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CSI Post Grant Assistance

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CSI Post Grant Assistance

Your organization won a NY State or federal security grant. What should you do next?

Please click on one of the tabs below for specific information applicable to the appropriate stage of the post-grant process. (Site under construction, check back often for updates).

Overview

Before you get started, remember . . .

  • This is a complex process. It’s easier if you take one step at a time.
  • A common mistake is to underestimate the amount of time that each step will take.
  • Keep good records and notes documenting your activities.
  • Both security grant programs require grantees to purchase and install their equipment before they are reimbursed. Click on the link to learn about the Security Infrastructure Loan Program.

New York nonprofits may have received a federal, and/or, a New York State security grant:

  1. the federal (DHS/FEMA) Nonprofit Security Grant Program (NSGP) administered by NYS Division of Homeland Security and Emergency Services (DHSES); and
  2. the New York State Securing Communities Against Hate Crimes (SCAHC) grant, administered by the NYS Division of Criminal Justice Services.

Click on the appropriate box for the next steps for 2024 security grant awardees.

Questions or need more help: csi_questions@csiny.org.

Click here for CSI’s dedicated webpage on applying for security grants.

The steps to get your contract

If you were notified that your organization received a federal or NY State grant, CONGRATULATIONS! CSI will be ready to assist you with every step. Click on the link for the DHSES NSGP document and the DCJS document for definitive guidance.

Key tips for both grants

  • These are reimbursement grants. State agencies will only repay you after the work is completed and paid for. Some interest-free loans are available. Click here for more info on the Security Infrastructure Loan Program. 
  • You will not be reimbursed for any work done before you have an executed contract. 
  • There are rules to create fair and open competition. Failure to follow the policies required in your contract will result in your reimbursement being rejected or costs being disallowed. 
  • Get to know your program/contract representative. CSI is here to help, but “program reps” should be your “go-to” source of information. Get in the habit of clearing each step with them so you don’t run into any problems later in the process.

First steps … lots of paperwork

Click on the graphic to enlarge the image. Your insurance broker or carrier can supply you with the appropriate form. If you are exempt from this requirement you must file a CE-200. The certificate holder is the agency administering your grant.

NY State businesses and nonprofits must either carry Workers’ Compensation and Disability Insurance, be self-insured, or attest that they are exempt. The first step for both state and federal grant awardees is to document their Workers’ Comp and Disability Insurance status. If your organization is insured, your insurance carrier can supply the appropriate, required forms (see the chart). If you are not insured, your organizational attorney or accountant can advise you if your organization is exempt.

Other required documents

DHSES writes that problems with the issues below can slow down your contract. If you have a federal NSGP grant click to the EHP tab for help. NY Hate Crimes grantees can learn more about MWBE requirements here.

DHSES steps before a contract is issued. Many of these steps were completed when you applied. Click on the graphic to enlarge.

 

Environmental Protection and Historic Preservation Screening (EHP *NSGP only*)

Completion of this form is required before an NSGP grantee receives a contract. It is not required for the NYS SCAHC grants.

Environmental Planning and Historic Preservation Screening Form

Download the excellent DHSES tutorial to help you to complete the Environmental Planning and Historic Preservation (EHP) Screening Form. FEMA must approve your form before a DHSES contract is issued.

DHSES EHP Tutorial
EHP Screening Form

Consultants' Corner: EHP Preparation, Part 1

Consultants' Corner: EHP Preparation, Part 2

MWBE (Minority and Women-Owned Business Enterprises) Compliance (SCAHC only)

MWBE Requirements

All SCAHC (Hate Crimes) grant winners must participate in the NY State Minority and Women-owned Business Enterprise (MWBE) program.

New York State requires that grantees  reach a 30% MWBE goal for all discretionary budget items. The discretionary budget is determined using MWBE Form DCJS-3309 (see sample form here). The items on this form should match the items in your GMS budget items. These items should be “discretionary” except if they fall into specific categories, as pre-approved by your program representative, possibly including: Pre-existing Contractual Obligation, Sole-Source Procurement or No MWBE’s Available. In most cases all of the allocated grant total will be discretionary.  If you have questions about the categories, contact your program representative.

