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HomeMy WebLinkAbout4-98 RESOLUTION3 RESOLUTION NO a A RESOLUTION ACCEPTING COPS MORE 96 AWARD GRANT IN THE AMOUNT OF $80,999, FOR THE PURCHASE OF MOBILE COMPUTING EQUIPMENT, AUTHORIZING THE HIRING OF A CIVILIAN REPORT TAKER, AND APPROVAL OF A BUDGET ADJUSTMENT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS* Section 1. That the City Council hereby accepts the COPS MORE 96 Award Grant, in the amount of $80,999, for the purchase of mobile computing equipment and the hiring of a civilian report taker. A copy of the grant award is attached hereto marked Exhibit "A" and made a part hereof. Section 7, The City Council hereby approves a budget adjustment in the amount of $33,889 increasing Salaries and Benefits, in the amount of $24,479; Software, Acct. No. 1010 2940 5209 00, in the amount of $700; Fixed Assets, Acct. No 1010 3940 5801 00, in the amount o' $7,330; and Minor Equipment, Acct. No. 1010 2940 5890 00, in the amount of $380; by decreasing Federal Grants, Acct. No. 1010 0001 4309 00, in the amount of $19,109; and Use of Fund Balance, Acct. No. 1010 0001 4999 00, in the amount of $14,780. A copy of the budget adjustment is attached hereto and made a part hereof. .FASSED AND - "RP ,i1F+ 47-11*•.. 1.• t t: • Z. • ••• ..„:" 1 / ATTEST:" By: APPROVED this 6th day of January , 1998. 4221:144 ) Traci Smith, City Clerk APPROVED: By: red Hanna, Hanna, Mayor COPS MORE 96 AWARD U.S. DEPARTMENT OF JUSTICE OFFICE OF COMMUNITY ORIENTED POLICING SERVICES Grant #: 97CMWX0867 0111#: AR00720 Vendor ft: 716018462 Applicant Organization's Legal Name: Fayetteville, City of Authorized Official Name: Mayor Fred Hanna Contact Name: Ms. Judy Cohea P.O. Box 1988 Fayetteville, AR 72702 Phone Number (501)587-3500 Award start date: 6/1/97 Award Amount: $80,999.00 Civilian Personnel Award: $19,109.00 Equipment/Technology Award: $61,890.00 Fax Number: (501)587-3522 Award end date: 5/31/98 Number of Redeployed Officers: 4.1 Number of Redeployed Officers: 1.1 Number of Redeployed Officers: 3 By signing this award, the signatory official is agreeing to a ide by the side his document:e Conditions of Grant Award f found on E. Brann Signature of Official with the authority to accept this or grant award AUG 4 1997 Date "red Hanna, mayor Typed Name and Title of Official 98 Date CONDITIONS OF GRANT AWARD 1. Grantees which have been awarded funding for the procurement of an item in excess of 5100,000 and have already identified a vendor must provide a written sole source justification to the COPS Office prior to obligation, expending or drawing down grant funds for that item. 2. The funding under this project is for the payment of costs approved by the COPS Office for support resources (including the salaries and benefits of civilian personnel), equipment and technology, and/or overtime that has been approved by the COPS Office. 3. COPS MORE '96 grant funds must be used to hire one or more civilians beyond the number of civilians that would be hired or employed by the grantee in the absence of the grant, or must be used to purchase equipment or technology beyond that which the grantee is already obligated or funded to purchase, or must be used to fund overtime that exceeds current and planned overtime payments. 4. The civilians and equipment and technology funded under this grant may only be utilized in activities or services that exclusively benefit your agency and the population that it serves. If your agency provides police services through a contractual arrangement, your agency is responsible for ensuring that the utilization of civilians, equipment and technology and overtime is in compliance with the conditions of your grant. 5. The grantee acknowledges its agreement to comply with the assurances and certifications submitted with the COPS MORE '96 application. 6. In order to assist the COPS Office in the monitoring of the award, your agency will be responsible for submitting progress reports and financial status reports on a quarterly basis. As those reports become due, your Grant Advisor will provide you with outlines to assist you with these reports. 7. Requests for extensions of the grant award period that merely request additional time, not additional funding, should be submitted in writing to your grant advisor no earlier than August I, 1997 and no later than September 15, 1997. 8. The COPS Office may conduct or sponsor national evaluations of the Community Oriented Policing Services Program (COPS) and the MORE '96 program. The grantee agrees to cooperate with the evaluators. 