Backup Documents 11/10/2009 Item #16F 1
l6F1
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. Original documents should be hand delivered to the Board Office. The completed routing slip and original
documents are to be forwarded 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, date", and/or informatioll needed. If the document is already complete with the
exception of the Chainnan's signature, draw a line throueh routine. lines # 1 through #4. complete the checklist, and forward to Sue Filson (line #5),
Route to Addressee(s) Office Initials Date
(List in routing order)
I.
-----------------------------------
2.
-----------------------------------
3.
----------------------------------.
4. CAC 11110109
-----------------------------------
5. Ian Mitchell, BCC Office Board ofCollnty Commissioners tL t,/ n(09
Supervisor
6. Minutes and Records Clerk 0 r Court's Office
PRIMARY CONTACT INFORMATION
(The primary contact is the holder of the original document pending Bee approval, Nt1rmally the primary contact is the person who created/prepared the executive
summary. Primary contact infonnation is needed in the event one oflho: addf'css<.'c~ abllvc, including Sue Filson, need to contact statl for additional or missing
information, All original documents needing the Bee Chairman's signature (lrc 1(1 he ddivtrcd to the ACe otlice only after the Bee has acted to approve the
item.)
Name of Primary Staff -€HR:l9'fINE CHASEOR- ----:""~'-::r: Phone Number 252-~ ?G.:Cl)
j) J':?f 'I 110 i
Contact JIM VON RINTELN c: (< 252-3621
Agenda Date Item was Agenda Item Number
Approved by the BCC 11/1 0/09 16FI
Type of Document Number of Original 1 Need original
Attached A ward document Documents Attached returned. Need original
signature. Stamp not
accePtable.
Initial the Ves column or mark "N/A" in the Not Applicable column, whichever is
a ro riate.
Original document has been signed/initialed for legal sutTiciency. (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 OJ'fice and signature pages from
contracts, agreements, etc. that have bcen fully executed by all rarties except the BCC
Chairman and Clerk to the Board and ossibl State OtTicials.)
All handwritten strike-through ,md revisions have been initialed by the County Attorney's
Office and all other arties exce t the BCC Chairman and tbe 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 i~;1 licabJe.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
si nature 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 of Bec approval.
Some documents are time sensitive and require forwarding to Tallahassee within a certain '{'V\D:.C
time frame or the BCe's actions are nullified. Be aware OfVOUf deadlines!
The document was approved by the Bee on I () I~" (mter date) and all ehanges
made during the meeting have been incorporated in the ilUached document. The
Count Attorne 's Office has reviewed the chan es, if a) licable.
]- Fonns! County Fonns! BCC Forms! Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05. Revised 2.24.05. Revised 9.18,09
INSTRUCTIONS & CHECKLIST
I.
2.
3.
4.
5.
6.
N/A(Not
A licable)
/V1cu:...
\V<"-C
1""'-<-
~""'-c..
M-a..C-
MEMORANDUM
Date:
November 12, 2009
To:
Maryann Cole,
Emergency Management
From:
Teresa Polaski, Deputy Clerk
Minutes & Records Department
Re:
Award Document
Attached please find an original document (Agenda Item #16Fl), as
referenced above and approved by the Board of County Commissioners on
Tuesday, November 10, 2009.
The Minutes and Records Department has retained the original document for
the public record.
If you should have any questions, please call me at 252-841 1
Thank you.
Attachment (I)
16F1
16Fl
~
U. S. Department of Justice
Community Oriented Policing Services
Grants Administration Division
Law Enforcement Technology
Treasury Account Symbol (TAS) 15X0406
Grant #: 2009CKWX0204
OR! #. FL088ZZ
Applicant Organization's Legal Name: Collier County, Board of County Commissi,
OJP Vendor #: 481194088
DUNS#: 076997790
PrOl!ram Official: County Manager James V. Mudd
Address: 33(JI Tamiami Trail. East
Building F, 2nd Floor
City, Slale, lip Code: Naples, FL 34112
Telephone, (239) 252-8383
Fax (239) 252-4010
Financial Officer: Chairman Donna Fiala
Address: 330 I Tamiami Trail. East
Building F, 3rd Floor
City, Slale, Zip Code: Naples. FL 34112
Telephone: (239) 252-8389
Fax,' (239) 252-3602
Award Start Date:
3/11/2009
Award End Date: 3/1 0/20 12
Award Amount:
$ 350,000.00
v~.
