1 REQUEST FOR PROPOSALS (RFP) SFY 2018-19 Crime Analysis Centers (CACs) 1. All proposals must be received by the submission deadline on-line via the DCJS Grants Management System (GMS). Applicants who are not registered to access GMS will need to obtain user access in order to submit an application. See Appendix: DCJS Grants Management System (GMS) Instructions and Helpful Hints. 2. Questions regarding this RFP should be emailed to [email protected]. Please reference “SFY 2018-19 Crime Analysis Centers (CACs)” in the subject line of your email. Responses to submitted questions will be posted on the DCJS website at http://www.criminaljustice.ny.gov/ofpa/index.htm as indicated above. If the applicant has any general questions such as, “Did DCJS receive my e-mail?” please call (518) 457-9787. Please note that DCJS cannot answer substantive questions concerning this solicitation in any manner other than the e-mail method. 3. Applicants will be advised of award decisions via a letter of notification, which will be emailed to the address provided by applicant in GMS. Where applicable, applicants not receiving an award will receive notification via email and by U.S. Postal Service mail. A debriefing is available to any entity that submitted a proposal in response to this solicitation who is not successful in receiving an award. (See Section: Notification of Awards.) 4. Unless otherwise modified by DCJS, the contract period for this grant opportunity will be for a 12- month term effective no earlier than October 1, 2018, with the latest targeted start date of January 1, 2019. 5. Subject to available appropriations, approximately $3 million will be available to support Crime Analysis Centers (CACs) in the following counties: Albany, Erie, Franklin, Monroe, and Onondaga. 6. Grants Gateway Pre-Qualification – Not-for-Profit (NFP) applicants must be pre-qualified through the NYS Grants Gateway prior to application submission to be considered for an award. NFP applicants should begin this process as soon as possible. See Appendix: Grants Gateway Prequalification Requirement. RFP Issuance Date: Wednesday, March 14, 2018 Submission Deadline: Tuesday, April 17, 2018 at 12 Noon Deadline for Final Submission of Questions Regarding RFP: Tuesday, March 20, 2018 Response to Questions Posted: On or about Monday, March 26, 2018 Notification of Award(s): On or about Wednesday May 16, 2018
22
Embed
REQUEST FOR PROPOSALS (RFP) SFY 2018-19 Crime …criminaljustice.ny.gov/ofpa/pdfdocs/2018_cac_rfp.pdf · NYS Division of Criminal Justice Services│ 2 ... and regulation to the State's
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
1
REQUEST FOR PROPOSALS (RFP)
SFY 2018-19 Crime Analysis Centers (CACs)
1. All proposals must be received by the submission deadline on-line via the DCJS Grants Management System (GMS). Applicants who are not registered to access GMS will need to obtain user access in order to submit an application. See Appendix: DCJS Grants Management System (GMS) Instructions and Helpful Hints.
2. Questions regarding this RFP should be emailed to [email protected]. Please reference “SFY 2018-19 Crime Analysis Centers (CACs)” in the subject line of your email. Responses to submitted questions will be posted on the DCJS website at http://www.criminaljustice.ny.gov/ofpa/index.htm as indicated above. If the applicant has any general questions such as, “Did DCJS receive my e-mail?” please call (518) 457-9787. Please note that DCJS cannot answer substantive questions concerning this solicitation in any manner other than the e-mail method.
3. Applicants will be advised of award decisions via a letter of notification, which will be emailed to the address provided by applicant in GMS. Where applicable, applicants not receiving an award will receive notification via email and by U.S. Postal Service mail. A debriefing is available to any entity that submitted a proposal in response to this solicitation who is not successful in receiving an award. (See Section: Notification of Awards.)
4. Unless otherwise modified by DCJS, the contract period for this grant opportunity will be for a 12-month term effective no earlier than October 1, 2018, with the latest targeted start date of January 1, 2019.
5. Subject to available appropriations, approximately $3 million will be available to support Crime Analysis Centers (CACs) in the following counties: Albany, Erie, Franklin, Monroe, and Onondaga.
6. Grants Gateway Pre-Qualification – Not-for-Profit (NFP) applicants must be pre-qualified through the NYS Grants Gateway prior to application submission to be considered for an award. NFP applicants should begin this process as soon as possible. See Appendix: Grants Gateway Prequalification Requirement.