9. The grantee agrees to abide by the terms, conditions, and regulations as found in the COPS MORE '96 Grant Owner's Manual and the Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, 28 C.F.R. Part 66. 10. For grants of $500,000 or more (or $1,000,000 or more in grants over an eighteen month period), the grantee acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if grantee is required to submit one under C.F.R. 42.302) that is approved by the Office ofJustice Programs, Office for Civil Rights, is a violation of its Assurances and may result in the suspension of the drawdown of funds. For grants under $500,000, the grantee must submit a completed EEOP Certification form and return it to the Office ofJustice Programs, Office for Civil Rights, within 120 days of the grant award. 11. The recipient agrees to complete and keep on file, as appropriate, an immigration and Naturalization Service Employment Eligibility Verification Form (1-9). This form is to be used by the recipients of federal funds to verify that persons are eligible to work in the United States. 12. The grantee agrees to monitor and exercise best efforts to maintain the level of redeployment of current sworn officers into community policing that is the result of COPS MORE '96 funding. During the first 60 days after the grantee signs and returns the grant award document, the grantee will work with the COPS Office to develop a plan to track the officer time redeployed into community policing. 13. If any part of the funded project is subject to the requirements of the Criminal Intelligence Systems Operating regulation, 28 C.F.R. Part 23, the grantee agrees to submit to the COPS Office its operating procedures and/or a certification that such a system has on hand operating policies as required by the regulation prior to drawing down grant funds for the funded project. root I, fity • City of Fayetteville, AArlutnsas Budget Adjustment Form Budget Year 1997 Department Police Division: Police Program: Patrol and Warrant Date Requested 11-24-97 Adjustment ft Project or Item Requested: Funds for 25% match for a COPS MORE Grant to cover salary and benefits for a Civilian Report Taker from General Fund and 100% of the cost to establish a secure work area and equip an office. List: Construct secure work arer computer, printer, chair, visitor chairs, telephone, filing cabinets and software. Justification of this Increase: This civilian will allow swom personnel to continue with assigned work load and reduce interruptions. This should result in better response to citizens wanting to make a report and allow officers more time to investigate current cases. Project or Item Deleted: Nom, Use of Fund Balance is proposed for this adjustment. Justification of this Decrease: SSufficient funds exist to fund this;,,_ request and comply with City policy::: -4 Account Name Salaries and Benefits Software Amount Account Number Project Number 25479 700 1010 2940 5209 00 7,330 1010 2940 5801 00 - 380 1010 2940 5890 00 4 • '•• Account Name Amount ntrz Account NuMber 2,-* 19,109 1010 0001 430900° Federal Grants Use of Fund Balance 14,780 1010 0001 4999 00 Approval Signatures Pditedto General 4r Ma dpir2 CALOTISNBUDADJ8.WKI _ Entered in Category Log Budget Office Copy City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 1997 Department: Police Division: Police - Program: Patrol and Warrant Date Requested 11-25-97 Adjustment # Project or Item Requested: Funds for 25% match for a COPS MORE Grant to cover purchase of Mobile Computing Terminals and software. Project or Item Deleted: Norm. Use of fund balance is proposed for this adjustment. Justification of this Increase: The funds will be used to purchase laptop computers will provide Police Officers additional time for other duties. Justification of this Decrease: Sufficient funds remain to fund this - request and comply with City policy. Amount Name Fixed assets Increase Amount Account Number 82,520 4470 9470 5801 00 Project Number 97010 Federal Grants 'Accotmt Number -ai Project Number 61,890 4470 0470 4309 00 Use of Fund Balance 20,630 4470 0947 4999 99 • A D71r444-t- C:\LOTIS\�UDADJ5.WKI Entered in Category US; . =1.1 Budget Office Copy Background Information All requested information must be typed. Applicant Organization's Legal Name: Fayetteville Police Department Applicant Agency FIN Number (Assigned by the IRS): 71-6018462 (If your department has been assigned an EIN number by the Office