Backup Documents 10/12/2010 Item #16F 2
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO ~ 6 F
Print on pink paper~~ ~~~~~t~?g~r~m~~~~~~~~~~e~ 2:~~~!~~~~~~~~~SliP and original 2
documents are to be forwfifded to the Board Office only after the Board has taken action on the item.)
ROUTING SLIP
Complete routing lines #1 through #4 as appropriate for additional signatures, dates, and/or information needed. If the document is a1ready complete with the
ex ion of the Chairman's si ature, draw a line throu routin lines #1 throu #4, com lete the checklist, and forward to Sue Filson ine #5 .
Route to Addressee(s) Office Initials Date
List in routin order
1.
2.
3.
4.
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Leo Q:hs
Ian Mitchell, BCC Office
rvisor
Minutes and Records
Cou.ni- Ho..no..
Board of County Commissioners
5.
Su
6.
Clerk of Court's Office
PRIMARY CONTACT INFORMATION
(The primary contact is the holder of the original document pending BCC approval. Normally the primary contact is the person who created/prepared the executive
summary. Primary contact information is needed in the event one of the addressees above, including Sue Filson, need to contact stafffor additional or missing
information. All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BeC has acted to approve the
item.
Name of Primary Staff
Contact
Agenda Date Item was
A roved b the BCC
Type of Document
Attached
thVt s\ln~ ~ 0') \
10 \L';). hD
Gvo..n+
Phone Number
Agenda Item Number
vt'e.rY)e~
Number of Original
I.
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark "N/A" in the Not Applicable column, whichever is
ro riate.
Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman, with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney. This includes signature pages from ordinances,
resolutions, etc. signed by the County Attorney's Office and signature pages from
contracts, agreements, etc. that have been fully executed by all parties except the BCC
Chairman and Clerk to the Board and ossibl State Officials.)
All handwritten strike-through and revisions have been initialed by the County Attorney's
Office and all other arties exce t the BCC Chairman and the Clerk to the Board
The Chairman's signature line date has been entered as the date ofBCC approval of the
document or the final ne otiated contract date whichever is a licable.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
si ture and initials are re uired.
In most cases (some contracts are an exception), the original document and this routing slip
should be provided to Ian Mithchell in the BCC office within 24 hours ofBCC approval.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of our deadlines!
The document was approved by the BCC on 0 (enter date) and all changes
made during the meeting have been incorporated in the attached document. The
Coun Attorne 's Office has rtviewed the chan es, if a Iicable.
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3.
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5.
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I: FormsJ County FormsJ BCC FormsJ Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05, Revised 9.18.09
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16F 2
MEMORANDUM
Date:
October 14, 2010
To:
Christine Boni, Senior Admin. Assistant
Bureau of Emergency Services
From:
Teresa Polaski, Deputy Clerk
Minutes & Records Department
Re:
Grant Agreement #2010CKWXOI07
Attached, for further processing are the one original Grant Agreement as
referenced above (Item #16F2), approved by the Collier County Board of
County Commissioners on Tuesday, October 12,2010.
After forwarding to the State for signature we request a fully executed copy is
returned to our office so a complete document is on file for the Board's Official
Record.
If you have any questions, please call 252-8411.
Thank you.
Attachments (4)
(I
Award Start Date:
U. S. Department of Justice
Community Oriented Policing Services
Grants Administration Division
Law Enforcement Technolo2}'
Treasury Account Symbol (TAS) 15X0406
Grant #: 2010CKWXOlO7
ORl #: FL088ZZ
Applicant Organization's Legal Name: Collier County, Board of County Conunissioner
OJP Vendor #: 481194088
DtnNS#: 076997790
Law Enforcement Executive: County Manager Leo E. Ochs
Address: 3301 East Tamiami Trail
Building F, 2nd Floor
City. State, Zip Code: Naples, FL 34112
Telephone: (239) 252-8113
Fat: (239) 252-4010
Government Executive: Chairperson Fred W. Coyle
Address: 3301 East Tamiarni Trail
Building F. 3rd Floor
('ity, State. Zip Code: Naples. FL 34112
Telephone: (239) 252-8097
Fax: (239) 252-3602
Award End Date: 12/15/2012
12/16/2009
S 800,000.00
~~
AUG 3 0 1010
Bernard Melekian
Director
By signing this Award Document, the grantee agrees to abide by all 20 Grant Terms and Conditions on the reverse side of this
document and the attached pages:
Date
~ <C-. QPtA-
l.eo E Ocbs. Coun~ Man~~er
Typed Name and Title of Law Enforcement
Official
Signature of Law Enforcement Official with e
Authority to Accept this Grant Award
Signature of Government Official with the
Accept this Grant Award
Fred W. Coyle, Chairperson
Typed Name and Title of Government Official
False statements or claims made in connection with COPS grants may result in fmes, imprisonment, debarment from
participating in federal grants. Qr.contracts, and/or any remedy available by law to the Federal Government.
