Government grants are a well-established method of funding capital projects. There are many opportunities available to local, county and state public-safety agencies that are seeking funds for mobile voice or data systems. The challenge is identifying the funding opportunities available to your agency, demonstrating your ability to meet the eligibility criteria, and writing and submitting the application.

Finding and applying for state and federal grants generally are not complicated tasks, but they require a commitment of time and effort that many agencies do not have. Experience with the grant writing process leads to expertise and ultimately greater success, but few departments have the human resources to devote to this endeavor. Following the process outlined in this article will help you become aware of funding opportunities that are available to you and provide a rationale and strategic plan for acquiring those grant monies.

Over the past 50 years, government programs have become increasingly decentralized. Programs that once were managed by federal agencies are now managed at the local level through the use of grants offered either directly by the federal government or via federally funded state programs.

The COPS Making Officer Redeployment Effective (MORE) grants are an example of federal funding made available directly to local agencies. Administered by the U.S. Department of Justice, the program has awarded more than $10 billion over the past 10 years to fund the procurement of technology, the hiring of officers and to promote community policing.

Sometimes harder to find are the federal grants that are administered by state agencies. For example, while the U.S. Department of Homeland Security provides centralized coordination of federal projects (including communication interoperability initiatives), it also makes available state grants to fund communications and technology for first responders. For instance, in March 2004, the DHS announced it had awarded $2.2 billion from the State Homeland Security Grant program and $725 million from the Urban Area Security Initiative (a grant program administered by the DHS to state and local governments).

Each state that submitted a compliant State Homeland Security Strategy to the DHS was eligible to receive part of the funds noted above. For example, the State of Vermont's homeland security office is called the Vermont Homeland Security Unit. They have evaluated grant applications from county and city law enforcement agencies and will be awarding more than $26 million in DHS-provided funding this year.

One step that all public-safety departments should take is to find the state agency that administers the federally funded Local Law Enforcement Block Grant (LLEBG) and the Byrne Memorial Formula Grant. These are formula grants, which are funded in amounts based on crime statistics compiled by the FBI. For the most part, all you have to do is register (usually online) in order to be eligible to receive any block or formula grants that are available either directly from the federal government or from your state. When you find the agency that is managing these federal block grant programs, inquire about other state funding opportunities.

Finding grant opportunities is one thing — actually getting the money is another. Let's assume you are a small city law enforcement agency, you want to purchase a mobile data system and you have found a grant you want to apply for. As a department within a municipal government, you are automatically qualified to apply for many federal and state-administered grant programs. But so are your neighboring city police departments, county law enforcement, and state highway patrol. So what makes you special?

Identifying your department's strengths or the unique qualities of your town or city can help you win grants. Factors that resonate with application reviewers are the demographic make-up of your local population (tribal populations, low socioeconomic status), department capabilities and specialties (crisis negotiation team, marine unit, methamphetamine task force), local industry (hazardous materials, international tourism, colleges or universities), geographic characteristics (waterways, recreational areas, ports) and crime patterns (drunk driving, breaking and entering, drug trafficking). Use these local characteristics to build a profile of your department, city and constituents. Incorporate this profile into your plan for deploying a mobile communications system, particularly a data system.

If you are at the stage in the process where you have identified a potential funding source and are beginning to think creatively about how the mobile system will be used, you should begin to share your ideas with others in your agency.

You should confirm that you have the support and commitment of the top administrator in your agency to pursue these alternative funding sources. The top administrator's signature is required on all grant applications, so it is good practice to inform him/her of your intentions early in the process. Also, some police departments are not capable of processing a check from the state or federal government. If the city's procurement office or clerk's office needs to be involved, be sure to keep them in the loop. Commitment from top department leadership will go a long way toward resolving these logistical issues.

Grant program administrators have one job: to find qualified agencies with worthwhile programs that will meet the goals of the grant. It is the responsibility of the grant writer, the project leader, or the local agency to write an organized, compliant and compelling application. In the grant award process, you are judged solely on the materials you submit. Be sure to put your best foot forward by following the guidelines offered in this article, and above all, follow the directions of the grant application. Most federal and state grant applications are rejected because submitters did not follow the directions. This includes being mindful of deadlines, completing all sections of the application (especially the budget form), and confining your answers to the questions answered in the application.

For agencies seeking DHS funding, two overriding values should be addressed in the grant application: interoperability and interagency data sharing. For example, the DHS's SAFECOM Program, which is working to achieve interagency interoperability nationwide, places a premium on grant applications that demonstrate regionwide, if not statewide cooperation, between public-safety agencies.

The simplest way to achieve interoperability for data is to choose a mobile data solution that provides end-to-end Internet protocol connectivity. IP is the universal language of network computing. As long as system controllers can be connected to wide area networks (such as the Internet, temporary 802.11 wireless networks or established public-safety networks), then data can be shared. In this IP environment, with availability of a wide area network, mobile users should be able to transfer files, send e-mails and otherwise share data and network space.

There are other considerations: How will you fund the ongoing costs of the system? How will your agency obtain the match funding that is typically required of grant-funded projects? Will you manage the system internally, or contract with a private company to install and maintain the system? What if the project runs over budget? These are questions that address system implementation issues, and funding agencies will want to know you have the commitment of the community to pursue this project (as evidenced by matching funds) and a realistic plan to keep the project running after the start-up funding has been spent.

Mike Netter is manager of Inside Sales and Marketing for IPMobileNet. He has written grant proposals for education, public safety and local government, and he has taught grant writing classes for UCLA and Cal State Long Beach. He can be reached at mnetter@nettergroup.com.

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GETTING STARTED

www.FedGrants.gov
Searchable database of federal grants

www.Grants.gov
Register and apply for federal grants

www.justnet.org
Justice Technology Information Network, National Institute of Justice

www.cfda.gov
Catalog of Federal Domestic Assistance

DEPARTMENT OF JUSTICE

www.cops.usdoj.gov
COPS Grants for Technology and Training

www.ojp.usdoj.gov/odp/grants_goals.htm
Office of Domestic Preparedness

www.ojp.usdoj.gov/BJA
Bureau of Justice Assistance

www.ojp.usdoj.gov/fundopps.htm
Office of Justice Programs

http://it.ojp.gov/index.jsp
Office of Justice, Information Technology Initiatives

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FEDERAL EMERGENCY MANAGEMENT AGENCY

www.usfa.fema.gov/fire-service/grants
Assistance To Firefighters Grants To Aid America's Fire Departments

www.fema.gov/fema/statedr.shtm
List of state FEMA coordinators

NATIONAL TELECOMMUNICATIONS AND INFORMATION ADMINISTRATION

www.ntia.doc.gov/top/grants/grants.htm
Technology Opportunities Program supports innovative use of technology in the public sector

DEPARTMENT OF HOMELAND SECURITY

www.dhs.gov/grants
Grants from DHS