You will be required to include MWBE vendors in all of the items in the your discretionary budget, and you must meet the goal of spending at least 30% of your discretionary budget with MWBE vendors. Identify the MWBE vendors that you plan to use on form DCJS-3301. Email the two forms (3301 & 3309) to your program representative.

If you are unable to find an MWBE vendor for some/all of your project after completing due diligence, or if you have a compelling reason to use a particular vendor, complete the DCJS-3312 Local Assistance MWBE Waiver Requirements Checklist and review it with your program representative, who will guide you on the next steps.

Question about MWBE? csi_questions@csiny.org

MWBE Guidelines and Resources

Introduction to MWBE Video

Soliciting and scoring bids (per NYS guidelines)

You will need to advertise, get bids and follow a pre-set scoring process.

What do you need to meet the NYS purchasing requirements?

Our Consutants’ Corner episodes on this topic are:

Click this button for the DHS Tutorial

Avoiding conflicts of interest.

  • See DHS tutorial, pages 9-11.
  • In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. FEMA considers these actions to be an organizational conflict of interest. This applies to contractors that help an entity develop its grant application, project plans, or project budget. Example: Whoever completes your risk assessment cannot participate in the bidding process.
  • Using state or local geographic preferences in evaluating bids or proposals is prohibited!
  • These situations must be avoided because they are considered to be restrictive of competition:
    • Requiring unnecessary experience
    • Using brand names
    • Allowing non-competitive pricing practices
    • Using only contractors that are already on retainer
    • Allowing organizational conflicts of interest
    • Exhibiting arbitrary actions during the procurement process

Advertising

More information, per DHSES guidance

When soliciting competitive bids or offers, you are encouraged to utilize more than one form of media to attract qualified bidders or offerors. Some papers you can consider are Crains, AMNY, Brooklyn Eagle, Our Town, West Side Spirit, Tribeca Citizen, Riverdale Press, Chelsea News NY, etc. In addition to using your local newspaper, you may advertise in other newspapers and trade journals, and notices can be posted online (including the NY State Contract Reporter). Once posted per the rules, you may and should share your advertisement through all means necessary with applicable security vendors. When you share your ad with your RSD we will then distribute to wider audience.

  • Reasonable period of time: a minimum of 3 days is recommended (read: required) as the intent of advertising is to promote open, fair advertisement of the opportunity to provide services. If a newspaper comes out once a week, that meets the 3-day recommendation.
  • What is not appropriate?
    • to special interest groups;
    • in religious periodicals;
    • in another language; or
    • through internally generated mailings and publications.

Sample ad language

A nonprofit organization in ____(your City) is seeking sealed bids for the sale and installation of security related enhancements.

The project includes: (in general, list all of the equipment you wish to have installed, i.e.) installation of Closed-Circuit Television equipment. The selection criteria will be based on (include your selection criteria, i.e.) knowledge of surveillance and security, adherence to projected work schedule, prior experience, references, and cost. Specifications and bid requirements can be obtained by contacting us at ____________@gmail.com.” (*Use a generic e-mail address so you don’t attract unwanted attention). “All interested firms will be required to sign for the proposal documents and provide a primary contact, telephone, and email address. Bids will be accepted until ____ on _____________ and work is to commence by ________202_ and be completed by ________202_.” (*Your specified deadlines must be reasonable).

Sealed bids

DHS Tutorial, pp. 8-11

The same information must be provided to all interested parties. Bid costs must be detailed item by item (not a lump sum amount). For example, the bid should list the number of cameras, the number of windows to be filmed, and/or the number of doors to be replaced.

A sealed bid can be an e-mail that is retained until the pre-determined opening date;

  1. opened at one time before a committee who will certify the process;
  2. an established methodology for evaluating bids before the bids are opened (see bid matrix); and
  3. maintenance of a record of competitive procurement process.