of Justice Programs, please use that assigned number. Otherwise, your Internal Revenue Service FIN number should be used.) Applicant Agency ORI Number (Assigned by FBI for UCR Reporting): 00720100 Congressional District (number): 3rd Are you contracting for law enforcement services? El No 0 Yes If "yes," enter the name and agency informa- tion of the contract Mw enforcement department in the Law Enforcement Executive Information section below. Executive Information: Law Enforcement Executive's Name: Richard L. Watson Title: Chief of Police Agency Name: Fayetteville Police Department Address: PO Box 1988 City: Fayetteville State: AR Zip Code: 72702 Telephone: (501) 587-3500 FAX: (501) 587-3522 Name of contact person in your department who is familiar with this grant. Judy Cohea Telephone: (501) 587-3510 FAX: (501) 587-3522 Government Executive's Name: Fred Hanna Title: Mayor Name of Government Entity: City of Fayetteville Address: 113 W. Mountain City: Fayetteville State: AR Zip Code: 72701 Telephone: (501) 575-8330 FAX: (501) 575-8257 General Information: Type of Police Agency: 17t Municipal 0 State 0 County PD 0 Sheriff 0 Indian Tribal 0 Transit O School 0 University/College (0 Public or 0 Private?) O Public Housing 0 New Start Up (please specify type of agency) O Other (please specify) "Application Form: COPS MORE '96 (This page must be returned to the COPS Officer 13 Has your jurisdiction received other COPS grants? 0 Yes flNo If "yes," under which program(s)? (Choose all that apply.) O COPS: Phase I 0 COPS AHEAD 0 COPS FAST 0 COPS -MORE O Universal Hiring Program 0 Anti -Gang Initiative/Youth Firearms Violence Initiative O Troops to COPS 0 Community Policing to Combat Domestic Violence O Problem -Solving Partnerships Total amount of Federal funds requested: $ 84,868 Total non -Federal matching funds required (local share): $ 28 Population served as of 1990 U.S. Census: 42,249 and square miles covered: 41.4 (Exclude the population and square miles primarily served by other law enforcement agencies within your jurisdic- tion. For example, sheriffs departments must exclude populations and areas covered by a city police department for which the sheriff's department ha s no primary law enforcement authority.) Current authorized sworn force strength: N/A (Indicate if your department does not have an authorized strength.) Actual sworn force strength as of May 1, 1996: 77 (Include funded vacancies.) Are you requesting a waiver of the local match requirement based upon severe fiscal distress? (Please see the section on waivers starting on page four of this application and attach a detailed explanation of your agency's current fiscal situation and why you are unable to provide a local match.) O Yes rt No What is the source of your agency's local cash match? Item 1 Capital Improvements Fund Item 2 General Fund 14 (Please continue on other side.) **Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)** I certify that the information provided on this form is true and accurate to the best of my knowledge. I understand that prior to any grant award, the applicant must comply with all application and program requirements of the Public Safety Partnership and Community Policing Act of 1994 and other requirements of Federal law. Law Enforcement Executive's Signature: Government Executive's Signature:)( (signa . person named on the front of this form) person named on the front of this form) Date: .07)--2.5-9 6 Date: Pe- 5 8 Notice: If your state participates in the Executive Order 12372 Intergovernmental Review Process (see the Appendix), please fill in the date on which you made a copy of this application available to the Single Point of Contact for review: 10-29-96 CFDA Number. 16.710 State Application Identifier: (For State SPOC Use Only) • **Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)** 15 Section II - Part A ttem Cost -Effectiveness Worksheet Please type all responses. Jurisdiction's Legal Name: Fayetteville Police Department City, State: Fayetteville, AR cnu#: AR0720100 Contact name. Judy Cohea Contact phone: (501) 587-3510 El Technology/equipment OR Civilians Brief description of requested item, system, or group of like items: Ten (10) mobile Date Computers and Incident & Accident Report Based Software Line 1 — Entry-level salary of SWORN police officer (as of Jan. 1, 1996) Line 2 — Fringe benefits of SWORN police officer Line 3 — Add lines 1 and 2 Line 4 — Multiply line 3 by .75 Line 5 — Enter figure on line 4 or $25,000, whichever is less Line 6 — Total cost of item, system, or group of like items Line 7 — Federal amount requested Can be no more than 75% of total item cost (line 6) Line 8 — Divide line 7 by line 5 1. 