the State. Reduction of forensic analysis backlogs is considered an
improvement in timeliness of services.
The Goals, Objectives, and Deliverables are directly related to the performance measures that
demonstrate the results of the work completed, as discussed in Section D. Application and
Submission Information, under Program Narrative.
2 A backlog in the analysis of forensic science evidence exists if forensic evidence has been stored in a laboratory,
medical examiner’s office, coroner’s office, law enforcement storage facility, or medical facility; and has not been
subjected to all appropriate forensic testing because of lack of resources or personnel.
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Information Regarding Potential Evaluation of Programs and Activities
The Department of Justice has prioritized the use of evidence-based programming and deems it
critical to continue to build and expand the evidence informing criminal and juvenile justice
programs to reach the highest level of rigor possible. Therefore, applicants should note that the
Office of Justice Programs may conduct or support an evaluation of the programs and activities
funded under this solicitation. Recipients and sub-recipients will be expected to cooperate with
program-related assessments or evaluation efforts, including through the collection and
provision of information or data requested by OJP (or its designee) for the assessment or
evaluation of any activities and/or outcomes of those activities funded under this solicitation.
The information or data requested may be in addition to any other financial or performance data
already required under this program.
B. Federal Award Information
NIJ expects to make up to 55 awards, with award amounts allocated among eligible States
based on population. The approximate amount each eligible State would receive if $11,500,000
were made available for FY 2018 is listed in Appendix 1: Estimated Amount of FY 2018 Formula
Funds, by State. NIJ will make awards for a 12-month period of performance, to begin on
January 1, 2019. Applicants should be aware that the total period of an award, including one
that receives a project period extension, ordinarily will not exceed three years.
All awards are subject to the availability of appropriated funds and to any modifications or
additional requirements that may be imposed by law.
Available Funding
As of the writing of this solicitation, no full-year appropriation has been enacted for the
Department of Justice for FY 2018, and thus the amount (if any) that will be made available for
the Coverdell program is not known. The figures and calculations reflected in this solicitation (for
example, the estimated minimum award to States and the estimated amount of formula funds,
by State) are based on an estimated total amount available of $11,500,000, although the
amount ultimately made available could be higher or lower (or even zero). Applicants are
strongly advised to check for updates to the solicitation prior to submitting applications.
1. Formula Funds for States
Approximately 85 percent of the funds available for Coverdell grants will be allocated among
eligible States based on population (State formula funds). The approximate amount each
eligible State would receive if $11,500,000 were made available for FY 2018 is listed in
Appendix 1: “Estimated Amount of FY 2018 Formula Funds, by State.”3 These are the ONLY
funds that will be distributed among eligible applicants under this solicitation.4
3 Under the provisions of the Coverdell law, several factors (including the number of eligible State applicants) affect
formula amounts.
4 An applicant that seeks to apply for Coverdell competitive funds (consistent with 34 U.S.C. § 10563(a)(2) available
for grants to eligible States and units of local government would need to apply under NIJ’s FY 2018 Paul Coverdell
Forensic Science Improvement Grants Program (Competitive) solicitation.
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2. Minimum Awards to States
The Coverdell law sets a floor for the total amount an eligible applicant State will receive as
its Coverdell grant. If $11,500,000 were to become available for FY 2018, the minimum
Coverdell grant to an eligible State would be not less than $115,000.5 In that case, if the
amount a State would otherwise receive as its total Coverdell grant (including both formula
funds and any competitive funds) is less than $115,000, NIJ will increase that State’s total
grant to $115,000.
Type of Award
NIJ expects to make any award under this solicitation in the form of a grant. See Administrative,
National Policy, and Other Legal Requirements, under Section F. Federal Award Administration
Information, for a brief discussion of important statutes, regulations, and award conditions that
apply to many (or in some cases, all) OJP grants.
Financial Management and System of Internal Controls
Award recipients and subrecipients (including recipients or subrecipients that are pass-through
entities6) must, as described in the Part 200 Uniform Requirements7 as set out at 2 C.F.R.
200.303:
(a) Establish and maintain effective internal control over the Federal award that
provides reasonable assurance that [the recipient (and any subrecipient)] is
managing the Federal award in compliance with Federal statutes, regulations,
and the terms and conditions of the Federal award. These internal controls
should be in compliance with guidance in “Standards for Internal Control in the
Federal Government” issued by the Comptroller General of the United States and
the “Internal Control Integrated Framework”, issued by the Committee of
Sponsoring Organizations of the Treadway Commission (COSO).
(b) Comply with Federal statutes, regulations, and the terms and conditions of the
Federal awards.
(c) Evaluate and monitor [the recipient’s (and any subrecipient’s)] compliance with
statutes, regulations, and the terms and conditions of Federal awards.
(d) Take prompt action when instances of noncompliance are identified including
noncompliance identified in audit findings.
(e) Take reasonable measures to safeguard protected personally identifiable
information and other information the Federal awarding agency or pass-through
entity designates as sensitive or [the recipient (or any subrecipient)] considers
sensitive consistent with applicable Federal, state, local, and tribal laws regarding
privacy and obligations of confidentiality.
5 Minimum awards for America Samoa and the Commonwealth of the Northern Mariana Islands would be lower.
6 For purposes of this solicitation, the phrase “pass-through entity” includes any recipient or subrecipient that provides
a subaward (subgrant) to a subrecipient (subgrantee) to carry out part of the funded award or program.
7 The "Part 200 Uniform Requirements” means the DOJ regulation at 2 C.F.R Part 2800, which adopts (with certain
modifications) the provisions of 2 C.F.R. Part 200.
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To help ensure that applicants understand administrative requirements and cost principles, OJP
encourages prospective applicants to enroll, at no charge, in the DOJ Grants Financial
Management Online Training, available at https://ojpfgm.webfirst.com/. (This training is required
for all OJP award recipients.)
Also, applicants should be aware that OJP collects information from applicants on their financial
management and systems of internal controls (among other information) which is used to make
award decisions. Under Section D. Application and Submission Information, applicants may
access and review the OJP Financial Management and System of Internal Controls
Questionnaire (http://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf) that OJP
requires all applicants (other than an individual applying in his/her personal capacity) to
download, complete, and submit as part of the application.
Budget Information
Permissible Expenses
The types of expenses listed below generally may be paid with Coverdell funds.
Note: The following list details the types of expenses allowed under the Coverdell program.
These expenses should NOT be used as budget categories — instead they are to be
incorporated into the appropriate standard OJP budget categories. For more information on
OJP’s standard budget format, see the section titled What an Application Should Include.
1. Personnel. Funds may be used for forensic science or medical examiner/coroner’s
office personnel, overtime, fellowships, visiting scientists, interns, consultants, or
temporary staff.
2. Computerization. Funds may be used to upgrade, replace, lease, or purchase
computer hardware and software for forensic analyses and data management.
3. Laboratory equipment. Funds may be used to upgrade, lease, or purchase forensic
laboratory or medical examiner/coroner’s office equipment and instrumentation.
4. Supplies. Funds may be used to acquire forensic laboratory or medical
examiner/coroner’s office supplies.
Note: To help ensure compliance with the National Environmental Policy Act (NEPA)
and Department of Justice regulations, Coverdell awardees that intend to use funds for
activities involving the use or purchase of chemicals will be required to submit additional
information. See Section F. Federal Award Administration Information, later in this
solicitation, for a link to OJP webpages containing information about NEPA and other
legal requirements.
Recipients may encounter delays in the release of award funds pending satisfactory
completion of the NEPA review process for applications involving the use or purchase of
chemicals.
5. Accreditation. Funds may be used to prepare for laboratory accreditation by the
ASCLD/LAB, FQS, NAME, the American Association for Laboratory Accreditation
(A2LA), International Association of Coroners & Medical Examiners (IAC&ME) or other,
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appropriate, accrediting bodies. Funds also may be used for application and
maintenance fees charged by appropriate accrediting bodies.8 An applicant that
proposes to use any portion of the grant amount to fund a forensic science laboratory
system, including any laboratory operated by a unit of local government within the State,
that is not accredited (as set out in the Coverdell law) will be required to use (or, as
applicable, must require any unaccredited subrecipient forensic science laboratory
system to use) a portion of the grant amount for accreditation purposes. Coverdell
awardees must use grant funds to prepare and apply for accreditation of any FY 2018
Coverdell grant-funded unaccredited forensic laboratory system, including any laboratory
operated by a unit of local government within the State, not more than two (2) years after
the FY 2018 Coverdell award date.
A Note to SAAs regarding laboratories seeking accreditation:
In order to carry out the aims of and meet requirements under the Coverdell law with
respect to forensic science laboratory accreditation, SAAs are expected to consider the
accreditation status of all forensic science laboratories within their States. As part of a
complete application package, each SAA is to prepare a list of all forensic science
laboratories in the State that specifies each forensic science laboratory’s accreditation
status by an appropriate accrediting body8 and the scope of each accreditation. For each
forensic science laboratory within the State lacking accreditation,9 each SAA is to
request funds in its application budget and include plans in its program narrative for such
laboratories to prepare and apply for accreditation.
6. Education, training, and certification. Funds may be used for appropriate internal and
external training of staff that are involved directly and substantially in providing forensic
science or medical examiner/coroner’s office services. In appropriate cases, funds also
may be used for fees charged by appropriate certifying bodies for certification of staff in
specific forensic discipline areas. All education, training, and certification activities must
be designed to improve the quality and/or timeliness of forensic science or medical
examiner/coroner’s office services. The grant application should demonstrate that the
proposed training or certification is directly related to the job position and duties of the
individual(s) receiving the training or seeking certification.
OJP recognizes the benefit of attending discipline-related conferences to receive training
and/or education; however, it is recommended that the applicant consider the cost-
effectiveness of this option compared to other viable modes of training. For example,
hosting on-site training or attending a local program may be more suitable for the
applicant’s personnel and organization.
7. Facilities. Funds may be used for program expenses relating to facilities, provided the
expenses are directly attributable to improving the quality and/or timeliness of forensic
8 Per 34 U.S.C. § 10562(2), such an accrediting body would be “an accrediting body that is a signatory to an
internationally recognized arrangement and that offers accreditation to forensic science conformity assessment
bodies using an accreditation standard that is recognized by that internationally recognized arrangement[.]”
9 Subsection 34 U.S.C. § 10562(2) excludes medical examiner’s and coroner’s offices from coverage under certain
accreditation-related grant program requirements. Nonetheless, in keeping with the Coverdell statute’s emphasis on
accreditation – and NIJ’s (and the Department’s and OJP’s) continued focus on supporting forensic science
laboratory accreditation as a priority Coverdell grant program purpose as part of an overall goal of strengthening and
enhancing the practice of forensic science, NIJ strongly encourages prospective recipients of FY 2018 Coverdell
grant awards to incorporate plans for accreditation of medical examiner’s and coroner’s offices wherever practicable.
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science or medical examiner/coroner’s office services. Funds also may be used for
renovation and/or construction undertaken as part of the applicant’s program to improve
the quality and/or timeliness of forensic science or medical examiner/coroner’s office
services.
Limitations on use of funds for costs of new facility. The Coverdell law limits the
amount of funds that may be used for the costs of a new facility or facilities (see 34
U.S.C. § 10564(c)). Maximum amounts are determined by the total amount of the
Coverdell grants received (including both formula and competitive funds) and the total
amount of funds available for Coverdell grants nationwide. The maximum amounts that
may be used for costs of new facilities are as follows. (Estimates and calculations are
based on the assumption that the total available funds for Coverdell awards in FY 2018
will be $11,500,000. Please refer to the discussion under “Available Funding.”)
Grants that exceed 0.6 percent of the total available funds. If an applicant State receives
total grants that exceed 0.6 percent of the total available funds (estimated here at
$69,000), the amount of the grant that can be used for the costs of any new facility
cannot exceed the sum of 80 percent of 0.6 percent of the total available funds (such 80
percent estimated here at $55,200) plus 40 percent of the amount of the grant in excess
of 0.6 percent of the total available funds.
For example, if $11,500,000 were to become available for Coverdell awards in FY 2018
and a State were to receive a total Coverdell grant of $200,000, no more than $113,120
may be used for the costs of any new facility.
A sample calculation for a $200,000 grant would be as follows:
Eighty percent of 0.6 percent of the total available funds: $69,000 x .80 = $55,200.
Amount in excess of $55,200: $200,000 - $55,200 = $144,800
Forty percent of amount in excess of $55,200: $144,800 x .40 = $57,920.
Sum of $55,200 + $57,920 = $113,120.
Note: To help ensure compliance with NEPA and Department of Justice regulations,
Coverdell awardees that intend to use funds for activities involving the renovation or
construction of facilities will be required to submit additional information. See Section
F. Federal Award Administration Information, later in this solicitation, for a link to OJP
webpages containing information about NEPA and other legal requirements.
Recipients may encounter delays in the release of award funds pending satisfactory
completion of the NEPA review process for applications involving construction or
renovation.
8. Administrative expenses. Not more than 10 percent of the total amount of a Coverdell
grant may be used for a recipient’s administrative expenses.
Expenses That Are Not Permitted
1. Funds to conduct research.
2. Expenses other than those listed above (including expenses for general law
enforcement functions or non-forensic investigatory functions).
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3. Costs for any new facility that exceed the limits described above.
4. Recipient administrative expenses (direct or indirect) that exceed 10 percent of the total
grant amount.
5. The use of funds for the purchase and/or lease of vehicles, such as crime scene vans.
Cost Sharing or Match Requirement
This program does not require a match. However, if a successful application proposes a
voluntary match amount, and OJP approves the budget, the total match amount incorporated
into the approved budget becomes mandatory and subject to audit.
Pre-agreement Costs (also known as Pre-award Costs)
Pre-agreement costs are costs incurred by the applicant prior to the start date of the period of
performance of the grant award.
OJP does not typically approve pre-agreement costs; an applicant must request and obtain the
prior written approval of OJP for all such costs. All such costs incurred prior to award and prior
to approval of the costs are incurred at the sole risk of the applicant. (Generally, no applicant
should incur project costs before submitting an application requesting federal funding for those
costs.) Should there be extenuating circumstances that make it appropriate for OJP to consider
approving pre-agreement costs, the applicant may contact the point of contact listed on the title
page of this solicitation for the requirements concerning written requests for approval. If
approved in advance by OJP, award funds may be used for pre-agreement costs, consistent
with the recipient’s approved budget and applicable cost principles. See the section on Costs
Requiring Prior Approval in the DOJ Grants Financial Guide at
https://ojp.gov/financialguide/DOJ/index.htm for more information.
Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs
OJP strongly encourages every applicant that proposes to use award funds for any conference-,
meeting-, or training-related activity (or similar event) to review carefully—before submitting an
application—the OJP and DOJ policy and guidance on approval, planning, and reporting of such
events, available at
https://www.ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm. OJP policy
and guidance (1) encourage minimization of conference, meeting, and training costs; (2) require
prior written approval (which may affect project timelines) of most conference, meeting, and
training costs for cooperative agreement recipients, as well as some conference, meeting, and
training costs for grant recipients; and (3) set cost limits, which include a general prohibition of
all food and beverage costs.
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 for individuals with limited English proficiency may be allowable. Reasonable steps
to provide meaningful access to services or benefits may include interpretation or translation
services, where appropriate.
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For additional information, see the "Civil Rights Compliance" section under “Overview of Legal
Requirements Generally Applicable to OJP Grants and Cooperative Agreements - FY 2017
Awards” in the OJP Funding Resource Center at https://ojp.gov/funding/index.htm.
C. Eligibility Information
States10 may apply for FY 2018 formula Coverdell funds. States may be eligible for both formula
and competitive funds. This solicitation is ONLY for the formula funds. Any State application for
funding MUST be submitted by the Coverdell SAA (see list of SAAs on the OJP Web site at
www.ojp.usdoj.gov/saa/index.htm). (Other interested State agencies or departments must
coordinate with their respective SAAs.) SAAs are expected to consider the accreditation status
of forensic science laboratories within their States in formulating their requests for formula
funding.
For purposes of this solicitation, any State/local government entity performing forensic science
services is considered a “forensic science laboratory.”
The Coverdell law (at 34 U.S.C. § 10562) requires that, to request a grant, an applicant for
Coverdell funds must submit:
1. A certification and description regarding a plan for forensic science laboratories.
Each applicant must submit a certification that the State has developed a plan for
forensic science laboratories under a program intended to improve the quality and
timeliness of forensic science or medical examiner services in the State, including such
services provided by the laboratories operated by the State and those operated by units
of local government within the State. Applicants must also specifically describe the
manner in which the grant will be used to carry out that plan.
2. A certification regarding use of generally accepted laboratory practices. Each
applicant must submit a certification that any forensic science laboratory system,
medical examiner’s office, or coroner’s office in the State, including any laboratory
operated by a unit of local government within the State, that will receive any portion of
the grant amount (whether directly or through a subgrant) uses generally accepted
laboratory practices and procedures established by accrediting organizations or
appropriate certifying bodies.
3. A certification regarding forensic science laboratory accreditation. Each applicant
must submit a certification that any forensic science laboratory system in the State,
including any laboratory operated by a unit of local government within the State, that will
receive any portion of the grant amount (whether directly or through a subgrant) either is
accredited, or, is not so accredited, but will (or will be required in a legally binding and
enforceable writing to) use a portion of the grant amount to prepare and apply for such
accreditation not more than two (2) years after the date on which a grant is awarded
under the FY 2018 Paul Coverdell Forensic Science Improvement Grants Program.
10 For purposes of the Coverdell program, the term “State” means each of the 50 States, the District of Columbia, the
Commonwealth of Puerto Rico, the Virgin Islands, American Samoa, Guam, and the Commonwealth of the Northern
Mariana Islands. For certain purposes, American Samoa and the Northern Mariana Islands are treated as one State.
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4. A certification and description regarding costs of new facilities. Each applicant
must submit a certification that the amount of the grant used for the costs of any new
facility constructed as part of a program to improve the quality and timeliness of forensic
science or medical examiner services will not exceed certain limitations set forth in the
Coverdell law at 34 U.S.C. § 10564(c). (See information on “permissible expenses” in
the next section of this solicitation.) Applicants must also specifically describe any new
facility to be constructed as well as the estimated costs of the facility.
5. A certification regarding external investigations into allegations of serious
negligence or misconduct. Each applicant must submit a certification that “a
government entity exists and an appropriate process is in place to conduct independent
external investigations into allegations of serious negligence or misconduct substantially
affecting the integrity of the forensic results committed by employees or contractors of
any forensic laboratory system, medical examiner office, coroner’s office, law
enforcement storage facility, or medical facility in the State that will receive a portion of
the grant amount.”
Applicants are expected to carefully review the requirements of each certification before
determining whether the certification properly may be made. Any certification that is submitted
must be executed by an official who is both familiar with the requirements of the certification,
and authorized to make the certification on behalf of the applicant agency (that is, the agency
applying directly to NIJ). Certifications must be submitted using the templates that appear
in Appendix 2.
Certifications made on behalf of subrecipients of award funds—rather than certifications made
on behalf of the agency applying directly to NIJ—are not acceptable to satisfy the certification
requirements and should not be submitted.
In connection with the certification regarding external investigations (described above),
applicants must provide, prior to receiving award funds, the name(s) of the existing
“government entity” (or government entities). This information is to be provided as an
attachment to the program narrative section of the application. See “What an Application Should
Include,” page 17, and Appendix 3, which includes a template for the attachment.
In connection with the certification regarding forensic science laboratory accreditation
(described above), applicants must demonstrate, prior to receiving award funds, that any
forensic science laboratory system, including any laboratory operated by a unit of local
government within the State, that will receive any portion of the grant amount either is
accredited or will (or will be required to) prepare and apply for accreditation consistent with the
Coverdell law. Medical examiner’s and coroner’s officers are excluded from coverage (by the
Coverdell law) with respect to this requirement for a certification regarding forensic science
laboratory system accreditation; therefore, an applicant, in determining whether it may make the
“Certification as to Forensic Science Laboratory System Accreditation,” is not called upon to
certify as to the accreditation status of, or any requirement to use award funds to prepare and
apply for accreditation for, medical examiner’s or coroner’s offices in the State. See “What an
Application Should Include,” which describes the documentation and information an applicant is
to provide regarding its accreditation or its plans to prepare and apply for accreditation.
The accrediting body must be a signatory to an internationally recognized arrangement and
must offer accreditation to forensic science conformity assessment bodies using an
accreditation standard that is recognized by that internationally recognized arrangement. The
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scope of the accreditation must include all discipline(s) for which funds are requested. If the
current scope of accreditation does not include the discipline(s) for which funds are requested,
the applicant must include funds in its budget and plans in its program narrative to prepare and
apply for accreditation in those disciplines.
Please note that funds will not be made available to applicant agencies that fail to provide the
necessary information.
Important Note on Referrals in Connection With Allegations of Serious Negligence or
Serious Misconduct
The highest standards of integrity in the practice of forensic science are critical to the
enhancement of the administration of justice. NIJ assumes that recipients (and subrecipients) of
Coverdell funds will make use of the process referenced in their certification as to external
investigations and will refer allegations of serious negligence or misconduct substantially
affecting the integrity of forensic results to government entities with an appropriate process in
place to conduct independent external investigations, such as the government entities identified
in the grant application.
For each fiscal year of an award made under this solicitation, recipients will be required to report
to NIJ on an annual basis—
1. The number and nature of any such allegations;
2. Information on the referrals of such allegations (e.g., the government entity or entities to
which referred, the date of referral);
3. The outcome of such referrals (if known as of the date of the report); and
4. If any such allegations were not referred, the reason(s) for the non-referral.
Payments to recipients (including payments under future awards) may be withheld if the
required information is not submitted on a timely basis.
Special Guidance on Certification Regarding External Investigations Into Allegations of
Serious Negligence or Misconduct.
The certification regarding external investigations has a number of requirements, each of which
must be satisfied before the certification may be made. The official authorized to make the
certification on behalf of the applicant agency must carefully review each of the statutory
elements and this guidance before determining whether a certification properly may be made.
After reviewing the information and guidance provided here, the official, on behalf of the
applicant agency, must determine whether:
 A government entity exists.
 With an appropriate process in place.
 To conduct independent, external investigations.
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 Into allegations of serious negligence or misconduct.
 Substantially affecting the integrity of the forensic results.
 Committed by employees or contractors.
 Of any forensic laboratory system, medical examiner’s office, coroner’s office, law
enforcement storage facility, or medical facility in the State that will receive a portion of
the grant amount.
Note: In making this certification, the certifying official is certifying that these requirements are
satisfied not only with respect to the applicant itself, but also with respect to each entity that will
receive a portion of the grant amount. Certifying officials are advised that:
(1) A false statement in the certification or in the grant application that it supports may be
the subject of criminal prosecution, including under 18 U.S.C. § 1001 and 34 U.S.C. §
10272; and
(2) Office of Justice Programs grants, including certifications provided in connection with
such grants, are subject to review by the Office of Justice Programs and/or by the
Department of Justice’s Office of the Inspector General.
The following guidance, provided by way of examples for applicants’ review, is designed to
illustrate elements of the external investigation certification that the official authorized to make
the certification on behalf of the applicant agency must take into account in determining whether
the certification properly may be made.
Because it is not possible for NIJ to provide examples relating to every type of government
entity with an appropriate process in place to conduct independent, external investigations into