RFP Issuance Date: Wednesday, March 14, 2018
Submission Deadline: Tuesday, April 17, 2018 at 12 Noon
Deadline for Final Submission of Questions Regarding RFP: Tuesday, March 20, 2018 Response to Questions Posted: On or about Monday, March 26, 2018 Notification of Award(s): On or about Wednesday May 16, 2018
NYS Division of Criminal Justice Services│www.criminaljustice.ny.gov
18
application without a signatory attached.
Budget - See RFP for additional specific instructions.
Work plan - In the GMS work plan module, enter the Project Goal, Objectives, Tasks and
Performance Measures provided in the Standard Work Plan within this solicitation, or as
instructed in the solicitation.
• Fill in the “Project Goal” text box and click “Save.”
• Click “Create New Objective” and fill in the text box and click “Save.”
• Click “Add Task to this Objective” and fill in the text box and click “Save.”
• Click “Add Performance Measure to this Task” and fill in the text box and click “Save.”
Questions (where applicable and when the solicitation includes questions) -
Answer all required program narrative and budget information questions.
Hint: Answers should first be developed in Word. DCJS-GMS will time out after 30 minutes
and unsaved material will be lost. Cutting and pasting from a Word document will prevent
the loss of any work.
Attachments - To upload the required attachments for this solicitation, Click “Attachment,”
located on the left side navigation bar of the screen. Once in the “Attachment” module, click the
‘new’ button. You are now going to browse for your file -- click the ‘browse’ button next to the
‘address bar’ and find the document you want to attach to the project. (Please be aware that you
have a character limit on the name of the document you can attach, so you may need to rename
and re-upload.) Once you have selected your document and the file path is in the ‘address bar’,
click the ‘upload’ button.
Once attached, you should see a message that states… “_____.pdf was successfully uploaded”.
You can browse for any additional documents you need to attach or click the ‘Go back to list’ to
see all the documents you have attached.
IF you get a red message that says it ‘failed’, that means that your document name was too long
or you attempted to upload a file type that the system does not accept. If the name was too long,
you need to re-save the document with a shorter name, browse for the new file and re-upload. If
the document is in the wrong file type, convert to an acceptable file type, browse for the file and
re-upload.
NYS Division of Criminal Justice Services│www.criminaljustice.ny.gov
19
Appendix
BUDGET DETAIL WORKSHEET AND BUDGET NARRATIVE GUIDE - FOR USE AS A
GUIDE.
Note: Allowable costs include funding to cover the cost of employment at the Crime Analysis Center, certain fringe
benefit expenditures, essential administrative costs, overtime, miscellaneous, travel and training, and annual membership dues for the International Association of Crime Analysts. Funding requests for equipment, supplies, or any other budget category, will NOT be considered through this RFP.
PERSONAL SERVICES – List each position by title and name of employee, if available. Show the annual rate
of pay, the percentage of time to be devoted to the project (percent of FTE) and the cost to grant funding.
Name Position Salary Computation (Annual
Salary, % of FTE
Time)
Cost
Personal Narrative: Describe responsibilities and duties of each position in implementing and operating the
grant program.
FRINGE BENEFITS- Should be based on actual known costs or approved negotiated rate of the agency.
Fringe benefits are for the personnel listed above, and only for the percentage of time (%FTE) of each position
charged to the project.
Approved Rate or Description of Actual Costs Computation (Salary x Rate) Cost
Fringe Benefits Narrative: Describe computation of fringe benefits to be charged to the project.
TRAVEL AND SUSTENANCE – Itemize project related expenses required of staff by purpose (e.g. training,
field work, meetings). Prior to any out-of-state travel, a written request for approval to use grant funds must be
submitted to, and granted approval by DCJS. Show all travel expense computations (# of people x cost of travel,
daily lodging cost x number of rooms x number of nights, per diem meals x number of travelers). Identify
location.
Description Number
of People
Cost of Travel
per diem
Number of Travel
Days
Total Cost
Travel and Sustenance Narrative: Describe location of travel, purpose of travel, mode of transportation and
cost. Also, indicate who is traveling and how this travel is necessary for the success of the project. Meals and
lodging must be itemized and must not exceed published NYS per diem rates.
