HomeMy WebLinkAboutR-2008-144 COPS GrantRESOLUTION NO. R-2008-144
A RESOLUTION ratifying acceptance of federal funding in the amount of
$355,414.00 from the United States Department of Justice,
Community Oriented Policing Services office, for a three-year
crime suppression and prevention project titled "Second Chance
Yakima", and designating and authorizing the City Manager to act
as the official representative of the City of Yakima and to take
such additional steps, including but not limited to execution of all
necessary documents and contracts as may be necessary and
prudent to complete transactions associated with the grant.
WHEREAS, the U.S. Department of Justice has funds available to the City of
Yakima in the amount of $355,414.00 to cover costs associated with implementing a
three-year crime suppression and prevention project in high crime neighborhoods, and
WHEREAS, the Community Oriented Policing Services (COPS) office will
administer the funds on behalf of the City of Yakima Police Department, and
WHEREAS, the City Council of the City of Yakima holds that crime prevention
and public education technologies are necessary to effectively reduce crime, and
WHEREAS, the Second Chance Yakima project allows for increased crime
prevention programs and technology in high crime neighborhoods, now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
1. The City of Yakima and the Police Department are hereby authorized to
accept $355,414.00 COPS Technology funds from the U.S. Department of
Justice, Community Oriented Policing Services.
2. The City Manager is hereby designated as the official representative for the
City for this funding, and is authorized and directed to accept the funds and
to take all necessary steps and execute all necessary documents and
contracts related to the funding on behalf of the City of Yakima.
ADOPTED BY THE CITY COUNCIL this 7th day of
ATTEST:
City Clerk
�ctooer, 2008.
David Edler
ayor
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n�f, , Department of Justice
.+ - ',;, Office of Justice Programs
3 y, _ ,I^
a -".•' /r , Bureau of Justice Assistance
Grant
PAGE 1 OF 2
1. RECIPIENT NAME AND ADDRESS (Including Zip Code)
City of Yakima
129 N. 2nd Street
Yakima, WA 98901
4. AWARD NUMBER: 2008 -DD -BX -0482
5. PROJECT PERIOD: FROM 09/012008 TO 08/31/2011
BUDGET PERIOD: FROM 09/01/2008 TO 08/31/2011
6. AWARD DATE 09/08/2008
7 ACTION
IA. GRANTEE IRS/VENDOR NO.
916001315
8. SUPPLEMENT NUMBER
00
Initial
9. PREVIOUS AWARD AMOUNT $ 0
3. PROJECT TITLE
Second Chance Yakima
10. AMOUNT OF THIS AWARD $ 335,381
11. TOTAL AWARD $ 335381
12. SPECIAL CONDITIONS
THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH
ON THE ATTACHED PAGE(S).
13. STATUTORY AUTHORITY FOR GRANT
This project is supported under FY08(BJA - Byrne Discretionary Grants) P.L. 110-161
15. METHOD OF PAYMENT
PAPAS
AGENCY APPROVAL
GRANTEE ACCEPTANCE
16. TYPED NAME AND TITLE OF APPROVING OFFICIAL
Jeffrey L. Scdgwick
Acting Assistant Attorney General
18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Richard Zais
City Manager
17 SIGNATUREGNATOF APPROVING OFFICIAL
19 SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL
I9A. DATE
AGENCY USE ONLY
20. ACCOUNTING CLASSIFICATION CODES
FISCAL FUND BUD. DIV.
YEAR CODE ACT OFC. REG. SUB. POMS AMOUNT
X B Dl 80 00 00 335381
21. HDIUGT0129
OW FORM 40002 (REV 5-87) PREVIOUS EDITIONS ARE OBSOLETE.
OW FORM 40002 (REV. 4-88)
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Department of Justice
Office of Justice Programs
Bureau of Justice Assistance
AWARD CONTINUATION
SHEET
PAGE 2 OF 2
Grant
PROJECT NUMBER 2008 -DD -BX -0482 AWARD DATE 09/082008
SPECIAL CONDITIONS
1 The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the
Office of Justice Programs (OW) Financial Guide.
2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is
required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a
violation of its Certified Assurances and may result in suspension or termination of funding, until such time as the
recipient is in compliance.
3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audits of States,
Local Governments, and Non -Profit Organizations, as further described in the current edition of the OW Financial
Guide, Chapter 19.
4 Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the
enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the
express prior written approval of OW.