allegations of serious negligence or misconduct substantially affecting the integrity of the
forensic results committed by employees or contractors, this guidance should not be viewed as
all inclusive. In addition, this guidance is not intended to constitute legal advice from NIJ on the
question of whether the required certification properly may be made on behalf of the applicant.
Such a determination must be made by an appropriate official based on the statutory
requirements of the certification after review of this guidance.
Illustrative Examples:
1. A State intends to distribute Coverdell award funds to State and local forensic
laboratories and medical examiners’ offices. There is an Office of the Inspector General
(OIG) in the State with authority to conduct investigations into allegations of serious
negligence or misconduct by employees and contractors of forensic laboratories and
medical examiner/coroner’s offices, both at the State and local levels.
Guidance: Execution of the certification might be appropriate under these facts.
Nevertheless, the certifying official must be satisfied that the State IG’s authority in this
regard is not circumscribed in such a way that the IG’s ability to conduct independent
investigations is limited (for example, through a reporting hierarchy that does not provide
for the IG to report directly to the chief executive officer or another equally independent
State official or office).
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2. An applicant agency determines that the forensics laboratory director (or some other
individual in the chain of command at the laboratory) has sole responsibility to conduct
investigations into allegations of serious negligence or misconduct committed by
laboratory employees.
Guidance: Under these circumstances, execution of the certification would not be
appropriate because there is no process in place to conduct independent, external
investigations into allegations of serious negligence or misconduct committed by
laboratory employees and contractors.
3. A State applicant intends to distribute Coverdell award funds to forensic laboratories at
both the State and local level. An independent commission established by the Governor
has authority to investigate allegations of serious negligence or misconduct by
employees, including employees of units of local government within the State.
Guidance: Under these circumstances, the existence of this commission is not itself a
sufficient basis for execution of the certification. In this regard, the commission does not
have authority to investigate allegations of serious negligence or misconduct by
contractors of State and local government forensic laboratories that receive Coverdell
funds. (If, however, some other government entity, distinct from the commission, has a
process in place to conduct independent external investigations of allegations of serious
negligence or misconduct by such contractors, execution of the certification might be
appropriate depending on all the facts.)
4. A local forensic laboratory, which is intended to receive a portion of the funds from a
Coverdell award to a State, notifies the State applicant that a quality assurance official is
responsible for investigating allegations of serious negligence or misconduct by
employees and contractors of the local forensic laboratory. The quality assurance official
reports to the director of the forensic laboratory.
Guidance: Under these circumstances, execution of the certification would not be
appropriate because the quality assurance official reports to the director of the forensic
laboratory; therefore, there is no process in place to conduct independent, external
investigations of allegations against the forensics laboratory as required to make the
certification.
5. An applicant agency (a forensics laboratory) intends to employ a contractor or a
nongovernmental organization to conduct investigations into allegations of serious
negligence or misconduct committed by laboratory employees.
Guidance: Under these circumstances, execution of the certification would not be
appropriate as there is neither a government entity, nor an appropriate process in place
to conduct independent, external investigations of allegations against the laboratory,
whether alleged to be committed by laboratory employees and/or contractors, because
the contractor or nongovernmental entity is employed by and responsible to the
forensics laboratory.
6. An applicant agency is accredited by an independent accrediting or certifying
organization such as the Commission on Accreditation for Law Enforcement Agencies
(CALEA), the American Society of Crime Laboratory Directors / Laboratory Accreditation
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Board (ASCLD/LAB), the National Association of Medical Examiners (NAME), Forensic
Quality Services (FQS), etc.
Guidance: In this situation, execution of the certification would not be appropriate. The
fact of accreditation or certification by an outside entity on its own does not demonstrate
that the agency has a process in place to investigate allegations of serious negligence or
misconduct committed by employees or contractors. There is insufficient information to
properly make the required certification in this situation.
For information on cost sharing or match requirements, see Section B. Federal Award
Information.
D. Application and Submission Information
What an Application Should Include
This section describes in detail what an application should include. An applicant should
anticipate that if it fails to submit an application that contains all of the specified elements, it may
negatively affect the review of its application; and, should a decision be made to make an
award, it may result in the inclusion of award conditions that preclude the recipient from
accessing or using award funds until the recipient satisfies the conditions and OJP makes the
funds available.
NOTE: OJP has combined the Budget Detail Worksheet and Budget Narrative in a single
document collectively referred to as the Budget Detail Worksheet. See “Budget Information and
Associated Documentation” below for more information about the Budget Detail Worksheet and
where it can be accessed.
OJP strongly recommends that applicants use appropriately descriptive file names (e.g.,
“Program Narrative,” “Budget Detail Worksheet,” “Timelines,” “Memoranda of Understanding,”
“Résumés”) for all attachments. Also, OJP recommends that applicants include résumés in a
single file.
Please review the “Note on File Names and File Types” under How to Apply to be sure
applications are submitted in permitted formats.
1. Information to Complete the Application for Federal Assistance (SF-424)
The SF-424 is a required standard form used as a cover sheet for submission of pre-
applications, applications, and related information. GMS takes information from the
applicant’s profile to populate the fields on this form.
To avoid processing delays, an applicant must include an accurate legal name on its SF-
424. On the SF-424, current OJP award recipients, when completing the field for “Legal
Name” (box 5), should use the same legal name that appears on the prior year award
document (which is also the legal name stored in OJP’s financial system.) Also, these
applicants should enter the Employer Identification Number (EIN) in box 6 exactly as it
appears on the prior year award document. An applicant with a current, active award(s)
must ensure that its GMS profile is current. If the profile is not current, the applicant should
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submit a Grant Adjustment Notice updating the information on its GMS profile prior to
applying under this solicitation.
A new applicant entity should enter its official legal name, its address, its EIN, and its Data
Universal Numbering System (DUNS) number. A new applicant entity should attach official
legal documents to its application (e.g., articles of incorporation, 501(c)(3) status
documentation, organizational letterhead, etc.) to confirm the legal name, address, and EIN
entered into the SF-424. OJP will use the System for Award Management (SAM) to confirm
the legal name and DUNS number entered in the SF-424; therefore, an applicant should
ensure that the information entered in the SF-424 matches its current registration in SAM.
See the How to Apply section for more information on SAM and DUNS numbers.
Applicants should ensure that the legal name is correct and matches on the SF-424, the five
required certifications, and the external investigations attachment.
Intergovernmental Review: This solicitation ("funding opportunity") is subject to Executive
Order 12372. An applicant may find the names and addresses of State Single Points of
Contact (SPOCs) at the following website: https://www.whitehouse.gov/wp-
content/uploads/2017/11/Intergovernmental_-Review-_SPOC_01_2018_OFFM.pdf. If the
State appears on the SPOC list, the applicant must contact the State SPOC to find out
about, and comply with, the State’s process under E.O. 12372. In completing the SF-424, an
applicant whose State appears on the SPOC list is to make the appropriate selection in
response to question 16 once the applicant has complied with its State E.O. 12372 process.
(An applicant whose State does not appear on the SPOC list should answer question 16 by
selecting the response that the “Program is subject to E.O. 12372 but has not been selected
by the State for review.”)
2. Project Abstract
Applications should include a high-quality project abstract that summarizes the proposed
project in 250 words or less. Project abstracts should be—
 Written for a general public audience.
 Submitted as a separate attachment with “Project Abstract” as part of its file name.
 Single-spaced, using a standard 12-point font (Times New Roman) with 1-inch margins.
 The project abstract should provide an outline limited to the scope of the FY 2018
Coverdell program.
 Example format:
o One to two sentences for statement of the problem.
o Three to four sentences outlining how this year’s award will be utilized.
o One to two sentences describing the outcome.
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As a separate attachment, the project abstract will not count against the page limit for the
program narrative.
3. Program Narrative
The program narrative must specifically describe the manner in which Coverdell grant funds
will be used to carry out the State plan to improve the quality and/or timeliness of forensic
science or medical examiner/coroner’s office services over current operations. (Reduction of
forensic analysis backlogs is considered an improvement in timeliness of services.) States
are expected to consider the needs of laboratories operated by units of local
government as well as those operated by the State.
If grant funds are requested for costs of a new facility, the program narrative must
specifically describe the new facility to be constructed and the estimated costs of that
facility.
Accreditation
If grant funds are requested for accreditation, the program narrative must describe
accreditation activities and plans and, as applicable, the projected schedule for preparation
for and application for accreditation. Under the Coverdell program, any forensic science
laboratory system, including any laboratory operated by a unit of local government within the
State, that is not accredited (as set out in the Coverdell law) and that will receive a portion of
the grant amount must use a portion of the grant amount to prepare and apply for
accreditation not more than 2 years after the date of the Coverdell grant award. For
purposes of this solicitation, any State/local government entity performing forensic science
services is considered a “forensic science laboratory”. Additionally, after ascertaining the
accreditation status of all forensic laboratories within its State, each SAA is to include within
the program narrative plans for each forensic science laboratory within its State lacking
accreditation to prepare and apply for accreditation.
The program narrative should be attached as a separate file with an appropriately
descriptive file name.
The following sections should be included as part of the program narrative.11
a. Description of the Issue.
b. Project Design and Implementation.
c. Capabilities and Competencies.
d. Plan for Collecting the Data Required for this Solicitation’s Performance Measures.
OJP will require each successful applicant to submit regular performance data that
demonstrate the results of the work carried out under the award (see “General
Information about Post-Federal Award Reporting Requirements” in Section F. Federal
Award Administration Information). The performance data directly relate to the goals,
11 For information on subawards (including the details on proposed subawards that should be included in the
application), see "Budget and Associated Documentation" under Section D. Application and Submission Information.
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objectives, and deliverables identified under "Goals, Objectives, and Deliverables" in
Section A. Program Description.
Applicants should visit OJP’s performance measurement page at
www.ojp.gov/performance to view the specific reporting requirements for this grant
program.
Performance measures for this solicitation are listed in the Appendix 5: Performance
Measures Table.
The application should demonstrate the applicant’s understanding of the performance
data reporting requirements for this grant program and detail how the applicant will
gather the required data should it receive funding.
Please note that applicants are not required to submit performance data with the
application. Performance measures information is included as an alert that successful
applicants will be required to submit performance data as part of the reporting
requirements under an award.
4. Budget and Associated Documentation
The Budget Detail Worksheet and the Budget Narrative are now combined in a single
document collectively referred to as the Budget Detail Worksheet. The Budget Detail
Worksheet is a user-friendly, fillable, Microsoft Excel-based document designed to calculate
totals. Additionally, the Excel workbook contains worksheets for multiple budget years that
can be completed as necessary. All applicants should use the Excel version when
completing the proposed budget in an application, except in cases where the
applicant does not have access to Microsoft Excel or experiences technical
difficulties. If an applicant does not have access to Microsoft Excel or experiences
technical difficulties with the Excel version, then the applicant should use the 508-compliant
accessible Adobe Portable Document Format (PDF) version.
Both versions of the Budget Detail Worksheet can be accessed at
https://ojp.gov/funding/Apply/Forms/BudgetDetailWorksheet.htm.
a. Budget Detail Worksheet
The Budget Detail Worksheet should provide the detailed computation for each budget
line item, listing the total cost of each and showing how it was calculated by the
applicant. For example, costs for personnel should show the annual salary rate and the
percentage of time devoted to the project for each employee paid with grant funds. The
Budget Detail Worksheet should present a complete itemization of all proposed costs.
For questions pertaining to budget and examples of allowable and unallowable costs,
see the DOJ Grants Financial Guide at https://ojp.gov/financialguide/DOJ/index.htm.
b. Budget Narrative
The budget narrative should thoroughly and clearly describe every category of expense
listed in the Budget Detail Worksheet. OJP expects proposed budgets to be complete,
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cost effective, and allowable (e.g., reasonable, allocable, and necessary for project
activities).
An applicant should demonstrate in its budget narratives how it will maximize cost
effectiveness of award expenditures. Budget narratives should generally describe cost
effectiveness in relation to potential alternatives and the goals of the project. For
example, a budget narrative should detail why planned in-person meetings are
necessary, or how technology and collaboration with outside organizations could be
used to reduce costs, without compromising quality.
The budget narrative should be mathematically sound and correspond clearly with the
information and figures provided in the Budget Detail Worksheet. The narrative should
explain how the applicant estimated and calculated all costs, and how those costs are
necessary 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 describe costs by year.
Accreditation
The budget detail worksheet and budget narrative should clearly identify the cost for any
proposed accreditation activities, within the appropriate cost category (e.g., personnel,
fringe benefits, travel, equipment, supplies, and (procurement) contracts) of the budget
documents. For each forensic science laboratory within the State lacking accreditation,
each SAA is to request funds in its application budget for such laboratories to prepare
and apply for accreditation.
Budget document(s) should be attached as a separate file with an appropriately
descriptive file name.
c. Information on Proposed Subawards (if any), as well as on Proposed Procurement
Contracts (if any)
Applicants for OJP awards typically may propose to make subawards. Applicants also
may propose to enter into procurement contracts under the award.
Whether an action – for federal grants administrative purposes – is a subaward or
procurement contract is a critical distinction as significantly different rules apply to
subawards and procurement contracts. If a recipient enters into an agreement that is a
subaward of an OJP award, specific rules apply – many of which are set by federal
statutes and DOJ regulations; others by award conditions. These rules place particular
responsibilities on an OJP recipient for any subawards the OJP recipient may make. The
rules determine much of what the written subaward agreement itself must require or
provide. The rules also determine much of what an OJP recipient must do both before
and after it makes a subaward. If a recipient enters into an agreement that is a
procurement contract under an OJP award, a substantially different set of federal rules
applies.
OJP has developed the following guidance documents to help clarify the differences
between subawards and procurement contracts under an OJP award and outline the
compliance and reporting requirements for each. This information can be accessed
online at https://ojp.gov/training/training.htm.
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 Subawards under OJP Awards and Procurement Contracts under Awards: A
Toolkit for OJP Recipients.
 Checklist to Determine Subrecipient or Contractor Classification.
 Sole Source Justification Fact Sheet and Sole Source Review Checklist.
In general, the central question is the relationship between what the third-party will do
under its agreement with the recipient and what the recipient has committed (to OJP) to
do under its award to further a public purpose (e.g., services the recipient will provide,
products it will develop or modify, research or evaluation it will conduct). If a third party
will provide some of the services the recipient has committed (to OJP) to provide, will
develop or modify all or part of a product the recipient has committed (to OJP) to
develop or modify, or will conduct part of the research or evaluation the recipient has
committed (to OJP) to conduct, OJP will consider the agreement with the third party a
subaward for purposes of federal grants administrative requirements.
This will be true even if the recipient, for internal or other non-federal purposes, labels or
treats its agreement as a procurement, a contract, or a procurement contract. Neither
the title nor the structure of an agreement determines whether the agreement -- for
purposes of federal grants administrative requirements -- is a subaward or is instead a
procurement contract under an award. The substance of the relationship should be given
greater consideration than the form of agreement between the recipient and the outside
entity.
1. Information on proposed subawards
A recipient of an OJP award may not make subawards ("subgrants") unless the
recipient has specific federal authorization to do so. Unless an applicable statute or
DOJ regulation specifically authorizes (or requires) subawards, a recipient must have
authorization from OJP before it may make a subaward.
A particular subaward may be authorized by OJP because the recipient included a
sufficiently-detailed description and justification of the proposed subaward in the
Program Narrative, Budget Detail Worksheet, and Budget Narrative as approved by
OJP. If, however, a particular subaward is not authorized by federal statute or
regulation, and is not approved by OJP, the recipient will be required, post-award, to
request and obtain written authorization from OJP before it may make the subaward.
If an applicant proposes to make one or more subawards to carry out the federal
award and program, and those subawards are not specifically authorized (or
required) by statute or regulation, the applicant should-- (1) identify (if known) the
proposed subrecipient(s), (2) describe in detail what each subrecipient will do to
carry out the federal award and federal program, and (3) provide a justification for the
subaward(s), with details on pertinent matters such as special qualifications and
areas of expertise. Pertinent information on subawards should appear not only in the
Program Narrative, but also in the Budget Detail Worksheet and Budget Narrative.
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2. Information on proposed procurement contracts (with specific justification for
proposed noncompetitive contracts over $150,000)
Unlike a recipient contemplating a subaward, a recipient of an OJP award generally
does not need specific prior federal authorization to enter into an agreement that --
for purposes of federal grants administrative requirements -- is considered a
procurement contract, provided that (1) the recipient uses its own documented
procurement procedures and (2) those procedures conform to applicable federal law,
including the Procurement Standards of the (DOJ) Part 200 Uniform Requirements
(as set out at 2 C.F.R. 200.317 - 200.326). The Budget Detail Worksheet and Budget
Narrative should identify proposed procurement contracts. (As discussed above,
subawards must be identified and described separately from procurement contracts.)
The Procurement Standards in the Part 200 Uniform Requirements, however, reflect
a general expectation that agreements that (for purposes of federal grants
administrative requirements) constitute procurement “contracts” under awards will be
entered into on the basis of full and open competition. All noncompetitive (sole
source) procurement contracts must meet the OJP requirements outlined at
https://ojp.gov/training/subawards-procurement.htm. If a proposed procurement
contract would exceed the simplified acquisition threshold -- currently, $150,000 -- a
recipient of an OJP award may not proceed without competition unless and until the
recipient receives specific advance authorization from OJP to use a non-competitive
approach for the procurement. An applicant that (at the time of its application)
intends – without competition – to enter into a procurement contract that would
exceed $150,000 should include a detailed justification that explains to OJP why, in
the particular circumstances, it is appropriate to proceed without competition.
If the applicant receives an award, sole source procurements that do not exceed the
Simplified Acquisition Threshold (currently $150,000) must have written justification
for the noncompetitive procurement action maintained in the procurement file. If a
procurement file does not have the documentation that meets the criteria outlined in
2 C.F.R. 200, the procurement expenditures may not be allowable. Sole source
procurement over the $150,000 Simplified Acquisition Threshold must have prior
approval from OJP using a Sole Source Grant Adjustment Notice (GAN). Written
documentation justifying the noncompetitive procurement must be submitted with the
GAN and maintained in the procurement file.
d. Pre-Agreement Costs
For information on pre-agreement costs, see Section B. Federal Award Information.
5. Indirect Cost Rate Agreement (if applicable)
Indirect costs may be charged to an award only if:
(a) The recipient has a current (unexpired), federally-approved indirect cost rate; or
(b) The recipient is eligible to use, and elects to use, the “de minimis” indirect cost rate
described in the Part 200 Uniform Requirements, as set out at 2 C.F.R. 200.414(f).
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An applicant with a current (unexpired) federally-approved indirect cost rate is to attach a
copy of the indirect cost rate agreement to the application. An applicant that does not have a
current federally-approved rate may request one through its cognizant federal agency, which
will review all documentation and approve a rate for the applicant entity, or, if the applicant’s
accounting system permits, applicants may propose to allocate costs in the direct cost
categories.
For assistance with identifying the appropriate cognizant federal agency for indirect costs,
please contact the Office of the Chief Financial Officer (OCFO) Customer Service Center at
1-800-458-0786 or at ask.ocfo@usdoj.gov. If DOJ is the cognizant federal agency,
applicants may obtain information needed to submit an indirect cost rate proposal at
www.ojp.gov/funding/Apply/Resources/IndirectCosts.pdf.
Certain OJP recipients have the option of electing to use the “de minimis” indirect cost rate.
An applicant that is eligible to use the “de minimis” rate that wishes to use the "de minimis"
rate should attach written documentation to the application that advises OJP of both-- (1) the
applicant’s eligibility to use the “de minimis” rate, and (2) its election to do so. If an eligible
applicant elects the “de minimis” rate, costs must be consistently charged as either indirect
or direct costs, but may not be double charged or inconsistently charged as both. The "de
minimis" rate may no longer be used once an approved federally-negotiated indirect cost
rate is in place. (No entity that ever has had a federally-approved negotiated indirect cost
rate is eligible to use the "de minimis" rate.) For additional eligibility requirements please see
Part 200 Uniform Requirements, as set out at 2 C.F.R. 200.414(f).
6. Financial Management and System of Internal Controls Questionnaire (including
applicant disclosure of high-risk status)
Every OJP applicant (other than an individual applying in his or her personal capacity) is
required to download, complete, and submit the OJP Financial Management and System of
Internal Controls Questionnaire (Questionnaire) located at
https://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf as part of its application.
The Questionnaire helps OJP assess the financial management and internal control
systems, and the associated potential risks of an applicant as part of the pre-award risk
assessment process.
The Questionnaire should only be completed by financial staff most familiar with the
applicant's systems, policies, and procedures in order to ensure that the correct responses
are recorded and submitted to OJP. The responses on the Questionnaire directly impact the
pre-award risk assessment and should accurately reflect the applicant’s financial
management and internal control system at the time of the application. The pre-award risk
assessment is only one of multiple factors and criteria used in determining funding.
However, a pre-award risk assessment that indicates that an applicant poses a higher risk to
OJP may affect the funding decision and/or result in additional reporting requirements,
monitoring, special conditions, withholding of award funds, or other additional award
requirements.
Among other things, the form requires each applicant to disclose whether it currently is
designated “high-risk” by a federal grant-making agency outside of DOJ. For purposes of
this disclosure, high risk includes any status under which a federal awarding agency
provides additional oversight due to the applicant’s past performance, or other programmatic
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or financial concerns with the applicant. If an applicant is designated high risk by another
federal awarding agency, the applicant must provide the following information:
 The federal awarding agency that currently designates the applicant high risk.
 The date the applicant was designated high risk.
 The high-risk point of contact at that federal awarding agency (name, phone number,
and email address).
 The reasons for the high-risk status, as set out by the federal awarding agency.
OJP seeks this information to help ensure appropriate federal oversight of OJP awards. An
applicant that is considered “high-risk” by another federal awarding agency is not
automatically disqualified from receiving an OJP award. OJP may, however, consider the
information in award decisions, and may impose additional OJP oversight of any award
under this solicitation (including through the conditions that accompany the award
document).
7. Disclosure of Lobbying Activities
Each applicant must complete and submit this information. An applicant that expends any
funds for lobbying activities is to provide all of the information requested on the form
Disclosure of Lobbying Activities (SF-LLL). An applicant that does not expend any funds for
lobbying activities is to enter “N/A” in the text boxes for item 10 (“a. Name and Address of
Lobbying Registrant” and “b. Individuals Performing Services”).
8. Additional Attachments
a. Coverdell Statutory Certifications
As described above in the “Eligibility” section, the Coverdell law provides that, to request
a grant, each applicant must submit five (5) certifications specific to the Coverdell
Program. A certification may only be completed by an official familiar with its
requirements and authorized to certify on behalf of the applicant agency (i.e., the agency
applying directly to NIJ). Templates for the statutory certifications appear in Appendix 2.
All five (5) certifications must be completed using these templates. Certifications made
on behalf of subrecipients of award funds—rather than certifications made on behalf of
the agency applying directly to NIJ—are not acceptable to satisfy the certification
requirements.
The five required Coverdell statutory certifications are as follows—
1. Certification as to Plan for Forensic Science Laboratories—Application from a
State.
2. Certification as to Generally Accepted Laboratory Practices and Procedures.
3. Certification as to Forensic Science Laboratory System Accreditation.
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Paul Coverdell