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Date
Award 10:
96518
U.S. Departmcnt of Justice
Office oj Community Oriented Policing Services
2010 Technology Program Grant Terms and Conditions
16F2
III The grantee agrees to cOfilply with 28 CFR. Part (.1 (Procedures lilf Implementing the National1-:nviromllentaJ Policy Act).
I '.I. False sUltemcnls or claims made in connl't:tlon WIth COPS grams may result in lines. imprisonment. m debarment from panicipating in federal grants or contral1s. and/or
any othl., remedy available by law.
20. llte recipient agn."I.'li to comply with any additional rcquircfilents that filay bc imposed during the grant performance period If the awarding agency determinc:s that the
rccipicnt is a high.risk grantee (28 c.r.R Parts 66 and 70).
Technology Program Grant #201 OC KWXO 1 07
ATTEST: Dwight E. Brock, Clerk
By:
Approved as to Form and Legal Sufficiency
\\~'\V ~
ASSista~ounty Attorney
16F2.t
.
u. S. Department of Justice
Community Oriented Policing Services
16 F 2 J
Grants Administration Division
Law Enforcement Technolo2Y
/ /00 Vr_ Awltw, NW
W"'NIf1/1011, [)( . :105)0
Memorandum
To: County Manager Leo E. Ochs
Collier County, Board of County Commissioner
From: Andrew A. Dorr, Assistant Director for Grants Administration
Pete Borges, Grant Program Specialist
Budget Prepared By: Pete Borges, 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 #: 481194088 ORI #: FL088ZZ DUNS #: 076997790 Grant #: 2010CKWXOI07
Budllet CatHorv
Equipment
Direct Costs:
ProDosed Bud2et
$800,000.00
S800,000.00
ADDroved Budllet
$800,000.00
$800,000.00
Adiustments Disallowed! Adiusted ~Reasons/Comments
SO.OO
SO.OO
Grand Total
$800,000.00
$800,000.00
$0.00
Grand Total:
Federal Share:
Applicant Share:
$ 800,000.00
$ 0.00
Cleared Date:
8/6/2010
Overall Comments:
All costs listed in this budget were programmatically approved based on the fmal Budget Detail Worksheets submitted by your agency
to the COPS Office. Maintenance agreements (ifapplicable) must be purchased and paid in full within the three-year grant period.
Prior to the obligation, expenditure or drawdown of grant funds for non-competitive contracts in excess of $1 00,000, 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
~
U.S. Department of Justice
16F2
Office a/Community Oriented Policing Services (COPS)
Office of the Director
//00 Vermollt Ave., NW
Washillgton, DC 20530
September 3, 2010
County Manager Leo Ochs
Collier County, Board of County Commissioner
3301 East Tamiami Trail
Building F, 2nd Floor
Naples, FL 34] 12
Re: Technology Program Grant #2010CKWX0107
ORJ#: FL088ZZ
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Dear County Manager Ochs:
Congratulations! On behalf of Attorney General Eric Holder, I am pleased to inform you that the COPS Office
has approved your agency's request for funding in the amount of $800,000 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 from the date of this letter to officially accept your grant. Beginning 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. In addition, your Grant Owner's Manua] and other irnportant information to assist you with the
implementation of your award are available online at htto://www.cops.usdoi.gov/Default.asp?Item=243].
The official start date of your grant is December 16,2009. Therefore, you can be reimbursed for approved
expenditures made on or after this date. Please carefully review the Financial Clearance Memorandum included in
your award package 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. Also,
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.
Once again, congratulations on your Technology Program award. If you have any questions about your grant,
please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center at
1.800.421.6770.
Sincerely,
I~ ~ M#.~
Bernard K. Melekian
Director
16F2
EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners approve Grant Agreement
2010CKWX0107 in the amount of $800,000 from the United States Department of
Justice, Office of Community Oriented Policing Services (COPS) Technology Program
for public safety technology equipment and approve all necessary budget amendments.
OBJECTIVE: To receive approval of a grant award that will fund public safety technology
equipment.
