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Agenda 11/10/2009 Item #16F 1 Agenda Item No. 16F1 November 10, 2009 Page 1 of 9 EXECUi'.VE SUMiv1ARY .- Recommendation that the Board of County Commissioners approve grant agreement 2009CKWX0204 in the amount of $350,000 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. OB,JECTIVE: To receive approval of a grant :J\v3rd that will fund public safety technology equipment, including computer systems, telephone devices, scanners, tower equipment and internet/intra net switches for the Emergency Operations Center (EOC). ~NSIDERATIONS: In the fall of 2007, the staff of the Emergency Management Department met with representatives of The Ferguson Group to discuss and present a project proposal for public safety technology equipment for the EOC. At that time, a total of 33 county projects were submitted for consideration to The Ferguson Group representatives who professionally evaluated the f!Jnding potential of each project and based on opportunities available, with the EOC project being one of nine (9) projects recommended for Collier County. This is a continuation of the technology project originally approved by the Board of County Commissioners as one of their legislative priorities in 2007. The Board approved submittal of the grant application on May 27, 2009 and grant award notification was received on September 28,2009. /--- Funding will pay for public safety technology equipment, including computer systems and software, wireless transmitting devices, mobile radio repeater equipment, internet/intranet switches and uninterrupted power supplies for the EOC. The COPS Technology grant is three years and there is no match requirement. FISCAL IMPACT: The total project cost is expected to be $350,000 and there is no match requirement. Revenue in the amount of $350,000 will be recognized via budget amendment at the first meeting in November via Resolution prepared by the Office of Management and Budget. GROWTH MANAGEMENT IMPACT: There is no growth man.agement impact due to this request. LEGAL CONSIDERATIONS: The award document has been. signed for form and legal sufficiency. This item is legally sufficient for Board action. - JBW RECOMMENDATION: That the Board of County Commissioners approve grant agreement 2009CKWX0204 in the amount of $350,000 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: Jim von Rinteln, Emergency Management Coordinator, Emergency Management Department /"_.,. .<- \,..-\.0..... J. '-'." '- Agenda Item No. 16F1 November 10, 2009 Page 2 of 9 COLLIER COPNTY BOARD ()f c.OUIHY COW!.ii!F~::'li)Ni::::.RS Item Number: Item Summary: 16F1 Meeting Date: Recommendation that the Boa~d of Coullty Commissioners approve grant agreement 2009CKWX0204 in the amount of $350,000 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. 11/10/2009 9:00:00 AM Prepared By James J. VonRinteln Emergency Management Coordinator Date County Manager's Office Emergency Management 10/22/20098:18:19 AM Approved By iviarlene J. Foard Grants Coordinator Date !\dmrnistrative Services .^.dministrative Services Admin. 10/26/2009 11 :05 jiM Approved By Dan E. Summers Bureau of Emergency Services Director Date County Manager's Office Bureau of Emergency Services 10/26/2009 1 : 09 PM Approved By OMB Coordinator OMS Coordinator Date County Manager's Office Office of Management & Budget 10/30120099:23 AM Approved By Sherry Pryor Management & Budget Analyst Date County Manager's Office Office of Management & Budget 10/30/200911:40 AM Approved By Jeff Klatzkow County Attorney Date County Attorney County Attorney Office 10130/20092:24 PM Approved By John A. Yonkosky Director of the Office of Management Date County Manager's Office Office of Management & Budget 10/30/2009 3: 39 PM .C".1_.//0.\'" __~_..l_'T"'__.L\r:_____.-L\1"'O "h.T_____uL_~~ 11"\ '-'1\')I,\1r r'\1\~TClr:'"l..T'T' ,4,/""'\r:'1rrI..TT'"\A\1CT':' f"'r\.TT 1 1 I It /""'!{\{\r\ U.S. Department of Justice .A.genda Item No. 16F1 November 10, 2009 Page 3 of 9 UffL:e of Community Oriented Policing Services (COPS) .-- O/jice of the Director 1100 Vermont Ave., NW 'iVashington. DC 20530 September 21, 2009 County Manager James Mudd Collier County, Board of County Commissioner 3301 Tamiami Trail, East Building F, 2nd Floor Naples, FL 34112 Re: Technology Program Grant #2009CKWX0204 ORI#: FL088ZZ RECEIVED OFFiCE OF THE COUNTY MANAGER SEP L 8 2009 ACTIO'~ _~~{' 4:..~< ~ r~/l 7A.I'\//i ..: /'??,~ Dear County Manager Mudd: 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$350,000 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. 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 Manual and other important information to assist you with the implementation of your award are available online at http://WVvW .cops.usdoi. gov /Default.asp ?Item=2200. The official start date of your grant is March 11,2009. 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. Within a few weeks, you will receive a financial documentation package from the Office of the Chief Financial Officer, Office of Justice Programs. This important package will contain the 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, please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center at 1.800.421.6770. . Sincerely, ~ David M. Buchanan Acting Director Agenda Item No. 16F1 November 10, 2009 Page 4 of 9 u. S. Department of Justice Community Oriented Policing Services .