4. Certification as to Use of Funds for New Facilities.
5. Certification as to External Investigations.
Please note: Specific information and guidance with respect to the “Certification
as to External Investigations” are provided above, under “Eligibility.” Certifying
officials must read and review this information and guidance prior to executing
the certification.
b. External Investigations Attachment
All applicants are to provide the name(s) of the existing “government entity” (or entities)
that is the subject of the certification (see Appendix 2) that—
A government entity exists and an appropriate process is in place to conduct
independent external investigations into allegations of serious negligence or
misconduct substantially affecting the integrity of the forensic results committed by
employees or contractors of any forensic laboratory system, medical examiner office,
coroner's office, law enforcement storage facility, or medical facility in the State that
will receive a portion of the grant amount.
Appendix 3 includes a template for this attachment. Note that funds will not be made
available to applicant agencies that fail to provide the necessary information.
The five certifications and the external investigations attachment should be
attached as a separate file with an appropriately descriptive file name.
c. Forensic Laboratory Accreditation Documentation (if applicable)
Applicants should provide documentation of current accreditation with the application for
any accredited laboratory (including a subrecipient laboratory) that is to receive funds
under the 2018 Coverdell award. Acceptable types of documentation of current
accreditation include: an electronic (scanned) copy of the current accreditation
certificate(s), a digital photograph of the current accreditation certificate(s), or a letter
from the accrediting body that includes the certificate number. Additionally, if a certificate
references another document that contains key information on the type or scope of the
accreditation, provide a copy of that supplemental documentation. Independent
accrediting or certifying organizations may include the American Society of Crime
Laboratory Directors/Laboratory Accreditation Board (ASCLD-LAB), Forensic Quality
Services (FQS), the American Association for Laboratory Accreditation (A2LA), or other
appropriate accrediting bodies.12 Note that funds will not be made available to
applicant agencies that fail to provide the necessary information.
Accreditation document(s) should be attached as a separate file with an
appropriately descriptive file name.
12 Per 34 U.S.C. § 10562(2), such an accrediting body would be “an accrediting body that is a signatory to an
internationally recognized arrangement and that offers accreditation to forensic science conformity assessment
bodies using an accreditation standard that is recognized by that internationally recognized arrangement[.]”
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Paul Coverdell