CONSIDERATIONS: In the fall of 2008, staff of the Emergency Management Department met
with representatives of The Ferguson Group to discuss an update on the public safety
technology equipment for the Emergency Operations Center (EOC). The Ferguson Group
representatives professionally evaluated the community need and funding potential of the
project. Based on opportunities available, the EOC project was recommended as one of nine
(9) projects for Collier County's Fiscal Year 2010 Federal Legislative Agenda. The Board of
County Commissioners approved this project on the Collier County Fiscal Year 2010 Federal
Legislative Agenda on January 13, 2009.
The Board approved submittal of the grant application on June 22, 2010 and grant award
notification was received on September 14, 2010.
This allocation was approved as part of the Omnibus Appropriations Bill for Fiscal Year 2010
(PL 111-117) on December 16, 2009.
Funding will pay for public safety technology equipment, including digital information systems
and software, mobile radio equipment, and uninterrupted power supplies for the Emergency
Services Center (ESC) and EOC. The COPS Technology grant is for three years and there is
no match requirement.
FISCAL IMPACT: An increase by budget amendment of $800,000 to Fund 713 (County
Manager Agency Grants) for FY 11. No matching funds are required.
GROWTH MANAGEMENT IMPACT: There is no growth management impact due to this
request.
LEGAL CONSIDERATIONS: \\\,s ',-k.~ '\S \~-.J'\.\~ .s'-C.+hC'I~v'+.
-*or 600.r'd ac.:t)C./) 1.-
RECOMMENDATION: That the Board of County Commissioners approve Grant Agreement S'8Lc.
2010CKWX0107 in the amount of $800,000 from the United States Department of Justice,
Office of Community Oriented Policing Services (COPS) Technology Program for public safety
technology equipment and approve all necessary budget amendments.
Prepared by: Christine Bani, Emergency Management Coordinator, Emergency Management
Department
ITEM NO.: ~O ~[Jns"OOdSf
FILE NO.: L
ROUTED TO:
DATE RECEIVED:
16F20
REQUEST FOR LEGAL SERVICES
DATE:
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TO:
ssistant County Attorney
FROM:
Boni. Emergency Management Department 252-3617
RE:
Review of Grant Award - 2010 DOJ COPS Technology Grant
BACKGROUND OF REQUEST: The attached grant includes documents that require the signature
of the Chairman of the BCC. The grant document is scheduled for Bee approval on October 12,
2010
This item HAS / HAS NOT been previously submitted under RLS #
(CIRCI.E ONE)
ATTACHMENTS: Include the executive summary, grant application (even if in draftform, but
nuzke sure aU pages that require signature are FINAL), transmittal letter if applicable, grant
agreement, and al/ other documents requiring the Chairnuzn's signature or that require other legal
review. Be sure to add a SIGN HERE sticker to each document that needs signature. q \ L \ \\0
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ACTION REQUESTED: Please provide legal review of the attached 2010 DOl COPS Technology "
Grant A ward \J..
o-tP. ~ 0.. . ~o.
DOCUMENTS THAT REQUIRE BCC CHAIRMAI''''' 'te..- 0 ~.~.p>'
instructions or requirements). I have enclosed a separatt ::1!- '(\ () , 'o:tko.. c)...a...d \
your signatures should not be on the acceptance form. -r 'no.v-e- .f
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COMMENTS: This item is scheduled for the October 12, 2. ~.~ '. .: .:~.;{:ci;'~" " ~
Assistant County Attorney will be added as an Approver for t a. ~ .~~.::.::'::::': ~ OIl~J) .. ~
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Grant A ward Acceptance
Executive Summary - ~~d..t... ~cJ. C~,^-':.\~,,"c~:t.fot'\c:..
Grant A ward Letter
I. Grant Award Acceptance
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ACCEPTING YOUR 2010 COPS GRANT AWARD
uent) Asked Questions
HOW DO I ACCEPT TIllS AWARD?
Accepting your COPS award is a simple and straightforward process. The award document to accept your
new grant can be found in the award packet. Other important information about your award can be found online
at www.oops.usdoi.gov. You should carefully read all award infonnation prior to signing the award document and
accepting your grant.
· COPS Grant Award Document - To accept your award, this document must be signed by the top law
enforcement and government executives or agency executives as indicated on your award document, and
then returned to the COPS Office.
WHERE CAN I FIND THE SUPPORTING PAPERWORK FOR MY A WARD. SUCH AS THE GRANT
OWNER'S MANUAL?
For your convenience, we have several supporting documents available online at www.cops.usdoi.20V to assist
you in implementing your grant. These resources include:
Helpful Hints Guide (S1'-425)
Federal Financial Re ort (SF-425)
Grant Payment Request System
Information
Publication Re uest Form
Grant Owner's Manual
SF-425 Fact Sheet
Chan e of Information Sheet
Federal Civil Ri ts Letter
WHO MUST SIGN THE A WARD DOCUMENT'?