5. No portion of these federal grant funds shall be used towards any part of the annual cash compensation of any
employee of the grantee whose total annual cash compensation exceeds 110% of the maximum salary payable to a
member of the Federal government's Senior Executive Service at an agency with a Certified SES Performance
Appraisal System for that year.
6. All contracts under this award should be competitively awarded unless circumstances preclude competition. When a
contract amount exceeds $100,000 and there has been no competition for the award, the recipient must comply with
rules governing sole source procurement found in the current edition of the OJP Financial Guide.
7 Prior to the expenditure of confidential funds, the recipient and any subrecipients agree to sign a certification indicating
that he or she has read, understands, and agrees to abide by all of the conditions pertaining to confidential fund
expenditures as set forth in the OJP Financial Guide.
OW FORM 40002 (REV 4-88)
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Department of Justice
Office of Justice Programs
Office for Civil Rights
Washington. RC 20531
September 8, 2008
Mr. Richard Zais
City of Yakima
129 N 2nd Street
Yakima, WA 98901
Dear Mr. Zais:
Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of Federal funding to
compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OW), U.S. Department of Justice
is responsible for ensuring that recipients of financial aid from OJP, its component offices and bureaus, the Office on Violence Against
Women (OVW), and the Office of Community Oriented Policing Services (COPS) comply with applicable Federal civil rights statutes and
regulations. We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice
Department funding.
Ensuring Access to Federally Assisted Programs
As you know, Federal laws prohibit recipients of financial assistance from discriminating on the basis of race, color, national origin,
religion, sex, or disability in funded programs or activities, not only in respect to employment practices but also in the delivery of services or
benefits. Federal law also prohibits funded programs or activities from discriminating on the basis of age in the delivery of services or
benefits.
Providing Services to Limited English Proficiency (LEP) Individuals
In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, recipients of
Federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with limited
English proficiency (LEP). For more information on the civil rights responsibilities that recipients have in providing language services to
LEP individuals, please see the website at http://www.lep.gov.
Ensuring Equal Treatment for Faith -Based Organizations
The Department of Justice has published a regulation specifically pertaining to the funding of faith -based organizations. In general, the
regulation, Participation in Justice Department Programs by Religious Organizations; Providing for Equal Treatment of all Justice
Department Program Participants, and known as the Equal Treatment Regulation 28 C.F.R. part 38, requires State Administering Agencies
to treat these organizations the same as any other applicant or recipient The regulation prohibits State Administering Agencies from making
award or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious
composition of its board of directors.
The regulation also prohibits faith -based organizations from using financial assistance from the Department of Justice to fund inherently
religious activities. While faith -based organizations can engage in non -funded inherently religious activities, they must be held separately
from the Department of Justice funded program, and customers or beneficiaries cannot be compelled to participate in them. The Equal
Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to
discriminate in the provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's
website at http://www.ojp.usdoj.gov/ocr/etfbo.htm.
State Administering Agencies and faith -based organizations should also note that the Safe Streets Act, as amended; the Victims of Crime
Act, as amended; and the Juvenile Justice and Delinquency Prevention Act, as amended, contain prohibitions against discrimination on the
basis of religion in employment. Despite these nondiscrimination provisions, the Justice Department has concluded that the Religious
Freedom Restoration Act (RFRA) is reasonably construed, on a case-by-case basis, to require that its funding agencies permit faith -based
organizations applying for funding under the applicable program statutes both to receive DOJ funds and to continue considering religion
when hiring staff, even if the statute that authorizes the funding program generally forbids considering of religion in employment decisions
by grantees.
Questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment may be directed to this
Office.
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Enforcing Civil Rights Laws
All recipients of Federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of
employees in the workforce, are subject to the prohibitions against unlawful discrimination. Accordingly, OCR investigates recipients that
are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects a
number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services
equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards.
Complying with the Safe Streets Act or Program Requirements
In addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the nondiscrimination
provisions of the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, 42 U.S.C. § 3789d(c), or other Federal grant
program requirements, must meet two additional requirements:(]) complying with Federal regulations pertaining to the development of an
Equal Employment Opportunity Plan (EEOP), 28 C.F.R. § 42.301-.308, and (2) submitting to OCR Findings of Discrimination (see 28
C.F.R. §§ 42.205(5) or 31.202(5)).
