Chicago Police DepartmentSpecial Order S09-06
Grant Program Development and Letter of Support Approval
Issue Date:15 May 2006Effective Date:16 May 2006
Rescinds:A06-02
Index Category:Information Management
I.Purpose
This directive continues:
  • A.the use of the:
    • 1.Request for Letter of Support form (CPD-15.140).
    • 2.Grant Proposal Concept form (CPD-15.141).
  • B.the procedures for submitting grant applications to secure funds to implement Department projects and for providing letters of support for the agencies who are submitting grant applications.
  • C.the roles and responsibilities for grant development, submission, and monitoring.
II.Policy
The Department encourages and supports a wide range of grant-funded projects that are compatible with its overall goals and objectives. All members are encouraged to submit program ideas to their supervisors for consideration. Supervisors and command staff are urged to examine all proposals carefully and recommend those that further the achievement of Department goals. When appropriate, the Department also gives its endorsement to other agencies who are submitting grant applications to fund projects that support and/or enhance law enforcement efforts.
III.General Information
  • A.All grant proposals and grant applications will be authorized by the Superintendent.
  • B.The Research and Development Division is responsible for:
    • 1.notifying Department bureaus of grant monies that are or may become available.
    • 2.obtaining the Superintendent’s authorization of grant proposals and grant applications.
    • 3.processing all concept papers, proposals, and awards.
    • 4.preparing letters of support.
      NOTE:
      Requests for letters of support will be submitted through the chain of command to the Assistant Superintendent, Administration, Attention: Command Staff Member, Research and Development Division.
  • C.The Department will comply with all applicable City rules and regulations including Executive Order 91-1, which establishes a centralized grants management system for providing technical assistance to departments seeking grants, coordinating the gathering of grant information, and reviewing and approving all grant applications for policy, legal, and fiscal issues.
IV.Grant Proposal Concept Form Submission and Approval
  • A.All requests to seek grant funding will be submitted via the Grant Proposal Concept form through the chain of command to the unit commanding officer for review and approval. Unit commanding officers will:
    • 1.review and approve Grant Proposal Concept forms prior to submission to the Research and Development Division and identify any potential funding source.
    • 2.notify the Research and Development Division immediately of any potential funding source.
  • B.The approved Grant Proposal Concept forms will be forwarded to the command staff member of the Research and Development Division, for review, then routed to the Office of the Superintendent for approval.
  • C.A proposed grant program may be denied due to insufficient staff or financial resources to carry out the program, legal constraints, coordination with Department priorities, or other considerations.
  • D.The Research and Development Division will notify the originating unit of the Superintendent's decision.
V.Procedures for Grant Proposal Development and Approval
  • A.Commanding officers of units submitting proposals will:
    • 1.assign staff to work with the Research and Development Division on proposal development.
    • 2.notify the Research and Development Division immediately through the chain of command of any changes in assigned staff.
  • B.Assigned unit staff will, in conjunction with the Research and Development Division:
    • 1.develop program goals, objectives, and strategies.
    • 2.evaluate program outcomes.
    • 3.analyze the means of program evaluation.
    • 4.determine a program implementation schedule.
    • 5.outline a program budget and budget justification (narrative).
  • C.The Research and Development Division will:
    • 1.provide technical assistance to assigned unit staff.
    • 2.assign a due date for receipt of the final application from the originating unit consistent with funding guidelines.
    • 3.inform the Finance Division if the grant requires a monetary funding match.
    • 4.comply with the provisions of Executive Order 91-1 by ensuring that all grant applications are submitted to the City of Chicago, Office of Budget and Management, the Special Accounting Division, Office of the Comptroller, and the Department of Law for review and approval within the required 10 business days.
    • 5.obtain all required signatures.
    • 6.submit approved grant applications to the funding agency.
    • 7.maintain a central grant file.
    • 8.notify the Finance Division of all budgetary, programmatic, and date changes for fiscal and audit purposes.
  • D.The Finance Division will review all grants before submission to ensure that grants requiring a monetary match have funding identified and are appropriately budgeted.
  • E.Public Safety Information Technology (PSIT) will review all grants that include computer hardware or software to determine appropriateness and compatibility with the Department’s Information Technology Program.
VI.Program Management and Monitoring
The following will apply upon receipt of a grant award:
  • A.Unit commanding officers will:
    • 1.designate a unit program manager to carry out the duties listed in Item VII-B.
    • 2.notify the Research and Development Division of the unit program manager's name.
  • B.The unit program manager will:
    • 1.coordinate with appropriate divisions to ensure:
      • a.the hiring of all project staff funded by the grant award.