SEP
2 2009
David Buchanan
Acting Director
By signing this A ward Document, the grantee agrees to abide by all
document and the attached pages:
~~J~Aif
Signature of the Program Official with the Authority
to Accept this Grant A ward
,;,~,",~::::~l1;,w;. m, 'om,,;. '"
Accept this Grant Award
Date
I
1;>o-z 0": MY! J ~
(")9-- ~ '/;( ...!. I
bO\ Io-C\'!'"
,i:
't;
~:J
n
r, j
."
~, - ,
i
','
~ ;3
"
;;?
.. iA
"
,.v ~
'"
II>
:>-
0 I
~
0.,
(;\.
,'r
19 Grant Terms and Conditions on Ihe reverse side of this
James V. Mudd, County Manager
Typed Name and Tille oflhe Program Official
Donna Fiala, Chairman
Typed Name and Title of the Financial Officer
Cf'!~/o~
Date
Date
False statements or claims made in connection wilh COPS grants may result in fines, imprisonment, debarmenl from
participating in f'ed~ral.$rants or contracts, and/or any remedy available by law to the Federal Government.
, OtlPlltY Clerk
Atttst,<1t tel ~ft-.. ,
__m!_ f .-.!l_:!--~~_
Award 10:
95243
U.S, Department of Justice
Office olCommunity Oriented Policing Services
Technology Program Grant Terms and Conditions
16Fl
By signing the Award Document to accept this Technology Program grant, your agency agrees to abide by the following grant conditions:
I. The grantee agrees to comply with the terms and conditions in this 2009 COPS Technology Program Grant Owner's ManuaL COPS statute (42 U.S.c. *. 3796dd, et seq.); 28
C.F.R. 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
C.F.R. Part 220 (OMB Circular A-2l), 2 C.F,R. Part 230 (OMS Circular A-Ill) and 48 C.F.R. Part 31.000 et seq. (FAR 31.2) as applicable (governing cost principles); OMS
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 suhmitted 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 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, Loca], and Indian Tribal Governments), 2 C.F.R. Part 220
(OMB Circular A-21, 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-3] .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 Lo supplement and not supplant, state, local. or Bureau of Indian Affairs (BIA) funds that are
already committed or otherwise would have been committed for grant purposes (hiring, training, purchases, andlor 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 lor 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 he approved only under very limited circumstances.
8. Occasionally, a change in an agency's fiscal or law enforcement situation necessitates a change in its Technology Program award. Grant modifications under the Techno]ogy
Program are evaluated on a case-by-case basis. Movement of dollars between approved budgd categories (as reflected in the original Financia] Clearance Memorandum
provided 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 ufthe 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 aspects of
grant implementation--{;ompliance 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, otlice-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 infonnalion pertaining to your grant.
12. All recipients of funding from the COPS Otlice 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 El.
13. Grantees using Techno]ogy Program funds to operate an interjurisdictiona] 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 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 of $ 100,000 and who plan to seek approval for use of a
noncompetitive procurement process must provide a written sole source justification to the COPS omce for approval prior 10 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,
sotlware, 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 or the U.S. Department ofJustice. Reterences 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 oflhe issues."
16. The grantee agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services Employment Eligibility Veritication 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.
U.S. Department of Justice
Office o[Community Oriented Policing Services
Technology Program Grant Terms and Conditions
16F1
] 7. To facilitate communication among local and state governmental agencies regarding various information technology projects. the grantee agrees to notIfy the appropriate
State Information Technology Point oreontac! of the receipt of this grant award. For a list ofSlale Int(Xmalion Technology Points oreontac!, visit
hno:/lww'!!!.. it.oio.l!ov/defau.LL~Ilxl~~lLcili~.YA!ldPr~~g~~.PJ1..gt;=-LQ1Q
18. The grantee agrees to comply with 28 C.F,R Part 61 (procedures for Implementing the National Environmental Policy Act)
19. False statements or claims made in connection with COPS grants may result in fines, imprisonment, or debannent from participating in federal grants or contracts, and/or
any other remedy available by law.