JCRC Security & Emergency Planning
Nonprofit Security Grant Info
Getting a vulnerability assessment
Investment Justification Guidance for 2010
  1. Applicant Information
  2. Background
  3. Investment Heading
  4. Baseline
  5. Risk: Threats, Vulnerabilities & Potential Consequences
  6. Target Hardening
  7. Milestones
  8. Project Management
  9. Impact
  10. Optional Cost Share
Useful links
Security Grant Workshop 2010 Presentation (Powerpoint)
Video of JCRC 2010 training
New York State: eligible counties, grant application and forms
New York State E-Grant tutorial.
Other states
Authorized Equipment List 2010 (AEL)
Obtaining your DUNS number
NY Citizen Corp membership info 2010 in Word or PDF. For Citizen Corp Council information for other states click here


 

 

Next Steps for Grantees

(July 28, 2010) The New York State Division of Homeland Security and Emergency Services (NYSDHSES) is awaiting formal notification from the U.S. Department of Homeland Security (DHS) of the grant allocations (any other indication is still "unofficial"). While all of us are waiting for formal notification, NYSDHSES staffers have prepared all of the notification letters to distribute immediately upon receipt of documents from DHS. They are also completing the federally-required Environmental and Historic Preservation (EHP) reviews so as not to delay execution of the contracts.

This information is NY-specific. While JCRC-NY has made every effort to ensure the accuracy of any guidance, NYDSES employees have the final word in interpreting their processes.

Getting your contracts
When your organization receives the official notification you will be informed of the details of the Nonprofit Grantee Orientation Meetings and the "contract period". Please remember that the holidays make scheduling especially difficult and the NYS officials are making every effort to accommodate the wishes of some organizations to get started on their projects ASAP. The meetings will thoroughly explain the process that is summarized below:

  1. Make every effort to attend one of the meetings. One meeting will be in Brooklyn and the other on Long Island. The NYSDHSES staff members will explain the process and are incredibly helpful.
  2. After the meeting, grantees will be asked to revise their budgets if necessary (things can change), in consultation with the NYSDHSES staff. Virtually all of the approved nonprofit projects will receive EHP clearance based on information in their original applications. Some grantees may be asked to submit additional specifics in order to complete their EHP clearance.
  3. NYSDHSES staff will prepare and mail contracts. Grantees must sign the contracts and return them to NYSDHSES. All contracts must then be approved by the NYSDHSES Finance Office, the NYS Attorney General and the NYS Comptroller before NYSDHSES can return an executed contract. Remember: You will only be reimbursed for work done within the contract period (as specified in your grantee letter and executed contract – it may be August 1 or September 1).
  4. If everything goes perfectly, some grantees should have their executed contracts by the beginning of November. Caution: things rarely go perfectly so make sure that you are not creating additional delays by not responding to requests from the NYSDHSES staffers.

Reimbursement
Organizations must pay for their equipment and submit bills to NYSDHSES for reimbursement. In the past, the wonderful NYSDHSES staff has been able to arrange checks in a matter of weeks. While this program is federally funded, no one knows whether this process will slow down this year.

Buying equipment
Since your contracts are with New York State, you will have to make your purchases in compliance with New York State purchasing requirements. These will be thoroughly explained at the Orientation Meeting. The key consideration is that contracts must be awarded based on a "fair and open competition." The process of establishing "reasonableness of price" differs according to the size of the purchase. Goods, services or multiples with an aggregate cost of up to $15,000 require multiple quotes; those $15,000 to 50,000 require advertising and multiple quotes, grantees spending over $50,000 must use and document a formal competitive bidding process.

Certain types of organizations (including most schools, UJA-Federation agencies and other types listed here) qualify to buy from vendors already identified and approved by New York State. Virtually any contemplated equipment can be purchased through these vendors. Those buying from state-approved vendors can buy directly from these vendors without any further steps. Houses of Worship are currently ineligible and will have to secure appropriate quotes, but that might change.

Advertising
If your organization must advertise as part of the purchasing process, you don't necessarily have to spend a lot of money. The rule barring "special interest" publications, which would probably exclude "Jewish" newspapers. However, it is both appropriate and relatively inexpensive to use your community's weekly newspaper (e.g., Queens Tribune, West Side Spirit, Riverdale Press, Brooklyn Press, et. al.) You need only place one ad with the suggested wording to comply with the legal requirement.

Training
All training must be pre-approved by NYSDHSES staff. John Jay College of Criminal Justice will offer a range of training modules.

Program Management
Should you choose to look for a consultant to assist you in complying with the requirements of the grant (e.g., development of specifications and bid documents, identifying vendors, documenting your bidding process and submitting the documentation necessary for reimbursement), JCRC-NY will offer such services, for a fee. In most cases the consultation fee can be covered by the grant. For more information e-mail Dov Horwitz .