-- Grants Administration Division Law Enforcement Technology 1/00 Vermont Avl!1l.... NW Washington. DC 20S30 Memorandum To: County Manager James V. Mudd 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 OR! #: FL088ZZ DUNS #: 076997790 Grant #: 2009CKWX0204 Bud2et Cateeorv Proposed Budeet Approved Budeet Adiustments Disallowed/Adiusted - Reasons/Comments Equipment $350,000.00 $350,000.00 $0.00 .. .I)i.rect Costs: $350,000.00 $350,000.00 $0.00 ::. : == ==:.::::::::;: '=:: ==:::::::::: ==== ==;::: =-::: ::::::.::::::=-:::::::: =::.::::::::::::::::=:=:::::.:::=::::::;::: z:: ==::=:::::::::::::::::: === ;:::::::::::::::::: ::-:::::::::::;::::::::: ::::;::::::;:::: ~rand Total $350,000.00 $350,000.00 $0.00 Grand Total: Federal Share: $ 350,000.00 Applicant Share: $ 0.00 Cleared Date: 8/12/2009 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 (if applicable) 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 sulm1it a sole source justification to the COPS Office for review and approval. Prior to the obligation, expenditure, or drawdown of gr43l1t 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 a ward. The vendor number should not be used for IRS purposes and only applies to this grant. ""=' - - - - - ~.,--~ - --- = ==" - -- - -'- - -- - -- -'- --- --- ~- _.--- -- - _.- - - ,'vision nolo~ Symbol (TASL!5X040~ - ~ --==== --.. ._..-.._--_._--_._------~- ---,---..-._- -po-zo,< M>17J ~ 00 t: CJ9-- ~ ~ ..l. ('I.lot CJ 3 \'0\ \;'-c\b A ;>. (.) t:: co '(3 ;:: .... ~ {f) ~ O:l lD 00 E .... . I. 0 ..- 0 - CI) "2 as '2 'C CD ~ > 0 .... Q. Q., < False statement -~n~ ~ Rc~';'~P'."'1lt!i -- - --- --- -.- -- -.--..--- COPS grants may result infi any rem ATTEST: DWIGHT E. BROCK, Cler~ .~ By: ~-~ ~ j;ff~ ~ ~~ U.S. Department of Justice Office a/Community Oriented Policing Services Technology Program Grant Terms and Conditions Agenda Item No. 16F1 November 10, 2009 Page 6 of 9 By signing the Award Document to accept this Technology Program gran~ your agency agrees to abide by the following grant conditions: ~le grantee agrees to comply with the terms and conditions in this 2009 COPS Technology Program Grant Owner's Manual; COPS statute (42 V,S,C. ~. 3796dd, et seq.); 28 t. Part 66 or 28 C.F.R. Part 70 as applicable (governing administrative requirements for grants and cooperative agreements); 2 C.F.R. Part 225 (OMB Circular A-87), 2 -..' .R. Part 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 (governing cost principles); OMB Circular A-133 (governing audits); representations made in the COPS Technology Program grant application; and all other 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 Hsted on the Financial Clearance Memorandum, which is included in your agency's award package. The Financial Clearance Memorandum specifies the costs that your agency is allowed to fund with your Technology grant. It also describes any costs which have been disallowed after review of your proposed budget. Your agency may not use Technology grant funds for any costs that are not identified as allowable in the Financial Clearance Memorandum. 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 for 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 Governments}, 2 C.F.R. Part 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. (F AR-31.2, Cost Principles for Commercial Organizations), as applicable. 5. When procuring information-sharing services, hardware, software, or other equipment, the grantee agrees to procure and implement those items in accordance with the applicable standards outlined in the terms and conditions of the Grant Owner's Manual. 6. State, loca~ and tribal governments must use Technology Program grant funds to supplement, and not supplant, state, local, or Bureau oflndian Affairs (BIA) funds that are already committed or otherwise would have been committed tor grant purposes (hiring, training, purchases, and/or activities) during the grant period. In other words, grantees may not use COPS funds to supplant (replace) state, local, or Bureau oflndian Affairs funds that would have been dedicated to the COPS-funded item(s) in the absence of the COPS grant. 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. Any extension requests received after an award has expired will be approved only under very limited circumstances. ~Occasionally, a change in an agency's fiscal or law enforcement situation necessitates a change in its Technology Program award. Grant modifications under the Technology 'ram are evaluated on a case-by-case basis. Movement of dollars between approved budget categories (as reflected in the original Financial Clearance Memorandum Ided with the Award Document) or other budget modifications are allowed up to ten percent (10%) of the total award amount as last approved by the COPS Office, provided tHere is no change in project scope. When any cumulative changes exceed ten percent of the total award amount or change the scope of the project, prior approval from the COPS Office is required. The grantee must promptly notifY the COPS Office in writing of proposed changes in excess often percent of the total award amount, and must obtain written approval from COPS for these changes before incurring the proposed costs. In addition, please be aware that the COPS Office will not approve any modification request that results in an increase of federal funds. 9. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Technology Program. The grantee agrees to cooperate with the monitors and 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. II. Federal law requires that law enforcement agencies receiving federal funding from the COPS Office must be monitored to ensure compliance with their grant conditions and other applicable statutory regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both as~cts of grant implementation-compliance and programmatic benefits-are part of the monitoring process coordinated by the U.S. Department of Justice. Grant monitoring activities conducted by the COPS Office include site visits, office-based grant reviews, alleged noncompliance reviews, financial and program reporting, and audit resolution. As a COPS Technology grantee, you agree to cooperate with and respond to any requests for information pertaining to your grant. 12. All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan (28 C.F.R. Part 42 subpart E). 13'. Grantees using Technology Program funds to operate an interjurisdictional criminal intelligence system must comply with operating principles of28 C.F.R. Part 23. The grantee acknowledges that it has completed, signed and submitted with its grant application 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 ofSIOO,OOO and who plan to seek approval for use ofa noncompetitive 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. \ 5. 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 V.S. Department of Justice, Office of Community Oriented Policing Services. The o~inions 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 ,-" 'panies, 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 !Iement discussion of the issues." \ 6. The grantee agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form (1-9). This form is to be used by recipients of federal funds to verifY that persons are eligible to work in the United States. ==- - -~ ~ ~ :: ~ ~-'-=._-'~.-~-'='- ~ - -- 7 A(~nda iten~ -:;~,~:- ~~ - I'~ovember 10, ')()O, D -- ; j and/or ~ ~ ~ " ~ ~ ~~ ~:M;;'" ~}~ ~ - ~;~ ~ s== ~ 16F1 009 of 9 COMIIUNITY O"'eNTI!O ,.OL'CINO S<<""'I:<<S u.s. D.,./"'TII.HT OF JUaTIC. ACCEPTING YOUR GRANT AWARD Frequently Asked Questions (Rev. August 2(09) HOW DO I ACCEPT THIS 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.cops.usdoi.gov. You should carefully read all award information 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 AWARD. SUCH AS TID; GRANT OWNER'S MANUAL? For your convenience, we have several supporting documents available online at www.cops.usdoi.gov to assist you in implementing your grant. These resources include a Grant Owner's Manual, Financial Status Report (SF-269A), "Helpful Hints" Guide for Completing an SF-269A, Change ofInformation Sheet, COPS Publication Request Form, and letter regarding federal civil rights laws. 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 gencrally the highest-ranking officials within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent for law enforcement executives, and Mayor, City Administrator, or equivalent for government executi~es). 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 (Le., the actual document mailed to you by the COPS Office) will be accepted. HOW LONG DO 1 HA VI<: TO RETURN THE SIGNED AWARD 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. Failure to return your signed award document within the 90-day Agenda Item t-.Jo.16F'j November 10, 2009 time frame will result in your inability to access grant funds, and may result in your agency being Page 9 of 9 withdrawn from your COPS grant program. THE GOVERNING BODY IN MY JURISDICTION ~EEDS MORE TIME BEFORE GIVING FINAL APPROVAL TO ACCEPT TillS 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 extensions for 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 Technology Program, Methamphetamine Initiative, or Safe Schools Initiative (SSI): U.S. Department of Justice, COPS Office ATTN: [Grant Program Name] Control Desk, 9th Floor 11 00 Vermont Ave, NW Washington, DC 20530 (20005 for overnight delivery) For the COPS Hiring Recovery Program (CHRP), Child Sexual Predator Program (CSPP), Tribal Resources Grant Program (TRGP), or Secure Our Schools (80S): U.S. Department of Justice, COPS Office A TrN: [Grant Program Name] Control Desk, 8th Floor 11 00 Vermont Ave, NW Washington, DC 20530 (20005 for overnight delivery) 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, ~ encoura2e vou to submit your siened award bv express or overnieht deliverv service. WHAT IF THE GOVERNMENT AND/OR LAW ENFORCEMENT EXECUTIVE INFORMATION ON THE 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 tbe award document. Rather, a Change of Information form should be submitted to our office. You may submit a Change of Information online through Account Access at www.cops.usdoi.gov or you may print a fill able form to submit via fax or maiL Complete the relevant partes) ofthat document and submit it to the COPS Office. The COPS Office will then update our records to reflect any changes. 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 of Information form as described above in order to reflect the new executive. 11 WHERE CAN I FIND A LIST OF CONDITIONS THAT APPLY TO MY GRANT? Rl~gi!1!1 il1g 011 Ih~ r~v~rs~ sid~ uf your :1w:1rd dlll:llIl1l:lIl, Yllll will fi lId YIlIl1' HWl'tl'd' fI grant terms llnd 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 OUESTIONS ABOUT MY AWARD. WHAT DO I DO? Tfyou 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.