d. Accreditation status of all forensic labs within the State
Each applicant is to prepare a list of all forensic science laboratories in the State that
specifies each forensic science laboratory’s accreditation status (and the accrediting
body) and the scope of each accreditation.
Accreditation status document should be attached as a separate file with an
appropriately descriptive file name.
e. Applicant Disclosure of Pending Applications
Each applicant is to disclose whether it has (or is proposed as a subrecipient under) any
pending applications for federally-funded grants or cooperative agreements that (1)
include requests for funding to support the same project being proposed in the
application under this solicitation, and (2) would cover all identical cost items outlined in
the budget submitted to OJP as part of the application under this solicitation. The
applicant is to disclose applications made directly to federal awarding agencies, and also
applications for subawards of federal funds (e.g., applications to State agencies that will
subaward (“subgrant”) federal funds).
OJP seeks this information to help avoid inappropriate duplication of funding. Leveraging
multiple funding sources in a complementary manner to implement comprehensive
programs or projects is encouraged and is not seen as inappropriate duplication.
Each applicant that has one or more pending applications as described above is to
provide the following information about pending applications submitted within the last 12
months:
 The federal or State funding agency.
 The solicitation name/project name.
 The point of contact information at the applicable federal or State funding
agency.
Federal or State Solicitation Name/Phone/E-mail for Point of Contact
Funding Agency Name/Project at Federal or State Funding Agency
Name
SAMPLE
DOJ/Office of COPS Hiring Jane Doe, 202/000-0000;
Community Program jane.doe@usdoj.gov
Oriented Policing
Services (COPS)
Health and Human Drug-Free John Doe, 202/000-0000; john.doe@hhs.gov
Services/ Communities
Substance Abuse Mentoring Program/
and Mental Health North County Youth
Services Mentoring Program
Administration
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Each applicant should include the table as a separate attachment to its application. The
file should be named “Disclosure of Pending Applications.” The applicant Legal Name on
the application must match the entity named on the disclosure of pending applications
statement.
Any applicant that does not have any pending applications as described above is to
submit, as a separate attachment, a statement to this effect: “[Applicant Name on SF-
424] does not have (and is not proposed as a subrecipient under) any pending
applications submitted within the last 12 months for federally-funded grants or
cooperative agreements (or for subawards under federal grants or cooperative
agreements) that request funding to support the same project being proposed in this
application to OJP and that would cover all identical cost items outlined in the budget
submitted as part of this application.”
How to Apply
An applicant must submit its application through the Grants Management System (GMS), which
provides support for the application, award, and management of awards at OJP. Each applicant
entity must register in GMS for each specific funding opportunity. Although the registration
and submission deadlines are the same, OJP urges each applicant entity to register promptly,
especially if this is the first time the applicant is using the system. Find complete instructions on
how to register and submit an application in GMS at www.ojp.gov/gmscbt/. An applicant that
experiences technical difficulties during this process should email GMS.HelpDesk@usdoj.gov or
call 888-549-9901 (option 3), available 24 hours a day, 7 days a week, including during federal
holidays. OJP recommends that each applicant register promptly to prevent delays in
submitting an application package by the deadline.
Note on File Types: 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.” GMS may reject applications with files that use these extensions. It is important to
allow time to change the type of file(s) if the application is rejected.
Unique Entity Identifier (DUNS Number) and System for Award Management (SAM)
Every applicant entity must comply with all applicable System for Award Management (SAM)
and unique entity identifier (currently, a Data Universal Numbering System [DUNS] number)
requirements. SAM is the repository for certain standard information about federal financial
assistance applicants, recipients, and subrecipients. A DUNS number is a unique nine-digit
identification number provided by the commercial company Dun and Bradstreet. More detailed
information about SAM and the DUNS number is in the numbered sections below.
If an applicant entity has not fully complied with the applicable SAM and unique identifier
requirements by the time OJP makes award decisions, OJP may determine that the applicant is
not qualified to receive an award and may use that determination as a basis for making the
award to a different applicant.
If the applicant entity already has an Employer Identification Number (EIN), the SAM registration
will take up to two weeks to process. If the entity does not have an EIN, then the applicant
should allow two to five weeks for obtaining the information from IRS when requesting
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the EIN via phone, fax, mail or Internet. For more information about EIN, visit
https://www.irs.gov/individuals/international-taxpayers/taxpayer-identification-numbers-tin.
Registration and Submission Steps
All applicants should complete the following steps:
1. Acquire a unique entity identifier (currently, a DUNS number). In general, the Office of
Management and Budget requires every applicant for a federal award (other than an
individual) to include a "unique entity identifier" in each application, including an application
for a supplemental award. Currently, a DUNS number is the required unique entity identifier.
This unique entity identifier is used for tracking purposes, and to validate address and point
of contact information for applicants, recipients, and subrecipients. It will be used throughout
the life cycle of an OJP award. Obtaining a DUNS number is a free, one-time activity. Call
Dun and Bradstreet at 866–705–5711 to obtain a DUNS number or apply online at
www.dnb.com/. A DUNS number is usually received within 1-2 business days.
2. Acquire or maintain registration with SAM. All applicants for OJP awards (other than
individuals) must maintain current registrations in the SAM database. Applicants will need
the authorizing official of the organization and an Employer Identification Number (EIN). An
applicant must be registered in SAM to successfully register in Grants.gov. Each applicant
must update or renew its SAM registration at least annually to maintain an active status.
SAM registration and renewal can take as long as 10 business days to complete (2 more
weeks to acquire an EIN).
Information about SAM registration procedures can be accessed at www.sam.gov.
3. Acquire a GMS username and password. New users must create a GMS profile by
selecting the “First Time User” link under the sign-in box of the GMS home page. For more
information on how to register in GMS, go to www.ojp.gov/gmscbt. Previously registered
applicants should ensure, prior to applying, that the user profile information is up-to-date in
GMS (including, but not limited to, address, legal name of agency and authorized
representative) as this information is populated in any new application.
4. Verify the SAM (formerly CCR) registration in GMS. OJP requires each applicant to verify
its SAM registration in GMS. Once logged into GMS, click the “CCR Claim” link on the left
side of the default screen. Click the submit button to verify the SAM (formerly CCR)
registration.
5. Search for the funding opportunity on GMS. After logging into GMS or completing the
GMS profile for username and password, go to the “Funding Opportunities” link on the left
side of the page. Select NIJ and the Paul Coverdell Forensic Science Improvement Grants
Program-Formula.
6. Register by selecting the “Apply Online” button associated with the funding
opportunity title. The search results from step 5 will display the “funding opportunity”
(solicitation) title along with the registration and application deadlines for this solicitation.
Select the “Apply Online” button in the “Action” column to register for this solicitation and
create an application in the system.
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7. Follow the directions in GMS to submit an application consistent with this
solicitation. Once the application is submitted, GMS will display a confirmation screen
stating the submission was successful. Important: In some instances, an applicant must
wait for GMS approval before submitting an application. OJP urges each applicant to submit
its application at least 72 hours prior to the application due date.
Note: Application Versions
If an applicant submits multiple versions of the same application, OJP will review only the most
recent system-validated version submitted.
Experiencing Unforeseen GMS Technical Issues
An applicant that experiences unforeseen GMS technical issues beyond its control that prevent
it from submitting its application by the deadline must contact the GMS Help Desk or the SAM
Help Desk (Federal Service Desk) at https://www.fsd.gov/fsd-gov/home.do to report the
technical issue and receive a tracking number. The applicant must email the NIJ contact
identified in the Contact Information section on the title page within 24 hours after the
application deadline to request approval to submit its application after the deadline. The
applicant’s email must describe the technical difficulties, and must include a timeline of the
applicant’s submission efforts, the complete grant application, the applicant’s DUNS number,
and any GMS Help Desk or SAM tracking number(s).
Note: OJP does not automatically approve requests to submit a late application. After
OJP reviews the applicant’s request, and contacts the GMS Help Desk to verify the reported
technical issues, OJP will inform the applicant whether the request to submit a late application
has been approved or denied. If OJP determines that the untimely application submission was
due to the applicant’s failure to follow all required procedures, OJP will deny the applicant’s
request to submit its application.
The following conditions generally are insufficient to justify late submissions:
 Failure to register in SAM or GMS in sufficient time (SAM registration and renewal can
take as long as 10 business days to complete).
 Failure to follow GMS instructions on how to register and apply as posted on the GMS
website.
 Failure to follow each instruction in the OJP solicitation.
 Technical issues with the applicant’s computer or information technology environment,
such as issues with firewalls.
E. Application Review Information
Formula funds and minimum awards
Subject to the availability of appropriated funds, States that satisfy the specific requirements
(including eligibility requirements) outlined in this solicitation, the general requirements for NIJ
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Paul Coverdell

