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).
- Award notification and contract
- Environmental Protection and Historic Preservation Screening (EHP *NSGP only*)
- Soliciting and scoring bids (per NYS guidelines)
- MWBE (Minority and Women-Owned Business Enterprises) Compliance (SCAHC only)
- Equipment installation and management (Under construction)
- Making changes to your approved requests
- Reporting and reimbursement (Under construction)
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.
Getting started? See CSI’s intro video, “I Got A Government Security Grant – Now What?”
New York nonprofits may have received a federal, and/or, a New York State security grant:
- the federal (DHS/FEMA) Nonprofit Security Grant Program (NSGP) administered by NYS Division of Homeland Security and Emergency Services (DHSES); and
- the New York State Securing Communities Against Hate Crimes (SCAHC) grant, administered by the NYS Division of Criminal Justice Services.
Click here for CSI’s dedicated webpage on applying for security grants. If your organization was awarded a grant, click on the blue box to the left for more information on each phase of the grant process.
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. Remember: before you do anything else you must have a signed contract from the NY Division of Criminal Justice Services (DCJS) or the NY Division of Homeland Security and Emergency Services (federal). You will not be reimbursed for any expenditure made before the contract is in effect.
SCAHC Grants (New York State)
Your 2023 Grant Award Notice states, “A DCJS Public Safety Grants Representative from the DCJS Office of Program Development and
Funding (OPDF) will contact you to initiate the development of your contract.”
Click the link for the 2023 NY DCJS Powerpoint presentation, SCAHC Grant Contract Instructions.
Our best information is that organizations will be required to submit the following (If your organization already submitted any of these forms with your application, they need not be submitted again):
- Workers’ compensation and disability insurance documents. Obtain from your insurance broker/carrier the following, listing the New York State Division of Criminal Justice Services, 80 South Swan St., Albany, NY 12210, as the certificate holder:
- Certificate of NYS Workers Compensation Insurance Coverage Form C-105.2; and
- NYS Notice of Compliance – Disability Benefits Law Form DB-120.5
- Sexual Harassment Prevention Policy and Training Certification. Your organization must implement a written policy addressing sexual harassment prevention in the workplace and provide annual sexual harassment prevention training to all of its employees. Click here for sample policies and online training videos.
- Nonprofit Status. If you are a religious corporation submit: 1) a copy of your articles of incorporation that shows you are a religious corporation; OR 2) a NYS Department of Law (Attorney General) Charities Bureau exemption certificate. If you are not a religious corporation, submit your current Charities Bureau Registration. Tip: Find the appropriate document in the Document Vault that you created when you “Prequalified”.
MWBE (Minorities and Women Business Enterprises)
All grantees are encouraged to use MWBE vendors to the extent possible, but there is no minimum purchase requirement for 2021-2022 or 2023 grantees.
2023 SCAHC grantees
For the round of awards (July 2023), MWBE forms are not required and grantees will not have to establish a spending goal.
2021-2022 SCAHC grantees
For any of the 2021-22 contracts that have not been executed, DCJA will still require MWBE following forms, with the MWBE goal will be set at $0. Download the following forms, fill them out, and E-Sign them.
- Local Assistance MWBE Sub Contractors/Supplier Utilization Proposal Form. Fill in this form online, and download it. There are columns labeled “MBE Goal”, “WBE Goal” and “To Be Determined” Goal. Simply put a “0 (zero)” in each column. Organizations, at their discretion, may set a higher goal.
- Local Assistance MWBE NPS Discretionary Budget Determination Worksheet. Fill in this form online, and download it. Scroll down to the “All other” category and put a “0 (zero)” in each column: “Grant Funds”, Exempt Amount”, “Excluded Amount”, “Discretionary Budget”, and “Exemption/Exclusion Category”. Organizations, at their discretion, may set a higher goal.
For SCAHC 2021-2022 contracts that are already executed, DJS will not be changing the goal but will not be delaying payment or imposing penalties your organization does not meet your established goal.
There is no change for contracts executed before 2021, and organizations will still have to meet their MWBE goals.
NSGP Grants (federal)
NY DHSES Introduction to the NY State contracting process
Consultants' Corner: EHP Preparation, Part 1
Consultants' Corner: EHP Preparation, Part 2
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
- See the DHS tutorial, pp. 12-13.
- See the CSI Consultants’ Corner installment on advertising, starts at: 36:20.
- See more information below the video.
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 email@example.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).
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;
- opened at one time before a committee who will certify the process;
- an established methodology for evaluating bids before the bids are opened (see bid matrix); and
- 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:
- Experience/qualifications of vendor
- 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:
- CSI’s Sample RFP Cover Letter (Download and save a copy so that it can be edited).
- CSI’s One-pager-Suggested General Requirements for Contractors.
- NSGP grantees: A copy of your completed EHP Screening Form and pictures (so that they can learn more about your facility and the requirements).
- Selected specifications from your CSI assessment. An example of a specification for window film follows:
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:
Introduction to MWBE Video
Once you posted your advertisement, feel free to share a screenshot/graphic with your Regional Security Director, who will help to share it with other known vendors.
Note: The MWBE requirements only apply to the NYS SCAHC grants, administered by NYS DCJS. NY DHSES recommends, but does NOT require MWBE compliance.
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:
- 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;
- 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.