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HomeMy WebLinkAbout116-04 RESOLUTIONRESOLUTION NO. 116-04 • A RESOLUTION AUTHORIZING THE FAYETTEVILLE POLICE DEPARTMENT TO APPLY FOR A COMMUNITY ORIENTED POLICING SERVICES INTEROPERABLE COMMUNICATIONS PROGRAMS GRANT FROM THE U.S. DEPARTMENT OF JUSTICE TO PROVIDE FOR A FIBER OPTIC LINK BETWEEN THE POLICE DEPARTMENT AND THE NEW WASHINGTON COUNTY JAIL AND TO ESTABLISH A REGIONAL LAW ENFORCEMENT DATA -SHARING NETWORK BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Fayetteville Police Department to apply for a Community Oriented Policing Services (COPS) Interoperable Communications Programs Grant from the U.S. Department of Justice to provide for a fiber optic link between the Police Department and the new Washington County Jail and to establish a regional law enforcement data -sharing network. PASSED and APPROVED this 3`d day of August 2004. .�AC'••G�iY OF •Gii ATTEST: By: :FAYETTEVILLE: • %9sy :�KANSP1 N SONDRA SMITH, City Clerk APPROVED: By: Applicant: City of Fayettev e Police Department FEDERAL ASSISTANCE Pre -application n Construction o.• 4. DATE RECEIVED BY FEDERAL AGENCY Legal Name: City of Fayetteville, Arkansas Department Division: o ice De.artment Name and telephone number of person to be contacted on matters InvolvIn: this a • • Ilcation , lye area code rrT. ORI li AR072100 Zip Code 72701-6026 S. TYPE OF APPUCAjION: p enter fl New ID ContInuadon See bads,eform appropriate Fetters) M box(es) description of lettere.) Other (spedfy) El Revision ❑ ❑ 10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER. TALE ame of Program): . ©®�©©® ntero.erable Communications Technolo_• 12. AREAS AFFECTED BY PROJECT (attest Counties, Stated etc.): CountiesnoMOWashington,lies�withinA Benton, AR Count 13. PROPOSED PROJECT 8Wri pWei 2 /01 /04 Ending Date: 11/30/05 9. NAME OF FEDERAL AGENCY: U.S.D.O.J. office of COPS 11. DESCRIPTIVE TITLE OF APPLICANTS PROJECT: Regional Data Sharing network 2 023 905 • 15. THE BEST OF MY KNOWLEDGE AND BELIEF, AU- DATA 0.1 THIS NT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY TTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. plow u Prevbue E. .. sable Authorized for Local Reproduction a. Yea. en THIS PREAPPUCATION/APPUCATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON ■ DATE: 8/5/04 ■ b. No. (p PROGRAM IS NOT COVERED BY E. O. 12372 ■ Q OR PROGRAM HAS NOT BEEN SELECTED BY STATE ■ 3. 17. IS THE APPLICANT ANT DEUNQUENT ON ANY FEDERAL DEBT? 0 Yes If 'Yes' attach an explanation. ta No APPUCATION/PREAPPLICATION ARE TRUE AND CORRECT. THE OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE 1 of 57 Standard Fonn 424 (Rev.9.2903) Prescribed by OMB Circular A-102 • • Applicant Orgamzation Legal Name: City of Fayetteville Police Department olti N: AR 072100 Budget Detail Worksheet A Equipment - --- — List nonexpendable items that are to be purchased. Nonexpendable equipment Is tangible property having a use- ful life of more than two years andan 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" category. Explain how the equipment is necessary for the success of the protect Attach a narrative describing the procurement method to be used. Item Computation Cost (Please see attached detailed worksheets) Total: $ See attached 2 of 57 • • Applicant Organization Legal Name: City of Fayetteville Police Department ORE p: ARO721OO B. Supplies List items by type (equipment/technology costing less than $5,000) and show the basis for computation Generally, these items include any materials that are expendable or consumed during the course of the project. Supplyttems Computation Cost (Please see attached detailed worksheet) Tote $ see attached 3 of 57 • • Applicant Organization Legal Name: City of Fayetteville Police Department ORI #: AR 072100 C. Consultants/Contracts Consultant Fees For each consultant enter the name (if known) service 10 be provided, hourly or daily fee (8 -hour day), and estimated time on the project. Consultant fees In excess of $450 per day require additional written justification. Name of Consultant Service Provided Computation Cost Subtotal.• $ 00 00 Consultant Expense: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 Subtotal* $ 00 00 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 justifi- cation must be provided for sole-soure contracts in excess of $100,000. Item (Please see attached detailed worksheet) Cost Subtotal.