and OJP grants, and all other applicable legal requirements, may expect to be awarded formula
funds or minimum awards determined in accordance with the Coverdell law.
Review Process
OJP is committed to ensuring a fair and open process for making awards. NIJ reviews the
application to make sure that the information presented is reasonable, understandable,
measurable, and achievable, as well as consistent with the solicitation. NIJ will also review
applications to ensure that the statutory requirements have been met.
Pursuant to the Part 200 Uniform Requirements, before award decisions are made, OJP also
reviews information related to the degree of risk posed by applicants. Among other things, to
help assess whether an applicant that has one or more prior federal awards has a satisfactory
record with respect to performance, integrity, and business ethics, OJP checks whether the
applicant is listed in SAM as excluded from receiving a federal award.
In addition, if OJP anticipates that an award will exceed $150,000 in federal funds, OJP also
must review and consider any information about the applicant that appears in the non-public
segment of the integrity and performance system accessible through SAM (currently, the
Federal Awardee Performance and Integrity Information System; "FAPIIS").
Important note on FAPIIS: An applicant, at its option, may review and comment on any
information about itself that currently appears in FAPIIS and was entered by a federal awarding
agency. OJP will consider any such comments by the applicant, in addition to the other
information in FAPIIS, in its assessment of the risk posed by the applicant. The evaluation of
risks goes beyond information in SAM, however. OJP itself has in place a framework for
evaluating risks posed by applicants. OJP takes into account information pertinent to matters
such as —
1. Applicant financial stability and fiscal integrity.
2. Quality of the applicant’s management systems, and the applicant’s ability to meet
prescribed management standards, including those outlined in the DOJ Grants Financial
Guide.
3. Applicant’s history of performance under OJP and other DOJ awards (including
compliance with reporting requirements and award conditions), as well as awards from
other federal agencies.
4. Reports and findings from audits of the applicant, including audits under the Part 200
Uniform Requirements.
5. Applicant's ability to comply with statutory and regulatory requirements, and to effectively
implement other award requirements.
Absent explicit statutory authorization or written delegation of authority to the contrary, the
Assistant Attorney General will make all final award decisions.
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F. Federal Award Administration Information
Federal Award Notices
Award notifications will be made by September 30, 2018. OJP sends award notification by email
through GMS to the individuals listed in the application as the point of contact and the
authorizing official. The email notification includes detailed instructions on how to access and
view the award documents, and steps to take in GMS to start the award acceptance process.
GMS automatically issues the notifications at 9:00 p.m. eastern time on the award date.
For each successful applicant, an individual with the necessary authority to bind the applicant
will be required to log in; execute a set of legal certifications and a set of legal assurances;
designate a financial point of contact; thoroughly review the award, including all award
conditions; and sign and accept the award. The award acceptance process requires physical
signature of the award document by the authorized representative and the scanning and
submission of the fully-executed award document to OJP.
Administrative, National Policy, and Other Legal Requirements
If selected for funding, in addition to implementing the funded project consistent with the OJP-
approved application, the recipient must comply with award conditions, as well as all applicable
requirements of federal statutes and regulations (including applicable requirements referred to
in the assurances and certifications executed at the time of award acceptance). OJP strongly
encourages prospective applicants to review information on post-award legal requirements and
common OJP award conditions prior to submitting an application.
Applicants should consult the “Overview of Legal Requirements Generally Applicable to OJP
Grants and Cooperative Agreements - FY 2017 Awards”, available in the OJP Funding
Resource Center at https://ojp.gov/funding/index.htm. In addition, applicants should examine the
following two legal documents, as each successful applicant must execute both documents
before it may receive any award funds. (An applicant is not required to submit these documents
as part of an application.)
 Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility
Matters; and Drug-Free Workplace Requirements.
 Certified Standard Assurances.
The web pages accessible through the “Overview of Legal Requirements Generally Applicable
to OJP Grants and Cooperative Agreements - FY 2017 Awards” are intended to give applicants
for OJP awards a general overview of important statutes, regulations, and award conditions that
apply to many (or in some cases, all) OJP grants and cooperative agreements awarded in FY
2018. Individual OJP awards typically also will include additional award conditions. Those
additional conditions may relate to the particular statute, program, or solicitation under which the
award is made; to the substance of the funded application; to the recipient's performance under
other federal awards; to the recipient's legal status (e.g., as a for-profit entity); or to other
pertinent considerations.
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General Information about Post-Federal Award Reporting Requirements
In addition to the deliverables described in Section A. Program Description, any recipient of an
award under this solicitation will be required to submit the following reports and data.
Required reports. Recipients typically must submit quarterly financial reports, semi-annual
progress reports, final financial and progress reports, and, if applicable, an annual audit report in
accordance with the Part 200 Uniform Requirements or specific award conditions. Future
awards and fund drawdowns may be withheld if reports are delinquent. (In appropriate cases,
OJP may require additional reports.)
In addition, Coverdell grantees are required to submit a final report that must, among other
things: (1) include a summary and assessment of the program carried out with FY 2018 grant
funds, (2) identify the number and type of cases accepted during the FY 2018 award period by
the forensic laboratory or laboratories that received FY 2018 grant funds, (3) cite the specific
improvements in the quality and/or timeliness of forensic science and medical
examiner/coroner’s office services (including any reduction in forensic analysis backlog) that
occurred as a direct result of the FY 2018 grant award, and (4) detail the progress of any
unaccredited forensic science service provider that received FY 2018 grant funds toward
obtaining accreditation.
Further, as noted earlier under “Eligibility,” for each fiscal year of an award, recipients will be
required to report to NIJ on an annual basis—
1) The number and nature of any allegations of serious negligence or misconduct
substantially affecting the integrity of forensic results;
2) Information on the referrals of such allegations (e.g., the government entity or entities to
which referred, the date of referral);
3) The outcome of such referrals (if known as of the date of the report); and
4) If any such allegations were not referred, the reason(s) for the non-referral.
Awards that exceed $500,000 will include an additional condition that, under specific
circumstances, will require the recipient to report (to FAPIIS) information on civil, criminal, and
administrative proceedings connected with (or connected to the performance of) either the OJP
award or any other grant, cooperative agreement, or procurement contract from the federal
government. Additional information on this reporting requirement appears in the text of the
award condition posted on the OJP web site at https://ojp.gov/funding/FAPIIS.htm.
Data on performance measures. In addition to required reports, each award recipient also must
provide data that measure the results of the work done under the award. To demonstrate
program progress and success, as well as to assist DOJ with 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, OJP will require any award recipient,
post award, to provide performance data as part of regular progress reporting. Successful
applicants will be required to access OJP’s performance measurement page at
www.ojp.gov/performance to view the specific reporting requirements for this grant program.
Performance measures are also listed as Appendix 5.
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G. Federal Awarding Agency Contact(s)
For OJP Contact(s), see the title page.
For contact information for GMS, see the title page.
H. Other Information
Freedom of Information Act and Privacy Act (5 U.S.C. 552 and 5 U.S.C. 552a)
All applications submitted to OJP (including all attachments to applications) are subject to the
federal Freedom of Information Act (FOIA) and to the Privacy Act. By law, DOJ may withhold
information that is responsive to a request pursuant to FOIA if DOJ determines that the
responsive information either is protected under the Privacy Act or falls within the scope of one
of nine statutory exemptions under FOIA. DOJ cannot agree in advance of a request pursuant
to FOIA not to release some or all portions of an application.
In its review of records that are responsive to a FOIA request, OJP will withhold information in
those records that plainly falls within the scope of the Privacy Act or one of the statutory
exemptions under FOIA. (Some examples include certain types of information in budgets, and
names and contact information for project staff other than certain key personnel.) In appropriate
circumstances, OJP will request the views of the applicant/recipient that submitted a responsive
document.
For example, if OJP receives a request pursuant to FOIA for an application submitted by a
nonprofit or for-profit organization or an institution of higher education, or for an application that
involves research, OJP typically will contact the applicant/recipient that submitted the
application and ask it to identify -- quite precisely -- any particular information in the application
that the applicant/recipient believes falls under a FOIA exemption, the specific exemption it
believes applies, and why. After considering the submission by the applicant/recipient, OJP
makes an independent assessment regarding withholding information. OJP generally follows a
similar process for requests pursuant to FOIA for applications that may contain law-enforcement
sensitive information.
Provide Feedback to OJP
To assist OJP in improving its application and award processes, OJP encourages applicants to
provide feedback on this solicitation, the application submission process, and/or the application
review process. Provide feedback to OJPSolicitationFeedback@usdoj.gov.
IMPORTANT: This email is for feedback and suggestions only. OJP does not reply to
messages it receives in this mailbox. A prospective applicant that has specific questions on any
program or technical aspect of the solicitation must use the appropriate telephone number or
email listed on the front of this solicitation document to obtain information. These contacts are
provided to help ensure that prospective applicants can directly reach an individual who can
address specific questions in a timely manner.
If you are interested in being a reviewer for other OJP grant applications, please email your
résumé to ojppeerreview@l-secb.com. (Do not send your résumé to the OJP Solicitation
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Feedback email account.) Note: Neither you nor anyone else from your organization or entity
can be a peer reviewer in a competition in which you or your organization/entity has submitted
an application.
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Appendix 1. Estimated Amount of FY 2018 Formula Funds, by State13
*Note: If the amount a State would otherwise receive as its total Coverdell grant award, including
both formula funds and any competitive funds, is less than the minimum grant amount set by the
Coverdell law, the total Coverdell grant award will be increased to the minimum grant amount,
which is estimated to be not less than $115,000. See “Available Funding” under “Program-Specific
Information” for additional details.
Alabama $146,024 Nevada* $86,877
Alaska* $22,192 New Hampshire* $39,988
Arizona $160,563 New Jersey $210,649
Arkansas* $89,502 New Mexico* $62,663
California $920,496 New York $465,501
Colorado $128,312 North Carolina $236,158
Connecticut* $107,915 North Dakota* $22,747
Delaware* $28,428 Ohio $273,091
District of Columbia* $20,202 Oklahoma $117,545
Florida $476,682 Oregon $121,080
Georgia $240,204 Pennsylvania $301,053
Hawaii* $43,023 Rhode Island* $31,744
Idaho* $49,735 South Carolina $115,134
Illinois $302,405 South Dakota* $25,799
Indiana $155,663 Tennessee $155,207
Iowa* $93,881 Texas $645,940
Kansas* $87,502 Utah* $90,035
Kentucky $132,985 Vermont* $18,814
Louisiana $140,367 Virginia $197,127
Maine* $39,950 Washington $168,612
Maryland $141,241 West Virginia* $55,420
Massachusetts $159,772 Wisconsin $135,714
Michigan $233,331 Wyoming* $17,614
Minnesota $129,089 American Samoa/ $3,206
Northern Mariana Islands14*
Mississippi* $89,927 Guam* $4,862
Missouri $143,058 Puerto Rico* $104,408
Montana* $31,043 Virgin Islands* $3,113
Nebraska* $56,985
13 Under the provisions of the Coverdell law, several factors (including the number of eligible State applicants) affect
formula amounts. Additionally, as noted earlier in the text, as of the writing of this solicitation, the amount (if any) that
will be made available for the Coverdell program for FY 2018 is not yet known. All awards are subject to the
availability of appropriated funds.
14 The Coverdell law includes specific provisions with respect to allocations to American Samoa and the
Commonwealth of the Northern Mariana Islands. Please contact NIJ for additional information on this allocation.
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Appendix 2. Templates for Coverdell Statutory Certifications
(Instructions: Scan signed certifications and submit image files electronically through GMS.)
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Paul Coverdell