1) Meeting the EEOP Requirement
In accordance with Federal regulations, Assurance No. 6 in the Standard Assurances, COPS Assurance No. 8.B, or certain Federal grant
program requirements, your organization must comply with the following EEOP reporting requirements:
If your organization has received an award for $500,000 or more and has 50 or more employees (counting both full- and part-time
employees but excluding political appointees), then it has to prepare an EEOP and submit it to OCR for review within 60 days from the
date of this letter. For assistance in developing an EEOP, please consult OCR's website at http://www.ojp.usdoj.gov/ocr/eeop.htm. You
may also request technical assistance from an EEOP specialist at OCR by dialing (202) 616-3208.
If your organization received an award between $25,000 and $500,000 and has 50 or more employees, your organization still has to prepare
an EEOP, but it does not have to submit the EEOP to OCR for review. Instead, your organization has to maintain the EEOP on file and
make it available for review on request. In addition, your organization has to complete Section B of the Certification Form and return it to
OCR. The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
If your organization received an award for less than $25,000; or if your organization has less than 50 employees, regardless of the amount of
the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your
organization is exempt from the EEOP requirement. However, your organization must complete Section A of the Certification Form and
return it to OCR. The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
2) Submitting Findings of Discrimination
In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your
organization after a due process hearing, on the ground of race, color, religion, national origin, or sex, your organization must submit a copy
of the finding to OCR for review.
Ensuring the Compliance of Snbrecipients
If your organization makes subawards to other agencies, you are responsible for assuring that subrecipients also comply with all of the
applicable Federal civil rights laws, including the requirements pertaining to developing and submitting an EEOP, reporting Findings of
Discrimination, and providing language services to LEP persons. State agencies that make subawards must have in place standard grant
assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subrecipients.
If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding, please call OCR at (202) 307-
0690 or visit our website at http://www.ojp.usdoj.gov/ocr/.
cc: Grant Manager
Financial Analyst
Sincerely,
744-4-1
Michael L. Alston
Director
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September 8, 2008
Mr. Richard Zais
City of Yakima
129 N 2nd Street
Yakima, WA 98901
Reference Grant Number 2008 -DD -BX -0482
Dear Mr. Zais:
Department of Justice
Office of Justice Programs
Office of the Chief Financial Officer
Washington, D.C. 20531
I am pleased to inform you that my office has approved the following budget categories for the aforementioned grant award in
the cost categories identified below.
Category Budget
Personnel $179,737
Fringe Benefits $20,263
Travel $0
Equipment $0
Supplies $5,381
Construction $0
Contractual $120,000
Other $10,000
Total Direct Cost $335,381
Indirect Cost $0
Total Project Cost $335,381
Federal Funds Approved: $335,381
Non -Federal Share: $0
Program Income: $0
Match is not required for this grant program.
All Sole Source procurement in excess of $100,000 requires written justification and the prior approval of OJP
If you have questions regarding this award, please contact:
- Program Questions, Jeffrey S. Felten -Green, Program Manager at (202) 514-8874
- Financial Questions, the Office of Chief Financial Officer, Customer Service Center(CSC)
at (800) 458-0786, or you may contact the CSC at ask.ocfo@usdoj.gov
Congratulations, and we look forward to working with you.
Sincerely,
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Department of Justice
Office of Justice Programs
Office of the Assistant Attorney General Washington, D.C. 20531
September 8, 2008
Mr. Richard Zais
City of Yakima
129 N. 2nd Street
Yakima, WA 98901
Dear Mr. Zais:
On behalf of Attorney General Michael B. Mukasey, it is my pleasure to inform you that the Office of Justice Programs has
approved your application for funding under the FY 08 Congressionally Mandated in the amount of $335,381 for City of
Yaldma_
Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and
financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim
audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you
will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative
action as appropriate.
If you have questions regarding this award, please contact:
- Program Questions, Jeffrey S. Felten -Green, Program Manager at (202) 514-8874; and
- Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at
(800) 458-0786, or you may contact the CSC at ask.ocfo@usdoj.gov.
Congratulations, and we look forward to working with you.
Sincerely,
Jeffrey L. Sedgwick
Acting Assistant Attorney General
Enclosures
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 4419A
For Meeting of October 7, 2008
ITEM TITLE: Resolution Authorizing Acceptance of Federal Funds Through the Department of
Justice, and Authorizing Corresponding Agreement with the Community
Oriented Policing Services Office
SUBMITTED BY: Samuel Granato, Chief of Police
CONTACT PERSON/TELEPHONE: Kelly Rosenow, Deputy Police Chief — 575-6210
SUMMARY EXPLANATION:
The City has proposed to the US Department of Justice a three-year crime prevention/intervention
program to coordinate with police emphasis patrol sweeps in targeted high crime neighborhoods.
