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GRANT PROPOSAL - INSTRUCTION LETTERTO: Interested Law Enforcement Officials
FROM: Charles A. Stowell, D.E.A./Ret.
SUBJECT: Grant Proposals for the purpose of obtaining specialized "Hi-Tech" equipment.Disclaimer: The following documents are to be utilized as a "HELPFUL GUIDE" for Law Enforcement Officials who are interested in writing "Grant Proposals" to obtain specialized or high technology surveillance equipment for their respective departments. These documents, some of which are the work products of L.E.T.A., are meant only to serve as attachments or "go byes" as to technical terms, the latest in technology, and specifications. These documents should not be construed as endorsements for or against any particular brand of equipment or manufacturer. In no way are these documents the final word on obtaining grant finding. However, in these days of shrinking budgets, the questionable uses of Asset Seizure funds, and a lack of understanding re: grant procedures, I HOPE YOU FIND THEM USEFUL.
Dear Sir or Ma'am,
During the last four years, since my retirement, I have participated in numerous schools, conferences, and seminars at the local, state and federal levels. Almost by rote after I finish my presentations, one statement and question has become paramount. "MY DEPARTMENT HAS A REAL NEED FOR THERMAL IMAGING, BUT HOW DO WE PAY FOR IT?
(It seems that since my retirement, from DEA, Law Enforcement budgets have "shrunk" even further, and that "creative" city, county, state, and federal "administrators" have found "other uses" for (Asset Seizures), the ill gotten gains of criminals which you have seized. I won't detail them here, but I have heard too many stories as I cross this Nation re: the questionable uses of seized funds, which are supposed to he "Plowed back into The War on Crime and Drugs".
So, the first step was to include a short presentation in our L.E.T.A. schools explaining "Grant Procedures" and I was amazed to find out HOW LITTLE we all knew about the grant process. I then published a series of articles outlining the basics. Your response was overwhelming, but the articles created more questions, and the often asked for "GO BYE" or model grant request, was high on your list.
First, we need to take a quick review as to how equipment is purchased in the first place:
THE IMAGERS
All Law Enforcement "Certified" Thermographers know that a "Thermogram" is a picture of heat. In order to take that picture, the thermographer needs a thermal imaging camera. Those cameras, no matter the manufacturer, are an expensive item in any law enforcement budget. I am often asked what specifically makes the camera so expensive? First is the evolving technology. It takes scores of engineers, technicians, designers and a heavy investment by the companies to conceive even the simplest viewer.
Next is the cost of the internal components, detectors, cooling devices, lens’s and optical systems. These systems are all engineering marvels in themselves. All these component parts must then he combined together in a rugged, operator friendly unit.
That unit should be self-contained, lightweight, quiet in the case of handhelds, relatively maintenance free, dependable, and most important, produce a superior image. That image, it should he remembered, maybe presented to a jury that has never heard of thermal imaging, so resolution is paramount.
All together, reliability, maintenance, better images, ease of operation, certified training and covert operations have been the focus of the thermal imaging companies for their law enforcement customers. That dedication to law enforcement cameras has also resulted in a huge investment by those companies resulting in what most thinks is a very pricey product for the average law enforcement budget.
The good news is that the competition among thermal imaging companies has kept the prices down. Better cameras are now being made and are fulfilling the requirements of the law enforcement mission. Now, besides the evolution of even newer and better cameras is the ever-present question of how to purchase and maintain the equipment as well as to have trained, certified operators, who can testify as experts in court.
Let's discuss the purchase first. As mentioned in previous writings, I have expressed the opinion that the ideal situation for a law enforcement agency is to have access to both an airborne system as well as a handheld camera. With the different applications now accepted by Federal and State courts, each plays an equally important role. After all the technology is the same, and with the proper certified training, a law enforcement thermographer can be successful, using either system.
SHOW ME THE MONEY
(OR HOW TO FIND IT)
THE DEPARTMENTAL BUDGET: As stated above, this method is almost passe’, as most sincere administrators are having trouble just paying salaries, maintaining facilities, and updating the most basic of police tools, like radios, vehicles, and computers. HOWEVER, if you are in one of the few departments whose budget does contain modest gains, you will have to give sound reasoning for your request, as you are competing with other bureaus and details within your own department. Another reason you may not be partial to this method is the fact that you may have to wait until "Next Year's Budget" to get your equipment. Most departments that I know of plan budgets a year or two in advance, so even if you are approved, you will have to wait for the appropriation.
ASSET SEIZURES: Make no mistake about it, Asset Seizures are "Legal", "Ethical", and perhaps the most misunderstood tool in the Law Enforcement arsenal. The legislative intent both on the Federal and State levels was to seize the "Ill gotten gains and illegal profits " of the criminal elements within our society. Those seizure laws went further to say that those seized fluids was then to be "Plowed back into Law Enforcement" to "SUPPLEMENT" not supplanting Law Enforcement efforts. In other words, "IN ADDITION TO", not instead of your normal budgetary channels. Asset seizures CAN BE used to purchase specialized equipment and ARE NOT TO supplant your budget.