U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
NATIONAL INSTITUTE OF JUSTICE
FY 2018 Coverdell Forensic Science Improvement
Grants Program
Certification as to Plan for Forensic Science Laboratories—
Application from a State
On behalf of the applicant agency named below, I certify the following to the National Institute of
Justice, Office of Justice Programs, U.S. Department of Justice:
The State has developed a plan for forensic science laboratories under a
program intended to improve the quality and timeliness of forensic science or
medical examiner services in the State, including such services provided by the
laboratories operated by the State and those operated by units of local
government within the State.
I acknowledge that a false statement in this certification or in the grant application that it
supports may be the subject of criminal prosecution, including under 18 U.S.C. § 1001 and 34
U.S.C. § 10272. I also acknowledge that Office of Justice Programs grants, including
certifications provided in connection with such grants, are subject to review by the Office of
Justice Programs and/or by the Department of Justice’s Office of the Inspector General.
I have authority to make this certification on behalf of the applicant agency (that is, the agency
applying directly to the National Institute of Justice).
___________________________________________
Signature of Certifying Official
___________________________________________
Printed Name of Certifying Official
___________________________________________
Title of Certifying Official
___________________________________________
Name of Applicant Agency (Including Name of State)
____________________
Date
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Paul Coverdell

U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
NATIONAL INSTITUTE OF JUSTICE
FY 2018 Coverdell Forensic Science Improvement
Grants Program
Certification as to Generally Accepted Laboratory
Practices and Procedures
On behalf of the applicant agency named below, I certify the following to the National Institute of
Justice, Office of Justice Programs, U.S. Department of Justice:
Any forensic science laboratory system, medical examiner's office, or coroner's
office in the State, including any laboratory operated by a unit of local
government within the State, that will receive any portion of the grant amount
uses generally accepted laboratory practices and procedures, established by
accrediting organizations or appropriate certifying bodies.
I acknowledge that a false statement in this certification or in the grant application that it
supports may be the subject of criminal prosecution, including under 18 U.S.C. § 1001 and 34
U.S.C. § 10272. I also acknowledge that Office of Justice Programs grants, including
certifications provided in connection with such grants, are subject to review by the Office of
Justice Programs and/or by the Department of Justice’s Office of the Inspector General.
I have authority to make this certification on behalf of the applicant agency (that is, the agency
applying directly to the National Institute of Justice).
___________________________________________
Signature of Certifying Official
___________________________________________
Printed Name of Certifying Official
___________________________________________
Title of Certifying Official
___________________________________________
Name of Applicant Agency
(Including Name of State)
____________________
Date
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Paul Coverdell