Congress has mandated the DOJ, Community Oriented Policing Services office to make available
$355,414.00 to the City of Yakima to facilitate the project. The attached resolution authorizes the
City Manager to act as the official representative to accept the grant.
The funds will be used for technology, such as surveillance cameras, crime analysis and crime
mapping software, related computer servers, web based community alert systems, public
surveying technology, related training and related info systems overtime.
These federally mandated funds require no local matching funds
Resolution X Ordinance Contract Other (Specify)
Funding Source: Federal Mandate Award
#2008/CKWX0543
City Manager
APPROVED FOR SUBMITTAL:
STAFF RECOMMENDATION: Adopt resolution authorizing acceptance of federal funds
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION:
e_ Zoog- I '%y
U.S. Department of Justice
Office of Community Oriented Policing Services (COPS)
Office of the Director
1100 Vermont Ave., NW
Washington, DC 20530
September 25, 2008
Chief Samuel Granato
Yakima, City of
200 South 3rd Street
Yamika, WA 98901
Re: Technology Program Grant #2008CKWX0543
ORI#: WA03905
Dear Chief Granato:
Congratulations! On behalf of the Department of Justice, I am pleased to inform you that the COPS
Office has approved your agency's request for funding under the COPS Technology Program. Enclosed
in this packet is your grant award. The award document must be signed and returned to the COPS
Office within 90 days to officially accept your grant. On the reverse side of the grant award is a list of
conditions that apply to your grant. You should read and familiarize yourself with these conditions. This
package also contains other important information to assist with the implementation of your grant,
including your Grant Owner's Manual.
The official start date of your grant is December 26, 2007. Therefore, you can be reimbursed for
approved expenditures after this date. Please carefully review your financial clearance memorandum to
determine your approved budget, as some of your requested items may not have been approved by the
COPS Office during the budget review process, and grant funds may only be used for approved items.
Please be aware that any vendor or contractor who participated in drafting your grant application may not
receive federal funding for any procurement under this award.
Within a few weeks, you will receive a PAPRS package from the Office of the Comptroller, Office
of Justice Programs. This important package will contain forms and instructions necessary to begin
drawing down funds for your grant.
Once again, congratulations on your Technology Program award. If you have any questions about
your grant award, please do not hesitate to call your Grant Program Specialist through the COPS Office
Response Center at 1.800.421.6770.
Sincerely,
C,A9 02
Carl R. Peed
Director
CITY OF YAKIMA
CITY CLERKS OFFICE
129 North Second Street, Yakima WA 98901 TELEPHONE (509) 575-6037 FAX. (509) 575-6107
NOTICE OF COUNCIL ACTION
DATE: October 9, 2008
TO: Kelly Rosenow
FROM: Linda Watkins, City Clerk's Office
RE: DOJ Grant — Second Chance Yakima - $355,414
The Yakima City Council, at its 10/7/08 , meeting has considered and approved the
subject Grant. I made a second original copy for the Clerk's files. Both originals still
need Chief Granato's signature on them. Once that has been done, you will want to
make a copy for your office and then please send the second "original" back to the
Clerk's4office for the official record. I have also attached a certified copy of the
approving resolution.
U. S. Department of Justice
Community Oriented Policing Services
Grants Administration Division (GAD)
Law Enforcement Technology
1100 Vermont Avenue, NW
Washington, DC 20530
Memorandum
To: Chief of Police Samuel Granato
Yakima, City of
From: Andrew A. Don, Assistant Director for Grants Administration
Ramesa Pitts, Grant Program Specialist
Budget Prepared By: Wanda Seawright, Grant Program Specialist
Re: Law Enforcement Technology Financial Clearance Memo
A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and
consistent with existing guidelines. Exceptions / Adjustments are noted below.