Establishing a scoring matrix

See the DHS tutorial, pp. 9 and 14

NY State Procurement Rules require that awards must be made in accordance with a pre-determined process -evaluation criteria and scoring methodology, established before the bids are opened. You may award the contract to the lowest responsible bidder or on the basis of best value, which may include the following elements:

  • Cost
  • Experience/qualifications of vendor
  • References
  • Ability to conform with projected work schedule, etc.
  • Scoring methodology and bid evaluations must be in writing.

Click to see CSI’s Sample Bidding Matrix.

What should you send to vendors responding to your ads (aka, your RFP)?

Your Request for Proposal (RFP) should include, at a minimum:

Sample window upgrade language

Glass panes in windows and façades should be replaced with prefabricated security laminated type glass. If it is necessary to retrofit existing panes, then existing glass panes can be upgraded to improve resistance to attack using a surface laminate, or film, (recommended 12-13mil based on the manufacturer) mechanically anchored in the frame. If unable to replace glass and instead will be installing security rated film, follow the below recommended items to ensure effective film installation:

      • All vendors should submit documents attesting to their status as authorized dealers and installers of the selected film.
      • Material should be delivered to the job site with the manufacturer’s labels intact and legible.
      • The film shall be applied according to the specifications of the manufacturer using an industrial-grade adhesive.
      • Film edges shall be cut neatly and square at a uniform distance in accordance with manufacturer’s specifications.
      • The film must be properly anchored to the frame using an adhesive or profile attachment system approved by the manufacturer.This should not be an additional option suggested by vendors but a requirement of your specifications to enable an effective system.
      • Upon completion, the vendor must provide an invoice and documentation stating the film manufacturer, film type, thickness, and other relevant specifications as well as a detailed listing of all windows to which the film and anchoring were applied.

Our Consultants’ Corner episodes on this topic are:

Making changes to your approved requests

Making changes

Any change or project scope or objective will require FEMA’s prior written approval. NSGP is competitive, with applications recommended for funding based on the threat, vulnerability,
consequence, and mitigation recommendations set forth in the sub-recipients Investment Justification (IJ) application. Consequently, scope/objective changes will be considered on a
case-by-case basis, provided the change does not negatively impact the competitive process used to recommend NSGP awards.

A request of this nature must be submitted by the SAA to FEMA and must include the following:

  1. A written request from the NSGP subrecipient on its letterhead, outlining the scope or objective change, including the approved projects from the subrecipient’s IJ, the funds and relative scope or objective significance allocated to those projects, the proposed changes, and any resulting reallocations as a result of the change of scope or objective; An explanation why the change of scope or objective is necessary;
  2. Validation from the SAA that any deviations from the approved IJ are addressed in the vulnerability assessment submitted by the subrecipient at the time of application; and The subrecipient request must also address whether the proposed changes will impact its ability to complete the project within the award’s period of performance. Sub-
    recipients may not proceed with implementing any scope/objective changes until the SAA receives written approval from FEMA.

Reporting requirements

Need an extension from DCJS?

If you need more time to complete your installations, etc., request an extension please complete the Contract Amendment Request Form and return to your program representative as soon as possible. Executive staff are currently in discussion regarding an extension end date. Extensions must be approved by DCJS.

Getting reimbursed

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Security Infrastructure Loans

As you are considering how to best secure your organization while remaining welcoming, UJA-Federation are pleased to offer, bridge loans to keep you and your stakeholders safe and secure. Administered through the Hebrew Free Loan Society (HFLS), UJA-Federation created a bridge loan fund providing capital to federal and state grant recipients to make all necessary upgrades immediately; and get reimbursed by New York State upon the installation of the specified equipment. Borrowers repay their loans when reimbursed by New York State.

Available on a first come, first served basis for organizations that have received security grants, but cannot afford to pay for security enhancements upfront while awaiting reimbursement from the government. This program provides interest-free loans of up to $150,000 to organizations in any of New York City’s five boroughs, Westchester, or Long Island. Click here for more information, or here to contact HFLS Financial Analyst Fred Cohen with any questions.