2. 21,732 5,923 27,655 4. 20,741 5. 20,741 6. 82,520 61,890 8. 3 officers or 5,472 hours Line 8 is the minimum number of officers that you must redeploy into community policing To determine how many officer hours this is per year, multiply line 8 x 1,824 hours (1,824 hours/year is the COPS standard full-time equivalent). This is the total number of hours/year that must be saved through the purchase of this item in order to meet redeployment. Certain types of technology or support resources may allow you to rede- ploy more than the amount required by line 8 of the CEW. The actual amount of redeployment calculated for each item in Part B, the Demonstration of Time Savings (see page 21), is the redeployment the COPS Office expects that you will achieve if awarded that item. **Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)** 19 Name: Fayetteville Police Department, Arkansas ORI: 00720100 Section 11 — Part B ttem # 1 Demonstration of lime Savings Describe how this Dein, system, or group of like items will result in officer time savings. Please use the space provided. For large jurisdictions or complex projects, please attach additional sheets. Sample redeployment summaries can be found in the beginning of this section. The actual redeployment that you calculate in this section is what the COPS Office assumes that you will achieve as a result of this grant. Things you may want to include: • Number of hours saved per day per officer • The number of days these officers will actually work in a one-year period • How many officers will realize this savings • How time will be saved (on what activities) • If the actual redeployment that is calculated in this section is substantially greater than the required amount of redeployment you must achieve for this item (line 8 of the CEW), please indicate that your agency understands that it will be expected to attain this redeployment if funded for this item. **Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)** 23 ID E.e. nnc>r). F.3 tr.. rat ± on of L±tne S -cr ± rig s Item 1 Mobile Computer Terminals and Software Officers of the Fayetteville Police Department spend between one to three hours with the average being 90 minutes creating reports each shift. This time could be reduced by 40 percent if a laptop computer containing field reporting software and the Arkansas Accident Report was available in each unit. Officers must come into the station to complete reports. Frequently, they get assigned a call for service and leave before the report is finished. The continual interruptions increase the time it takes to complete the reports and keeps officers either in the station or enroute to the station. This reduces the time each Officer has to dedicate to selfrinitiated activities within their beat. The Fayetteville Police Department defines self -initiated calls as activity produced from citizen contacts i.e. extra patrol for neighborhoods, businesses in their beat, or checking suspicious vehicles. On any given day, 23 officers in the Fayetteville Police Department will use the 10 laptop computers being requested •to complete paperwork in their patrol cars. We run three shifts per day with the largest shift ranging from 10-15 on duty. As a result of using the computers, 8 hours of sworn officer time will be saved by the department each day because each officer with a laptop is expected to save 40 minutes each day Note: 24 • 40 minutes saved per officer x 23 officers divided by 60 = 15 hours per day x 365 days per year = 5,475 hours divided by 1,824 = 3.0 FTE. Community Policing Activities Summary (Part C): Instructions you should describe how officers will use the time saved for each item, system, or group of like items. In order to be funded under COPS MORE '96, the time saved must be devoted to com- munity policing. Example — The Hessville Police Depart- ment plans to purchase four laptops under COPS MORE '96 and has shown a time savings of 3,648 hours/year (or 2 fi I h.) as a result. With this time savings, all 20 of the officers in Hessville will spend approximately 180 hours in the coming year working on a community policing project to address one specific crime or disorder problem on their beats. Each officer will devote three to four hours per week to their projects. The officers will spend time regularly meeting