U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
NATIONAL INSTITUTE OF JUSTICE
FY 2018 Coverdell Forensic Science Improvement
Grants Program
Certification as to Forensic Science Laboratory System Accreditation
On behalf of the applicant agency named below, I certify the following to the National Institute of
Justice, Office of Justice Programs, U.S. Department of Justice:
Before receiving any funds under this grant, any forensic science laboratory system
in the State, including any laboratory operated by a unit of local government within
the State, that will receive any portion of the grant amount either—
a) is accredited by an accrediting body that is a signatory to an internationally
recognized arrangement and that offers accreditation to forensic science conformity
assessment bodies using an accreditation standard that is recognized by that
internationally recognized arrangement, or,
b) is not so accredited, but will (or will be required in a legally binding and
enforceable writing to) use a portion of the grant amount to prepare and apply for
such accreditation not more than 2 years after the date on which a grant is awarded
under the FY 2018 Paul Coverdell Forensic Science Improvement Grants Program.
I acknowledge that a false statement in this certification or in the grant application that it supports
may be the subject of criminal prosecution, including under 18 U.S.C. § 1001 and 34 U.S.C. §
10272. I also acknowledge that Office of Justice Programs grants, including certifications provided in
connection with such grants, are subject to review by the Office of Justice Programs and/or by the
Department of Justice’s Office of the Inspector General.
I have authority to make this certification on behalf of the applicant agency (that is, the agency
applying directly to the National Institute of Justice).
___________________________________________
Signature of Certifying Official
___________________________________________
Printed Name of Certifying Official
___________________________________________
Title of Certifying Official
___________________________________________
Name of Applicant Agency
(Including Name of State)
____________________
Date
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Paul Coverdell

U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
NATIONAL INSTITUTE OF JUSTICE
FY 2018 Coverdell Forensic Science Improvement
Grants Program
Certification as to Use of Funds for New Facilities
On behalf of the applicant agency named below, I certify the following to the National Institute of
Justice, Office of Justice Programs, U.S. Department of Justice:
The amount of the grant (if any) used for the costs of any new facility or facilities
to be constructed as part of a program to improve the quality and timeliness of
forensic science and medical examiner services will not exceed the limitations
set forth at 34 U.S.C. § 10564(c) and summarized in the FY 2018 Coverdell
Forensic Science Improvement Grants Program solicitation.
I acknowledge that a false statement in this certification or in the grant application that it
supports may be the subject of criminal prosecution, including under 18 U.S.C. § 1001 and 34
U.S.C. § 10272. I also acknowledge that Office of Justice Programs grants, including
certifications provided in connection with such grants, are subject to review by the Office of
Justice Programs and/or by the Department of Justice’s Office of the Inspector General.
I have authority to make this certification on behalf of the applicant agency (that is, the agency
applying directly to the National Institute of Justice).
___________________________________________
Signature of Certifying Official
___________________________________________
Printed Name of Certifying Official
___________________________________________
Title of Certifying Official
___________________________________________
Name of Applicant Agency
(Including Name of State)
____________________
Date
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Paul Coverdell

