HomeMy WebLinkAbout10/07/2008 19A Community Oriented Policing Services Office Agreement for Acceptance of Federal Funds BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. *lc) 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
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BOARD /COMMISSION RECOMMENDATION:
COUNCIL ACTION:
• RESOLUTION NO. R -2008-
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 7 day of October, 2008.
David Edler, Mayor.
ATTEST:
City Clerk
IP/
,.0AN U.S. Department of Justice
j i
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
0 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,
a•-Q-030
Carl R. Peed
Director
0
U. S. Department of Justice
Office of Community Oriented Policing Services
Technology Program Grant Terms and Conditions
By signing the Award Document to accept this Technology Program grant, your agency agrees to abide by the following grant conditions:
1. The grantee agrees to comply with the terms, conditions and regulations as found in the COPS 2008 Technology Program Grant Owner's Manual; the COPS statute, .
§. 3796dd); 28 C.F.R. Part 66 (OMB Circular A -102) or 28 C.F.R. Part 70 (OMB Circular A -110) as applicable (goveming administrative requirements for grants and coo Live
agreements); 2 C.F.R. Part 225 (OMB Circular A -87), 2 C.F.R. 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 (goveming cost principles); OMB Circular A -I33 (governing audits); these award conditions; other representations made in the grant application for the Technology
Program; and with all applicable program requirements, laws, orders, regulations, or circulars.
2. The grantee acknowledges its agreement to comply with the Assurances and Certifications forms that were submitted as part of its Technology Program application.
3. The funding under this project is for the payment of approved costs for the continued development of technologies and automated systems to assist state, local, and tribal law
enforcement agencies in investigating, responding to, and preventing crime. The allowable costs for which your agency's grant has been approved are limited to those listed on the
Financial Clearance Memorandum, which is included in your agency's award packet.
4. Travel costs for transportation, lodging and subsistence, and related items are allowable under the Technology Program with prior approval from the COPS Office. Payment fo
allowable travel costs will be in accordance with 2 C.F.R. Part 225 (OMB Circular A -87, Cost Principles for State, Local, and Indian Tribal Govemments), 2 C.F.R. 220 (OMB
Circular A -2I, Cost Principles for Educational Institutions), 2 C.F.R. Part 230 (OMB Circular A -122, Cost Principles for Non - Profit Organizations), and 48 C.F.R. Part 31.000, et
seq. (FAR -31.2, Cost Principles for Commercial Organizations), as applicable.
5. The grantee acknowledges that when procuring hardware, software, or professional services for an information- sharing initiative, a standards -based approach should be used.
Specifically, information- sharing initiatives should be compatible with the Global Justice XML Data Model (GJXDM)/National Information Exchange Model (NIEM), as
guidelines. In addition, when procuring equipment for communication system development and expansion, a standards -based approach should be used to begin migration to multi
jurisdictional and multi - disciplinary interoperability. Specifically, all new digital voice systems should be compliant with the Project 25 (P25) suite of standards.
6. State, local, and tribal governments must use Technology Program grant funds to supplement, and not supplant, state, local, or Bureau of Indian Affairs funds that are already
committed or otherwise would have been committed for grant purposes (hiring, training, purchases, and /or activities) during the grant period. In other words, grantees may not usn
COPS funds to supplant (replace) state, local, or Bureau of Indian Affairs funds that would have been dedicated to the COPS- funded item(s) in the absence of the COPS grant.
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7. 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. Extension requests must be received prior to the end date of
the award, as extension requests received after an award has expired will be approved only under very limited circumstances.
8. The grantee must promptly notify the COPS Office in writing of any changes to the award budget, and must obtain written approval from COPS for any changes in excess of
ten percent of the total award amount before incurring the proposed costs.
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9. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Technology Program. The grantee agrees to cooperate with the monitors an
evaluators.
10. To assist the COPS Office in the monitoring of your award, your agency will be responsible for submitting periodic programmatic progress reports and quarterly financial
reports.
11. The COPS Office performs various functions to ensure compliance with all grant requirements, to assess the implementation of community policing'in awarded jurisdictions,
and to provide technical assistance to grantees. Grant monitoring activities are routine during the grant period and may occur up to three years following the official closure of the
grant award. These functions, and others, often require the production of grant- related documentation and other materials. As a COPS Technology Program grantee, you agree to
cooperate with any such requests for information.
12. Grantees that have 50 or more employees and a single award for $500,000 or more must submit an acceptable Equal Employment Opportunity Plan (EEOP) or EEOP short
form, if required to submit an EEOP under 28 C.F.R. 42.302, that is approved by the Office of Justice Programs, Office of Civil Rights, within 60 days of the award start date.
13. Grantees using Technology Program funds to operate an interjurisdictional criminal intelligence system must comply with operating principles of 28 C.F.R. Part 23. The
grantee acknowledges that it has completed, signed and submitted with its grant award the relevant Special Condition certifying its compliance with 28 C.F.R. Part 23.
14. Grantees who have been awarded funding for the procurement of an item (or group of items) or service in excess of $100,000 and who plan to use a non - competitive
procurement process must provide a written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down grant funds for that item.
15. The grantee agrees to submit one copy of all reports and proposed publications resulting from this grant 20 days prior to public release. Any publications (including written,
software, visual, or sound, but excluding press releases, newsletters, and issue analyses), whether published at the recipient's or government's expense, shall contain the following
statement: "This project was supported by Grant # , awarded by the U.S. Department of Justice, Office of Community Oriented Policing Services. The opinions
contained herein are those of the author(s) and do not necessarily represent the official position or policies of the U.S. Department of Justice. References to specific companies,
products, or services should not be considered an endorsement by the author(s) or the U.S. Department of Justice. Rather, the references are illustrations to supplement discussion
of the issues."
16. The grantee agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form (I -9). This form
is to be used by recipients of federal funds to verify that persons are eligible to work in the United States.
17. To facilitate communication among local and state govemmental agencies regarding various information technology projects, the grantee agrees to notify the appropriate State
Information Technology Point of Contact of the receipt of this grant award. For a list of State Information Technology Points of Contact, visit
http://itojp.gov/topicjsp?topic id =31.
18. The grantee agrees to comply with 28 C.F.R. Part 61 (Procedures for Implementing the National Environmental Policy Act).
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19. False statements or claims made in connection with COPS grants may result in fines, imprisonment, or debarment from participating in federal grants or contracts, and /or any
other remedy available by law.
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�; 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. Dorr, 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.
•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 i
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
Ill
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U. S. Department of Justice
Community Oriented Policing Services
•
Grants Administration Division (GAD)
Law Enforcement Technology
Cleared Date: 8/28/2008
Overall Comments:
All costs listed in 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 fmancial documents related to this grant award. The vendor number should not be used for IRS purposes and only applies to this
grant.
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