with community members to learn more about the specific problems they decide to focus on and to develop creative approaches to addressing these problems based on their understanding of them. Officers also will work with community members to evaluate the effectiveness of the solutions implemented. C.Icrnrintiriity Pc>liciric; Activities Item 1 - Mobile Computer Terminals and Software The Fayetteville Police department plans to purchase 10 laptops under the COPS MORE '96 and has shown a time savings of 5475 hours/year (or 3.3 FTE) as a result. With this time savings, each patrol officer will spend 3 1/2 hours per week on additional self initiated calls. These calls will be a result of information gathered from the community through phone calls, reports and personal contacts. Areas this would cover will include extra patrol requests from citizens i.e. concerns about traffic, home watch, domestic concerns, suspicious activity. The officer will be available to spend more time in his/her beat allowing for personal contacts with concerned citizens. This additional time spent in the community is expected to result in a decrease of criminal activity. The increased visibility of the officers in their designated beats will also boost the citizens' feeling of safety in their neighborhoods and also in the business areas where they work and shop. 25 Name: Fayetteville Police Department, Arkansas OM: 00720100 Section II — Part C Item # Community Policing Activities Summary In Part B, you demonstrated the time savings that you expect to achieve through the purchase of this item. Please indicate which of the following activities your officers will engage in as a result of this time savings. Looking at repeat calls for service to identify problems or hot spots Working with neighborhood residents to identify and prioritize crime problems Conducting citizen surveys 0 Addressing conditions that lead to crime Assessing the impact of community policing efforts on levels of crime and fear 0 Working with local governmental/community agencies to address crime and disorder problems Attending community meetings Helping coordinate neighborhood watch groups GI Working with businesses to address crime problems Training officers/citizens in community policing Conducting •crime prevention. Wo1rkshops/disseminating information on ways of preventing crime Engaging in strategic planning related to implementing community policing . . Briefly describe any other community policing activities your officers will engage in as a result of the time savings for this item. Please be as detailed as possible in the space provided, using the back if necessary If more space is needed, please attach additional pages. 26 See back of page **Application Form: COPS MORE '96 (This page must be returned to the COPS Office)" OMB APPROVAL NO 1121-0188 EXPIRES 5-98 Budget Detail Worksheet Agency Name and State: Fayetteville Police Department - ARKANSAS ORI # (FBI ID Number): ORI fiAR07 20100 A. Personnel List each position by title and name of employee, if available. Show the annual salary rate and the percentage of time to be devoted to the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization. Name/Position Computation Cost N/A Total: $ B. Fringe Benefits Fringe benefits should be based on known actual costs or an established formula. Fringe benefits are for the personnel listed in budget category (A) and only for the percentage of time devoted to the project. Uniforms, equipment, and vehicles are unallowable costs under this grant program. Please list FICA and Workers Compensation, if applicable. Name/Position Computation Cost N/A Total: $ **Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office)** 41 1 Agency Name and State: Fayetteville Police Department - ARKANSAS ORI # (FBI ID Number): CRT #AR0720100 C.Travel Itemize travel expenses of project personnel by purpose (e.g. staff to training, field interviews, advisory group meetings). Show the basis of computation (e.g. six people to 3 -day training at $X airfare, $X lodg- ing, $X subsistence). In training projects, travel and meals for trainees should be listed separately. Show the number of trainees and the unit costs involved. Identify the location of travel, if known. Purpose of Travel Location Item Computation - Costs Training on use of MCT's and Incident & Accident base reporting by software vendor Fayetteville, AR Cost is based on software vendor sending 2 trainers to Fayetteville for 3 days Total: $ 2,000 0. Equipment List