Title 9 Part 6160

Both types of applicants must also meet financial eligibility as described in section 6160.4 of this Part:

The applicant must be seeking funds for development of new programs or for continuation of existing successful ones. Whether new or old, the program must address a high-priority crime problem which is of an opportunistic, preventable nature. The high-priority crime problem will be defined locally. The activities funded by this act should be designed to heighten awareness of, and participation in, crime prevention by community members. These crime prevention activities will stress the reduction of opportunity for crime to occur and the increase of possibility for police apprehension of criminals. Fundable activities by community members include, but are not limited to:

neighborhood watch

business watch

tenant patrols

lobby patrols

auto, foot and street patrols

home, business security surveys

dissemination of crime prevention literature and equipment

escort services

community outreach through publicity of anti-crime techniques

postal alert

reassurance projects

safe house or block parent projects

school watch

operation I.D.

Omission of the required information or failure to comply with these instructions may cause the proposal to be rejected for consideration for funding.

The narrative portion of the application (that is, excluding the budget) must not exceed 15 double-spaced pages. Additional information may be included as appendices, but applicants should remain aware that the proposal review will focus on the 15-or-fewer-page narrative. Reviewers will not be responsible for digging through appendices for information required as part of the proposal. Handwritten applications are acceptable as long as they are neat, easily legible and fit the above limitations.

Applicants must submit two copies of their applications. Each copy must be individually assembled and fastened or stapled at the upper left hand corner—no special covers or binders.

Each section of the application narrative must be completed or a notation made as to its nonapplicability to the proposed project. To maintain objectivity and promote fairness in competition, Division of Criminal Justice Services staff will not assist applicants in preparing their specific proposals. General questions dealing with clarification of requirements may be discussed with division staff.

All applicants must include a letter of endorsement from their local law enforcement agency heads with their proposals. Applicants must also include a notarized statement attesting to the fact that their organization has existed as an organization for at least one year in the three-year period preceding proposal submission with their proposals. A copy of their incorporation papers, for those applicant organizations which are incorporated, may be substituted for the notarized statement with their proposals.

Applications must be received by the Division of Criminal Justice Services by the deadline established by the Commissioner of the Division of Criminal Justice Services and noted on the memorandum accompanying the request for proposal. It is the responsibility of applicants to make sure that their proposals are received by the division no later than the date and time named. The deadline is the date of receipt, not the postmark date.

Proposals arriving after the deadline date or time will be noted, then returned to the applicants. Proposals which are accepted and later found to be lacking in required information, warranting their rejection, will be returned to the applicant.

Proposals which arrive on time and which are accompanied by letter of endorsement and notarized statement will be accepted for review. An acknowledgment of receipt and acceptance will be sent promptly to the applicant.

The Division of Criminal Justice Services will enter into contracts with companies for one year. These may be renewed or extended or succeeded by new contracts for up to four more years, all at the discretion of the commissioner.

Contracts will be awarded for no more than $60,000 in a single year.

All activities must have prior approval from the Division of Criminal Justice Services.

Contracts with grantees may be extended or terminated or renewed or amended or renegotiated at the discretion of the Commissioner of the Division of Criminal Justice Services, in light of company performance, changes in project conditions, or otherwise.

Grantees will keep books, ledgers, receipts, work records, consultant agreements and inventory records pertinent to the project. All such accounts and documentation must be kept in generally recognized fashion, by a bookkeeper or accountant, and will be open to review by the Commissioner of the Division of Criminal Justice Services or the State Comptroller or both.

Nothing in the contract between the Division of Criminal Justice Services and the grantee shall impose liability on the State of New York, the Division of Criminal Justice Services, or the community for injury incurred during the performance of approved activities.

The grantee will provide necessary training to those who will perform the crime prevention activities under the contract between it and the Division of Criminal Justice Services.

In the event that a grantee employs someone for the project, priority must be given, to the extent possible, to hiring a resident of the neighborhood who is unemployed or not fully employed.

Vouchers will be processed for payment no less frequently than quarterly and no more frequently than monthly to the grantee for activities it will undertake according to the terms of its contract with the Division of Criminal Justice Services. Appropriate documentation must accompany each request for payment. A final fiscal report will be necessary within 30 days of the end of the contract period. If the contract is renewed or extended or renegotiated, the final fiscal report may be changed or suspended to accommodate the change in contract conditions.

The bond required of a grantee, as a condition of its contract, may be dispensed with at the discretion of the commissioner.

A narrative report of grantee's activities under this contract will be due each quarter as a condition of the next advance payment, after the first quarter. A final narrative report will be required within 30 days of the end of the project, subject to the same conditions as those of the final fiscal report above.

The grantee's performance in all areas mentioned above, in addition to the crime prevention activities contracted for, will be reviewed periodically by the Division of Criminal Justice Services. Such review will take the form of site visits, records inspection, correspondence, and telephone communication, or other methods deemed necessary by the division to ascertain the quality and quantity of grantee activities according to its contract.

The Division of Criminal Justice Services reserves the right to reject applications, deny awards or defer applications for future consideration based on insufficient information in the application, lack of accompanying documentation, inappropriateness of project proposed for the problem being addressed, inappropriateness of project proposed under the intent of this act, lateness of arrival, or an organizational history of unsuccessful projects of a similar nature.