OJP Vendor #: 916001293
ORI #: WA03905
Grant #: 2008CKWX0543
Budget Category Proposed Budget Approved Budget Adjustments Disallowed/Adjusted - Reasons/Comments
Travel/Training $13,300.00 $13,300.00 $0.00
Equipment $166,750.00 $166,750.00 $0.00
Supplies $19,200 00 $19,200.00 $0.00
Consultants/Contractors $8,300.00 $8,300.00 $0.00
Other $147,864.00 $147,864.00 $0.00
Direct Costs:
$355,414.00 $355,414.00 $0.00
Grand Total
$355,414.00 $355,414.00 $0.00
Grand Total:
Federal Share: $ 355,414.00
Applicant Share: $ 0.00
Cleared Date: 8/28/2008
U. S. Department of Justice
Community Oriented Policing Services
Grants Administration Division (GAD)
Law Enforcement Technology
Overall Comments:
All costs listed m this budget were programmatically approved based on the final budget detail worksheet submitted by your agency to
the COPS Office. Maintenance agreements (if applicable) must be purchased within the three year grant period. Prior to the obligation,
expenditure or drawdown of grant funds for non-competitive contracts in excess of $100,000, grantee must submit a sole source
justification to the COPS Office for review and approval. Prior to the obligation, expenditure, or drawdown of grant funds for
consultant fees in excess of $550 per day when the consultant is hired through a noncompetitive bidding process, approval must be
obtained from the COPS Office. If the vendor number on this form differs from the EIN number included in your application, then for
administrative purposes only, we are assigning a different vendor number to your agency. The reason for this administrative change is
that your original EIN number has been assigned to another agency. If this applies to your agency, please use the new vendor number
on all financial documents related to this grant award. The vendor number should not be used for IRS purposes and only applies to this
grant.
TO
COPY:
FROM
DATE:
SUBJECT:
MEMORANDUM
Kelly Rosenow
Terri Greer
Linda Watkins
City Clerk's Office
April 2, 2009
Contract Follow -Up
I have sent some original contracts to you to obtain signatures over the last several
months, and I am following up on their status Below is the list of outstanding contracts
that need to be officially on file in the Clerk's office, and in some cases at the County
Auditor's office. Please review the list and advise what the status is on each.
Council Contracting
Approved Party
Purpose
Date
Sent
10/07/08 Dept. of Justice
01/06/09 YSO, DOC, ATF
Etc.
03/03/09 WSP
$355,414 Grant** 10/9/08
(Second Chance) 2/5/09 (reminder)
Mutual Aid — Violent 1/13/09
crimes task force
MOU NCIC, WACIC 03/04/09
Electronic availability of info
I know the last one is quite new, but the other two have been out for signature for
awhile. **The DOJ grant only needed Chief Granato's signature before returning one
original to the Clerk's office The task force one is probably taking a long time due to
the number of signatures needed. The intent of this reminder is just to make sure they
are not forgotten and to help you remember to rattle a few cages to see if we can get
these done.
Thanks for your efforts.
tr
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 44 j 9 A
For Meeting of October 7, 2008
ITEM TITLE: Resolution Authorizing Acceptance of Federal Funds Through the Department of
Justice, and Authorizing Corresponding Agreement with the Community
Oriented Policing Services Office
SUBMITTED BY: Samuel Granato, Chief of Police
CONTACT PERSON/TELEPHONE: Kelly Rosenow, Deputy Police Chief — 575-6210
SUMMARY EXPLANATION:
The City has proposed to the US Department of Justice a three-year crime prevention/intervention
program to coordinate with police emphasis patrol sweeps in targeted high crime neighborhoods.
Congress has mandated the DOJ, Community Oriented Policing Services office to make available
$355,414.00 to the City of Yakima to facilitate the project. The attached resolution authorizes the
City Manager to act as the official representative to accept the grant.
The funds will be used for technology, such as surveillance cameras, crime analysis and crime
mapping software, related computer servers, web based community alert systems, public
surveying technology, related training and related info systems overtime.
These federally mandated funds require no local matching funds
Resolution X Ordinance Contract Other (Specify)
Funding Source: Federal Mandate Award #2008/CKWX0543
APPROVED FOR SUBMITTAL:
City Manager
STAFF RECOMMENDATION: Adopt resolution authorizing acceptance of federal funds
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION:
990
CONTRACTS
Contract Title
2008CKW0543
Contracting Party
U.S. Dept of Justice - Community Oriented Policing Services Grants Administration Division
Law Enforcement Technology
Purpose
Second Chance Yakima - Grant Award
Originating Division
Police
Staff Liaison
Chief Granato
Amendments
Effective Date
10/08/2008
Eff. Date Explanation
Expiration Date
Exp. Date Explanation
Dollar Amount
355,414.00
Dollar Amt Explanation
Contract ID
2008-114
Resolution ID
R-2008-144
Insurance (yes/no)
Insurance Expires
Insurance Name
File Location No.
C 08 111
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Comments