nonexpendable items that are to be purchased. Nonexpendable equipment is tangible property having a useful life of more than two years and an acquisition cost of $5,000 or more per unit. Expendable items should be included either in the "Supplies" category or in the 'Other" category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially for high-cost items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the "Contractual" cate- gory. Explain how the equipment is necessary for the success of the project. Attach a narrative describing the procurement method to be used. Item Computation Cost Ruggedized Laptops (MCT) 10 @ $6,334 MCT Law Enforcement Field Base Reporting Software 1 @ $5,618 MCT Incident & Accident Field Reporting Software PCMCIA3.5" Floppy Disk Drive $ 63,340 $ 5,618. $ 11,220 $ 342 Total: $ 80'520 42 **Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office)** Fayetteville Police Department Equipment Justification and Procurement Method Item #1 This project uses technology and equipment to allow officers to spend more time in our community. The only expense above equipment is the software and training to use the equipment. The Fayetteville Police Department has in the proposed 1997 budget funds to upgrade our computer system to an A8400. These additional funds will be instrumental in moving our department forward by allowing us to purchase the technological advancement of report writing and laptop computers. The City of Fayetteville's purchasing policies are in compliance with the State of Arkansas. Competitive bids will be accepted for all items or group of items estimating to cost $10,000. The Mayor will approve items up to $10,000 and the City Council will approve any items costing $20,000 or more. Items costing $500 to $10,000 written quotations are accepted. Agency Name and State: Fayetteville Police Department - ARKANSAS ORI # (FBI ID Number): ORI fiAR0720100 E. Supplies List items by type (office supplies; postage; training materials; copying paper; and expendable equipment items costing less than $5,000, such as books, hand-held tape recorders) and show the basis for computa- tion. Generally, supplies include any materials that are expendable or consumed during the course of the project. Supply Items Computation Cost N/A Total: $ **Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Officer 43 Agency Name and State: Fayetteville Police Department - ARKANSAS ORI fiAR0720100 ORI # (FBI ID Number): F. Consultant/Contacts Consultant Fees. For each consultant enter the name, if known, service to be provided, hourly or daily fee (8 -hour day), and estimated time on the project. Consultant fees in excess of $250 per day require additional justification. Name of Consultant Service Provided Computation Cost N/A Subtotal: $ Consultant Expenses- List all expenses to be paid from the grant to the individual consultants in addition to their fees (e.g. travel, meals, lodging). Item Location Computation Cost N/A Subtotal: $ Contracts: Provide a description of the product or service to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts. A separate justification must be provided for sole source contracts in excess of $100,000. Item Cost N/A Subtotal: $ Total: $ 44 **Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office)** Agency Name and State: Fayetteville Police Department - ARKANSAS ORI # (FBI ID Number): ORI 11AR0720100 0.0therCosts List items (e.g. rent, production, telephone, janitorial or security services, and investigative or confidential funds) by major type and the basis of the computation. For example, provide the square footage and the cost per square foot for rent, or provide a monthly rental cost and how many months to rent. Description Computation Cost N/A Total: $ **Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office)** 45 Agency Name and State: Fayetteville Police Department - ARKANSAS ORI # (FBI ID Number): ORI #AR0720100 Budget Summary When you have completed the budget worksheet, transfer the totals for each category to the spaces below. Compute the total direct costs and the total project costs. Indicate the amount of Federal funds requested. Budget Category Amount A. Personnel B. Fringe Benefits C. Travel D. Equipment E. Supplies E Consultants/Contracts G. Other Total Direct Costs Total Project Costs Federal Request Non -Federal Amount $ 61,890 ( 75 %) $ 20'630 ( 25 %) $ -0- $ -0- $ 2,000 $ 80,520 $ -0- $ -0- -0- $ 82,520 $ 82,520 46 **Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office.P*