Another reason to consider "Asset Seizure" funds to purchase specialized equipment is the BONUS that the equipment may be utilized to seize additional assets. Thus paying back the investment made to purchase the equipment in the first place.
THE VARIOUS GRANT PROCESSES: This one really surprised me when I researched it! Did you know your very own State might have all the resources you need? I had to hunt, but my search turned up some interesting facts. Almost every State has a grant specialist in the Attorney Generals Office or in the State Emergency Preparedness Office. Those folks who do search and rescue, and or the firefighters have been buying imagers for years. Contact them, and if they don't have an imager, write a CO-GRANT offering to share its use.
Two states that I contacted, Texas and Oklahoma have a group, or groups, of concerned citizens who will purchase the equipment for agencies as a public service. However most of us are not that lucky so lets discuss Federal Grants.
The United States Department of Justice, Office of Justice Programs, Bureau of Justice Assistance, has an active program year in and year out. To the neophyte grant seeker the maze seems impossible. Let me give you a few tips on how to monitor the system.
FIRST: Get on their mailing list at:
Bureau of Justice Assistance
633 Indiana Avenue NW.
Washington D.C. 20531
Tel: 202-305-2088
Fax: 202-514~5956
OR: E-mail them on the World Wide Web at: http://www.ojp.usdoj.gov/BJABy getting on the mailing list you will get the latest grant information and become aware of what I call the "WINDOWS OF OPPORTUNITY". These are windows in time for you to submit your grant requests. Only the Dept. of Justice controls these windows, and I have yet to receive an understandable answer as to how they are "opened". It seems as though they are controlled by the total amount of funds available, and by the number of grant requests received. In other words they may be opened once, or several times a year, depending on the money available and the number of requests submitted. What you should remember is that the Federal fiscal year ends each September 30 and begins on October 1st.
BE READY: Have a sample grant request ready to shove through the window when it opens, and have it ready throughout the year. My answer to this was always to have a lengthy, detailed, and upgraded "BOILER PLATE" grant request at the ready in my computer. That way when I got the word that a time window was opening, I was ready. All I had to do was to adapt the request to the latest set of requirements i.e.: the language of the day, required by DOJ.
BE AWARE: Some grants require, "a share of costs" or other "strings are attached". Some administrators I interviewed, declined to apply for grants just for that reason, they thought there were too many restrictions i.e.: controls put on them by the agency giving the grant. My experience has been just the OPPOSITE. There are no "GRANT POLICE" out there and the granting agency depends on the integrity of the receiving agency to use the property properly. Actually the only restriction I am aware of is that the ownership of the property reverts back to the granting agency, if not used properly or other conditions of the grant are not met. For example: The DEA has DCE/SP (Domestic Cannabis Eradication and Suppression Program) grants available each year. DEA has, and still is, purchasing thermal imagers for State and Local Law Enforcement. The only restriction is that "if the system is not utilized properly" then ownership reverts to DEA. (Contact your local DEA DCE/SP coordinator for details.)
BE PERSISTENT: Some agencies I know of contact the "Granting Agency" on a regular basis to find out the status of their grant request. We all know the squeaky wheel gets the grease, so don't just "submit it and forget it". Other agencies have identified the one or two pro-police legislators from their State and enlisted their aid. A granting agency will often pay immediate attention to legislative or congressional inquiry's, as they know "their" agency budget depends on legislative approval, as well.
CREATE A CHECKLIST: Including but not limited to the following:
1. Boilerplate requests already in your computer.
2. Identify available funds.
3. File quickly and professionally on departmental forms.
4. File often and to several sources.
5. Have all supervisors i.e.: Sheriff's, Chiefs, etc. on line and provided with a copy of you’re request so that they can answer any questions in your absence.
6. Assure the granting agency that you will train and certify each operator of the equipment.
7. Assign yourself "call up dates" to check the status of your request after it is submitted.
8. Find out who the human contact is at the granting agency and talk to that person frequently, if only to keep your request at the top of the stack.
9. Be patient and professional. If asked for additional documents, submit them in a timely manner.
10. Make sure your package is one to be proud of. I have seen bound requests, with attachments, photos, data sheets, case law, and training certificates, all included.You get the idea, as I could go on, but just remember one thing. IT IS THEIR JOB TO GIVE YOU THE MONEY. Congress and the various State legislatures have seen to that. IT IS YOUR JOB TO DO IT RIGHT. The grant process may seem like a maze but once accomplished, there is no satisfaction like having the check in your hand, READY TO BUY YOUR OWN THERMAL IMAGER.
If you come up with some new, novel ideas, please share it with us so we can get it out to everybody. Should you have any questions, please call me at!
RESPECTFULLY,
Charles A. Stowell, D.E.A./Ret.
Sample
Grant Request