ALL OTHER COSTS
Description
MISCELLANEOUS
ADMINISTRATION/INDIRECT COSTS – Combined funding for administrative and/or indirect costs is
capped at a rate of 15 percent. Note: Indirect costs are not an allowable expense for governmental agencies.
Justification: Indicate indirect cost rate and amount. Indirect costs may be limited by the RFA or RFP
and are not allowed for units of local government. Additionally, list items included, but not limited to,
in the aggregate cost of other miscellaneous expenses, approximate costs, and how these items are
necessary for the success of the project.
NYS Division of Criminal Justice Services│www.criminaljustice.ny.gov
20
BUDGET CATEGORY AMOUNT
Personal Services $
Fringe Benefit $
Travel and Sustenance $
All Other Expenses $
Miscellaneous $
Administration/Indirect Costs $
TOTAL OPERATING BUDGET $
Grant Amount Requested:
$
NYS Division of Criminal Justice Services│www.criminaljustice.ny.gov
21
Appendix: Standard Job Descriptions
Standard Job Description of Currently Funded Crime Analysts:
➢ Works on-site at a designated NYS Crime Analysis Center;
➢ Addresses emergent public safety threats in relation to CAC activities in NYS;
➢ Performs a variety of research and analytical tasks;
➢ Collects, compiles, validates, interprets, and analyses data and trends using standard practices and techniques of crime and/or law enforcement intelligence analysis;
➢ May perform statistical, spatial, and/or qualitative analyses as needed, making use of standard software packages;
➢ Works on assignments that are moderately complex under direct or indirect supervision, where there is latitude for independent action and decision-making; and
➢ Prepares and delivers reports and presentations of analytic results.
Standard Job Description of Currently Funded Lead Crime Analysts:
➢ Supervising, directing, assigning tasks and evaluating performance of crime analysts who may be assigned to report to the Lead Analyst, when applicable. Identifying, organizing and completing projects that enhance overall Center operations, efficiencies and services;
➢ Coordinating and addressing routine information technology-related service issues and working with support vendors to derive solutions and operational improvements to the CAC;
➢ Reviewing crime analysts’ and CAC operations to identify processes where efficiency can be improved;
➢ Assisting and coordinating analysts in development of crime analysis products, bulletins, and pattern analysis;
➢ Independently performing a variety of research and analytical tasks;
➢ Collecting, compiling, validating, interpreting and analyzing data and trends using standard practices and techniques of crime and/or law enforcement intelligence analysis;
➢ Performing statistical, spatial, and/or qualitative analyses, making use of standard software
packages;
NYS Division of Criminal Justice Services│www.criminaljustice.ny.gov
22
➢ Preparing and delivering reports and presentations of analytic results; and
➢ Conducting routine audits to ensure accuracy and confidentiality.
Standard Job Description of Currently Funded CAC Director:
➢ Overseeing a CAC including space, technology, equipment and staffing;
➢ Managing the participation of designated agencies, through assignment of staff to CAC, as well as communication and consultation with representatives at all participating agencies.;
➢ Soliciting and encouraging additional participation as the CAC expands its role within the
county and/or region by reaching out to new agencies as appropriate;
➢ Collaborating with DCJS in preparation and implementation of any Memoranda of Understanding to confirm agreements and establish parameters;
➢ Overseeing the provision of training to participating agency staff, by assessing existing gaps. This includes both the provision of training in various crime analysis methods, such as how to analyse data and early recognition of crime patterns, as well as determining what software tools would enhance analysis and offering related training to participating entities;
➢ Maximizing all information and intelligence sharing opportunities by facilitating the participation of various law enforcement and criminal justice agencies as directed by the CAC Board and in collaboration with DCJS. Continue to collaborate with these agencies to create technology links to facilitate agency authorized sharing of information and data, such as correctional facility phone and visitor records, to identify connections and possible locations of fugitives who have been previously incarcerated;
➢ Collaborating with law enforcement agencies as directed by CAC Board to create links that will facilitate applicable sharing of information; and
➢ Encouraging and recommending to DCJS and CAC Board that the CAC be equipped with cutting-edge technology, seeking input from designated information technology staff.