The law enforcement and government executives (as indicated on your award document) that have ultimate
financial and programmatic authority for the grant must sign the award document. They are generally the
highest-ranking officials within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent for law
enforcement executives, and Mayor, City Administrator, Tribal Chairman, or equivalent for government
executives). For non-law enforcement agencies (universities, private organizations, etc.), the authorized officials
are the programmatic and financial officials who have the ultimate signatory authority to sign contracts on
behalf of your organization. Typically, these are the same executives who signed the forms located in your
application package.
ARE PHOTOCOPIED OR STAMPED SIGNATURES ACCEPTABLE ON THE AWARD DOCUMENT?
No. All signatures on the award document must be original. Stamped or photocopied signatures will not be
accepted.
MAY I RETURN A SIGNED PHOTOCOPY OF THE AWARD DOCUMENT'!
No. Only a signed, original award document (i.e., the actual document mailed to you by the COPS Office)
will be accepted.
16F2
HOW LONG DO I HAVE TO RETURN TIlE SIGNED A WARD DOCUMENT?
Your agency has 90 days from the date listed on the award congratulatory letter to return your signed award
document to the COPS Office. FailW'e to return your signed award document within the 9O-day time frame
will result in your inability to access grant funds, and may result in your agency being withdrawn from your
COPS grant program.
TIlE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE GIVING FINAL
APPROVAL TO ACCEPT THIS GRANT. WHAT DO I DO?
If your agency needs more than 90 days to sign and return the award document, please contact your Grant Program
Specialist at 1.800.421.6770 to request an extension of the return period, All time extension requests for the
purposes of returning the award document will be considered on a case-by-case basis.
WHERE DO I MAIL THE SIGNED AWARD DOCUMENT?
Your signed award document should be mailed to the following address:
For the Methamphetamine Initiative and Technology Program:
U.S. Department of Justice, COPS Office
AnN: [Grant Program Name] Control Desk, 9th Floor
1100 Vennont Avenue, NW
Washington, DC 20530 (20005 for overnight delivery)
For the COPS Hiring Program (CHP)' Child Sexual Predator Program (CSPP). Secure Our Schools Program (SOS),
or the Tribal Methamphetamine Initiative lTnoal-Meth):
U.S. Department of Justice, COPS Office
A TIN: [Grant Program Name] Control Desk, 8th Floor
1100 Vennont Avenue, NW
Washington, DC 20530 (20005 for overnight delivery)
PLEASE NOTE: Beginning October 18, 2010, your signed COPS award document and all other
correspondence should be directed to the new COPS Office mailing address:
U.S. Department of Justice, COPS Office
Grants Administration Division
ATIN: [Insert Program Name) Control Desk
145 N Street N.E., 11th Floor
Washington, DC 20530
Before you can draw down these grant funds, the COPS Office must receive the signed award document
from your agency. To ensure that we receive your signed award in a timely manner, we encoura2e YOU to
submit your slimed award by exoress or overnie:ht delivery service.
WHAT IF THE GOVERNMENT AND/OR LAW ENFORCEMENT EXECUTIVE
INFORMATION ON mE AWARD DOCUMENT HAS CHANGED?
Please review the information on your award document carefully. If a change in information (address, phone
number, etc.) has occurred, do not change or correct that information on the award document. Rather, a
Change oflnformation form should be submitted to our office along with the original, signed award document.
Any alterations to the original award will invalidate the document. You may submit a Change oflnfonnation
form online through "Account Access" at www.cops.usdoj.gov, or you rnay print a fill able form to submit via
fax or mail. Complete the relevant part(s) ofthat document and submit it to the COPS Office. The COPS Office
will then update our records to reflect any changes.
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16F2
If the actual law enforcement or government executive listed on the award document has changed, the new
executive in that position should simply sign the award document. Again, do not alter any executive
information shown on your award document, even If It needs to be updated. Simply complete a Change
ofInfonnation fonn as described above in order to reflect the new executive.
WHERE CAN I FIND A LIST OF CONDITIONS THA T APPLY TO MY GRANT?
Beginning on the reverse side of your award document, you will find your award's grant tenns and conditions.
The same conditions can also be found in the Grant Owner's Manual, which is available on online at
www.cops.usdoi.gov. Please read and familiarize yourself with these conditions.
I STILL HAVE QUESTIONS ABOUT MY A WARD. WHAT DO I DO?
If you still have questions, please feel free to call the COPS Office Response Center at 1.800.421.6770 and ask to
speak with your Grant Program Specialist.
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