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U.S.Department of Justice Office of Community Oriented Policing Services 2011 COPS Hiring Program Grant Terms and Conditions By signing the Award Document to accept this COPS Hiring Program(CHP)grant,the grantee agrees to abide by the following grant terms and conditions: 1. Grant Owner's Manual The grantee agrees to comply with the terms and conditions in the 2011 COPS Hiring Program Grant Owner's Manual;COPS statute(42 U.S.C.§.3796dd,et seq.);28 C.F.R.Part 66 or 28 C.F.R.Part 70 as applicable(governing administrative requirements for grants and cooperative agreements);2 C.F.R. Part 225(OMB Circular A-87),2 C.F.R.Part 220(OMB Circular A-21),2 C.F.R.Part 230(OMB Circular A-122)and 48 C.F.R.Part 31.000 et seq.(FAR 31.2)as applicable(governing cost principles);OMB Circular A-133(governing audits);representations made in the grant application for the COPS Hiring Program;and all other applicable program requirements,laws,orders,regulations,or circulars. 2. Assurances and Certifications. The grantee acknowledges its agreement to comply with the Assurances and Certifications forms that were signed as part of its CHP application. 3. Allowable Costs. The funding under this project is for the payment of approved full-time entry-level salaries and fringe benefits over three years(for a total of 36 months of funding)for career law enforcement officer positions hired and/or rehired on or after the official grant award start date.Any salary and fringe benefit costs higher than entry-level that your agency pays a CHP-funded officer must be paid with local funds. Your agency is required to use CHP grant funds for the specific hiring categories awarded.Funding under this program may be used for the following categories: a.Hiring new officers,which includes filling existing officer vacancies that are no longer funded in your agency's budget due to state,local,or Bureau of Indian Affairs (WA)budget cuts; b.Rehiring officers who had already been laid off at the time of grant application as a result of state,local,or BIA budget cuts;and/or c.Rehiring officers who were,at the time of grant application,scheduled to be laid oft'on a specific future date as a result of state,local,or BIA budget cuts. If your agency's local fiscal conditions have changed and your agency needs to change one or more of the funded hiring categories,your agency should request a post- award grant modification and receive prior approval before spending CHP funding under the new category. The Financial Clearance Memorandum(FCM),included in your award package,specifies the amount of COPS Hiring Program funds awarded to your agency for officer salaries and approved benefits.Please note that the salary and benefit costs requested in your original application may have been updated or corrected from the original version submitted to the COPS Office.You should carefully review your Final Funding Memorandum(FFM),which is also included in your award package. The FFM contains the final officer salary and fringe benefit categories and amounts for which your agency was approved.You will note that some costs may have been adjusted or removed.Your agency may only be reimbursed for the approved cost categories that are documented within the FFM,up to the amounts specified in the FCM.Your agency may not use CHP funds for any costs that are not identified as allowable in the Final Funding Memorandum and Financial Clearance Memorandum. Only actual allowable costs incurred during the grant award period will be eligible for reimbursement and drawdown.If your agency experiences any cost savings over the course of the grant(for example,your grant application overestimated the total entry-level officer salary and fringe benefits package),your agency may not use that excess funding to extend the length of the grant beyond 36 months.Any funds remaining after your agency has drawn down for the costs of approved salaries and fringe benefits incurred for each awarded position during the 36-month funding period will be deobligated during the closeout process,and should not be spent by your agency. 4. Sunplementiue,Not Supplanting. State,local,or BIA funds budgeted to pay for sworn officer positions irrespective of the receipt of CHP grant funds may not be reallocated to other purposes or refunded as a result of a CHP grant being awarded.Non-federal funds must remain available for and devoted to that purpose,with CHP funds supplementing those non-federal funds.Funding awarded cannot be obligated until after the grant award start date.This means that CHP funds cannot be applied to any agency cost prior to the award start date.In addition,your agency must take active and timely steps pursuant to its standard procedures to fully fund law enforcement costs already budgeted as well as fill all locally-funded vacancies resulting from attrition during the life of the grant. 5. Retention. At the time of grant application,your agency committed to retaining all sworn officer positions awarded under the CHP grant with state and/or local funds for a minimum of 12 months following the conclusion of 36 months of federal funding for each position,over and above the number of locally-funded sworn officer positions that would have existed in the absence of the grant.Your agency cannot satisfy the retention requirement by using CHP-funded positions to fill locally-funded vacancies resulting from attrition. 6. Extensions. Your agency may request an extension of the grant award period to receive additional time to implement your grant program.Such extensions do not provide additional funding.Only those grantees that can provide a reasonable justification for delays will be granted no-cost extensions.Reasonable justifications may include difficulties in filling COPS-funded positions,officer turnover,or other circumstances that interrupt the 36-month grant funding period.An extension allows your agency to compensate for such delays by providing additional time to complete the full 36 months of funding for each position awarded.Extension requests most be received prior to the end date of the award. 7. Modifications, During the CHP grant award period,it may become necessary for an agency to modify its CHP grant award due to changes in an agency's fiscal or law enforcement situation.Modification requests should be submitted to the COPS Office when an agency determines that it will need to shift officer positions awarded in one hiring category into a different hiring category,reduce the total number of positions awarded,shift funds among benefit categories,and/or reduce the entry-level salary and fringe benefit amounts.For example,an agency may have been awarded CHP grant funding for ten new,additional full-time sworn officer positions,but due to severe fiscal distress/constraints,the agency determines it is unable to sustain all ten positions and must reduce its request to five full-time positions;or an agency may have been awarded CHP grant funding for two new,additional sworn officer positions,but due to fiscal distress/constraints the agency needs to change the hiring category from the new hire category to the rehire category for officers laid off or scheduled for lay-off on a specific future date post- application.Grant modifications under CHP are evaluated on a case-by-case basis.The COPS Office will only consider a modification request after an agency makes final,approved budget and/or personnel decisions. An agency may implement the modified grant award following written approval from the COPS Office.Please be aware that the COPS Office will not approve any modification request that results in an increase of federal funds. Page 1 of 4