      • b.contractual services to be funded are expedited by:
        • (1)developing specifications for required services.
        • (2)developing a scope of services for contractual agreements.
        • (3)writing sole source justifications if competitive bidding will not be used.
        • (4)reviewing draft contracts with the Department’s Finance Division.
      • c.the expenditure of program funds in accordance with Department directives.
      • d.that program goals and objectives are met.
      • e.compliance with any special conditions and guidelines, as stated in the grant application or grant award documents.
    • 2.act as administrative manager by:
      • a.maintaining contact with the Research and Development Division, Grants Section.
      • b.maintaining program data and project management files.
      • c.submitting copies of relevant reports/documents to the Research and Development Division, Grants Section, to be included in the central file.
      • d.responding to questions regarding programmatic issues.
      • e.notifying the Research and Development Division of any programmatic or budgeting changes.
      • f.preparing progress and data reports and submitting them to the Research and Development Division for subsequent submission to the funding agency.
      • g.ensuring that proper inventory of grant-funded equipment is maintained by:
        • (1)listing such equipment on the six month inventory report.
        • (2)notifying the Equipment and Supply Section of the transfer of any such equipment.
        • (3)notifying the grant monitor in the Research and Development Division when requesting the disposal of such equipment.
      • h.complying with audit requests.
  • C.The Finance Division will:
    • 1.maintain files containing financial data and fiscal reports.
    • 2.provide the Research and Development Division with copies of contracts and other relevant documents.
    • 3.ensure that purchasing activities are documented and carried out properly.
    • 4.coordinate with the Human Resources Division to appropriately hire, document, and track grant-funded positions.
    • 5.comply with audit requests.
  • D.The Research and Development Division will:
    • 1.comply with the provisions of Executive Order 91-1 by ensuring that all grant award documents are submitted to the City of Chicago, Office of Budget and Management, the Special Accounting Division, Office of the Comptroller, and the Department of Law for review and approval.
    • 2.secure appropriate signatures on grant award documents and forward fully executed copies of grant award documents and fiscal forms to the implementing unit, the Finance Division, and the City of Chicago, Office of Budget and Management.
    • 3.submit applications for grant renewals or amendments to the funding agency.
    • 4.develop appropriate procedures for grant monitoring.
    • 5.maintain a central grant file.
    • 6.provide assistance to program managers.
    • 7.monitor compliance with special conditions and grant guidelines.
    • 8.submit required reports to the funding agency.
    • 9.monitor project activity and encourage program managers to take appropriate action.
    • 10.notify the command staff of progress and problems.
    • 11.comply with audit requests.
  • E.The Equipment and Supply Section will maintain records that identify and track equipment purchased with grant funds.
  • F.PSIT will assist in maintaining an inventory of computer equipment purchased with grant funds by notifying the Equipment and Supply Section with the following information for each item purchased for a grant:
    • 1.the grant category number,
    • 2.the CPD number assigned,
    • 3.the transfer slips indicating unit of location, and
    • 4.any equipment disposals.
VII.Requests for Letters of Support
  • A.All requests for letters of support for grant applications being submitted by outside agencies will immediately be submitted to the Research and Development Division.
  • B.When a signature by the Superintendent is requested, the command staff member of the Research and Development Division will forward the request via the chain of command to the Superintendent. When a signature by a district or unit commanding officer is requested, the command staff member of the Research and Development Division is designated to give authorization.
  • C.Unit commanding officers will:
    • 1.forward all requests for letters of support to the Director of the Research and Development Division.
    • 2.ensure that all requests are accompanied by:
      • a.a Request for Letter of Support form.
      • b.a draft letter of support.
      • c.the requesting agency's respective grant proposal and budget.
  • D.The Research and Development Division will:
    • 1.review requests, draft letters of support, and accompanying proposals and budgets; and consult with the Office of Legal Affairs and/or other divisions to determine if:
      • a.the program is in accordance with Department goals and supports or enhances law enforcement efforts.
      • b.the use of these funds places inappropriate liability on the Department.
      • c.the affected unit commanding officer(s) supports the program and the agency.
      • d.expectations placed on the Department are clearly defined.
      • e.the history of the agency, including other programs and interaction with the Department, is satisfactory.
      • f.the budget, use of funds and contractors are appropriate in accordance with all federal, state, and local guidelines.
    • 2.submit letters requiring the Superintendent's signature to the Superintendent for consideration.
    • 3.notify the originating unit of approval or rejection.
    • 4.mail letters to appropriate agencies.
    • 5.send a copy of the signed letter to the originating unit.
Philip J. Cline
Superintendent of Police
05-031 JB(PMD)[LBM]