U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
NATIONAL INSTITUTE OF JUSTICE
FY 2018 Coverdell Forensic Science Improvement
Grants Program
Certification as to External Investigations
On behalf of the applicant agency named below, I certify the following to the National Institute of
Justice, Office of Justice Programs, U.S. Department of Justice:
A government entity exists and an appropriate process is in place to conduct
independent external investigations into allegations of serious negligence or
misconduct substantially affecting the integrity of the forensic results committed
by employees or contractors of any forensic laboratory system, medical
examiner's office, coroner's office, law enforcement storage facility, or medical
facility in the State that will receive a portion of the grant amount.
I personally read and reviewed the section entitled “Eligibility” in the Fiscal Year 2018 program
solicitation for the Coverdell Forensic Science Improvement Grants Program. I acknowledge
that a false statement in this certification or in the grant application that it supports may be the
subject of criminal prosecution, including under 18 U.S.C. § 1001 and 34 U.S.C.
§ 10272. I also acknowledge that Office of Justice Programs grants, including certifications
provided in connection with such grants, are subject to review by the Office of Justice Programs
and/or by the Department of Justice’s Office of the Inspector General.
I have authority to make this certification on behalf of the applicant agency (that is, the agency
applying directly to the National Institute of Justice).
__________________________________________
Signature of Certifying Official
__________________________________________
Printed Name of Certifying Official
__________________________________________
Title of Certifying Official
__________________________________________
Name of Applicant Agency
(Including Name of State)
___________________
Date
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Paul Coverdell

Appendix 3. Template for “External Investigations” Attachment
(Instructions: Scan the completed document and submit image file electronically through
GMS.)
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Paul Coverdell

FY 2018 Coverdell Forensic Science
Improvement Grants Program
Attachment: External Investigations
The “Certification as to External Investigations” that is submitted on behalf of the applicant agency as part of
this application certifies that—
A government entity exists and an appropriate process is in place to conduct independent external
investigations into allegations of serious negligence or misconduct substantially affecting the
integrity of the forensic results committed by employees or contractors of any forensic laboratory
system, medical examiner's office, coroner's office, law enforcement storage facility, or medical
facility in the State that will receive a portion of the grant amount.
Prior to receiving funds, the applicant agency (that is, the agency applying directing to the National Institute of
Justice) must provide—for each forensic laboratory system, medical examiner’s office, coroner’s office, law
enforcement storage facility, or medical facility that will receive a portion of the grant amount—the name of the
“government entity” (or entities) that forms the basis for the certification. Please use the template below to provide
this information. (Applicants may adapt this template if necessary, but should ensure that the adapted document
provides all required information.)
IMPORTANT NOTE: If necessary for accuracy, list more than one entity with respect to each intended recipient of a
portion of the grant amount. For example, if no single entity has an appropriate process in place with respect to
allegations of serious negligence as well as serious misconduct, it will be necessary to list more than one entity.
Similarly, if no single entity has an appropriate process in place with respect to allegations concerning contractors as
well as employees, it will be necessary to list more than one entity.
Additional guidance regarding the “Certification as to External Investigations” appears in the “Eligibility“ section of the
program solicitation for the FY 2018 Coverdell program.
-----------------------------------------------------------------------------------------------------------------------------------------
Name of Applicant Agency (including Name of State):
______________________________________
Date: _________________________________
Name of any forensic laboratory system, medical Existing government entity (entities) with an appropriate
examiner’s office, coroner’s office, law enforcement process in place to conduct independent external
storage facility, or medical facility that will receive a investigations
portion of the grant amount
1. ___________________________ _____________________________
_____________________________
2. ___________________________
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Paul Coverdell

FY 2018 External Investigations Attachment (continued)
Name of Applicant Agency: _______________________________
3. ___________________________ _____________________________
_____________________________
4. ___________________________ _____________________________
_____________________________
5. ___________________________ _____________________________
_____________________________
6. ___________________________ _____________________________
_____________________________
7. ___________________________ _____________________________
_____________________________
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Paul Coverdell

Appendix 4: Frequently Asked Questions
Frequently Asked Questions for the FY 18 Paul Coverdell Formula Solicitation
1. Q: If an applicant unit of local government gets a Coverdell Competitive Award, does
that affect the maximum amount the state can apply for under the formula grant?
A: No. If an applicant unit of local government is the entity that receives a competitive
award that does not impact the maximum amount the state can apply for under this
funding opportunity.
2. Q: If a State for which the population allocation would fall below the Coverdell
statutory minimum is applying for only the Coverdell formula funds, does it still have
to apply for the formula funding amount based on population (see 34 USC 10563(a)(1)
and solicitation page 6), or can it apply for the Coverdell statutory minimum amount
(see 34 USC 10563(a)(3) and solicitation page 7)?
A: A State for which the population allocation would fall below the Coverdell statutory
minimum can apply for the Coverdell statutory minimum amount if it does not intend also
to submit an application for Coverdell competitive funding.
3. Q: I am a state agency. Do I have to apply through the SAA in order to be considered
eligible?
A: Yes, all state agencies must apply through the SAA.
4. Q: Can money be used for training if that training spans two years e.g., October to
March?
A: No. Coverdell Awards, as directed in the solicitation, are to begin on January 1. That
change was made last year and so awards are for one year from January 1 to December
31.
5. Q: Do I have to be accredited in order to apply?
A: Applicants do not have to be currently accredited to apply; however, Coverdell awardees
must use grant funds to prepare and apply for accreditation of any FY 2018 Coverdell
grant-funded unaccredited forensic laboratory system, including any laboratory operated
by a unit of local government within the State, not more than two (2) years after the FY
2018 Coverdell award date. Medical examiner’s and coroner’s offices are exempt from
this accreditation requirement. The accrediting body must be “a signatory to an
internationally recognized arrangement” and one that “offers accreditation to forensic
science conformity assessment bodies using an accreditation standard that is
recognized by that internationally recognized arrangement[.]”
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Paul Coverdell

Appendix 5: Performance Measures Table
Objective Performance Measure(s) Data Recipient Provides
To improve the quality Outcome Measure 1. Average number of days to process a sample at the
and timeliness of beginning of the grant period.
forensic services and 1. Reduction in the average
to reduce the number number of days from the 2. Average number of days to process a sample at the end
of backlogged cases in submission of a sample to a of the grant period.
forensic laboratories. forensic science laboratory
to the delivery of test 3. Number of backlogged cases at the beginning of the
results to a requesting grant period.
office or agency.
4. Number of backlogged cases at the end of the grant
2. Percent reduction in the period.
number of backlogged
forensic cases. 5. Number of forensic science personnel attending
training.
Output Measure
6. Number of medical examiner/coroner’s office personnel
1. The number of forensic attending training programs.
science or medical
examiner/coroner’s office
personnel who completed
appropriate training or
educational opportunities
with FY 2018 Coverdell
funds (if applicable to the
grant).
To increase the Percent of Number of agencies/organizations seeking initial
number of agencies/organizations that accreditation with FY 2018 Coverdell funding.
agencies/organizations are accredited with FY 2018
that are accredited with Coverdell funding. Number of agencies/organizations obtaining initial
Coverdell funding. accreditation with FY 2018 Coverdell funding.
Number of agencies/organizations using FY 2018
Coverdell funding for fees to maintain accreditation.
Number of agencies/organizations receiving funding.
To increase the Percent of certified Number of analysts.
number of individuals individuals.
certified with Coverdell Number of analysts certified.
funding.
Number of analysts seeking certification with FY 2018
Coverdell funding.
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Paul Coverdell

Appendix 6: Application Checklist
Paul Coverdell Forensic Science Improvement
Grants Program – Formula
This application checklist has been created as an aid in developing an application.
What an Applicant Should Do:
Prior to Registering in GMS:
_____ Acquire a DUNS Number (see page 29)
_____ Acquire or renew registration with SAM (see page 29)
To Register with GMS:
_____ For new users, acquire a GMS username and password* (see page 29)
_____ For existing users, check GMS username and password* to ensure account access
(see page 29)
_____ Verify SAM registration in GMS (see page 29)
_____ Search for and select correct funding opportunity in GMS (see page 29)
_____ Register by selecting the “Apply Online” button associated with the funding
opportunity title (see page 29)
_____ Read OJP policy and guidance on conference approval, planning, and reporting
available at ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm
(see page 11)
_____ If experiencing technical difficulties in GMS, contact NIJ (see page 30)
*Password Reset Notice – GMS users are reminded that while password reset capabilities exist,
this function is only associated with points of contact designated within GMS at the time the
account was established. Neither OJP nor the GMS Help Desk will initiate a password reset
unless requested by the authorized official or a designated point of contact associated with an
award or application.
Overview of Post-Award Legal Requirements:
_____ Review the "Overview of Legal Requirements Generally Applicable to OJP Grants and
Cooperative Agreements - FY 2017 Awards” in the OJP Funding Resource Center at
https://ojp.gov/funding/index.htm.
Eligibility Requirement: See the title page.
What an Application Should Include:
_____ Application for Federal Assistance (SF-424) (see page 17)
_____ Intergovernmental Review (see page 18)
_____ Project Abstract (see page 18)
_____ Program Narrative (see page 19)
_____ Budget Detail Worksheet (see page 20)
_____ Budget Narrative (see page 20)
_____ Indirect Cost Rate Agreement (if applicable) (see page 23)
_____ Financial Management and System of Internal Controls Questionnaire
(see page 24)
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Paul Coverdell

_____ Disclosure of Lobbying Activities (SF-LLL) (if applicable) (see page 25)
_____ Additional Attachments
_____ Coverdell Statutory Certifications (see page 25)
_____ Certification as to Plan for Forensic Science Laboratories — Application
from a State
_____ Certification as to Generally Accepted Laboratory Practices and
Procedures
_____ Certification as to Forensic Science Laboratory System Accreditation
_____ Certification as to Use of Funds for New Facilities
_____ Certification as to External Investigations
_____ External Investigations Attachment (see page 26)
_____ Forensic Laboratory Accreditation Documentation (if applicable) (see page 26)
_____ Accreditation Status of All Forensic Labs within the State (see page 27)
_____ Applicant Disclosure of Pending Applications (see page 27)
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Paul Coverdell