•$ Total: $ see attached 4 of 57 Applicant Organizadon Legal Name: City of Fayetteville Police Department ORI #: AR 072100 D. Other Costs List items which do not fall within the previous budget categories and you wish to have evaluated under the grant. Items Computation Cost Required travel costs per grant application instructions: Total of 4 personnel to attend a grantee technical assistance/kick-off conference in Washington D.C., scheduled for early 2005. Appropriate cost for transportation, lodging, meals, and incidentals for the three days, three nights: $1,200 00 X 4 = $4,800.00 Total: $.4,13112.111. 5 of 57 Applicant Organization Legal Name: flit��etteville Police flPpartment ORI l: AR union Budget Summary When you have completed the budget worksheet, transfer the totals for each category to the spaces below. Compute the total project costs. Indicate the amount of Federal funds requested. Budget Category Cost A. Equipment $ 807.680.00 B. Supplies $ 121,030 00 C. Consultants/Contracts $ 1 765,030 00 D. Other $ 4,800 00 Total Project Costs $ 2 698,540.00 Federal Request Non Federal Amount $ 2 023,905 ( 75 %) S 674.635 ( 25 %) 6 of 57 Applicant: City of Fayelle Police Department • ORI # AR072100 Prosect Narrative Describe Problems and Needs/How This Project Will Help The Metropolitan Statistical Area (MSA) for this project includes four counties; Washington County, Benton County, Madison County and McDonald County Missouri. The cities within this MSA include Fayetteville, Springdale, Rogers, and Bentonville to name a few. The residential service population of this MSA is approximately 347 045 . Northwest Arkansas is one of the fastest growing regions in the nation. Several of the counties and cities in this MSA have record management systems currently in place. These agencies have millions of dollars invested in these systems. Therefore, it is not practical to assume that all these systems can be replaced to create one large management record system. This means we must come up with an innovative solution that will allow many different types of record management systems to share records data regardless of the type of system that may be available in the area. The Arkansas Crime Information Center/National Crime Information Center is the only source of data sharing currently available to departments in the state. While this information is valuable to Law Enforcement agencies it does not provide the real-time detailed records management data needed at the local levels. As a result, an agency could release a suspect wanted for questioning in a crime, which takes place in a neighboring city or county. The city of Fayetteville is the principle city and major shopping network of the Northwest Arkansas area. The area has been featured in several magazines and publications, as an idea place to live. United States Highway 71 Business and Interstate 540 connect the cities of Northwest Arkansas. The national publicity, increased population growth, and booming economy attract check counterfeiters and other criminal elements. The lack of a region data sharing system allows crimes of similar method of operations to go undetected, it slows productivity, allows known suspects in one city to go undetected in neighboring junsdictions. Data sharing would also allow more proactive law enforcement efforts to prevent crime through crime analysis. The following are actual case examples. Check counterfeiters have a working knowledge of most merchants check approval system. When there is a weak link in the system the counterfeiters travel to various cities to exploit those merchants. A group of counterfeiter traveled to Northwest Arkansas from the Little Rock area. The subject passed numerous counterfeit checks at Fayetteville Wal- Mart and Wal-Mart neighborhood market stores. After checks were submitted for fingerprints and other forensic evidence it was later determined that the group had forged checks from Fayetteville to Bentonville. 7of 57 Applicant: City of Fayetttlle Police Department • ORI # AR072100 Recently Greenland, Arkansas requested assistance with a murder investigation. Due to Greenland being a small agencies this homicide investigation ultimately resulted in multiple agencies contributing to the investigation. These agencies include Fayetteville Police Department, Washington County Sheriff Office, West Fork Police Department, Arkansas State Police, and the Greenland Police Department. The listed agencies are currently working this investigation, and due to the inability to share information it has resulted in scheduled meeting and telephone calls to coordinate the investigative efforts. Recently Oklahoma passed a law that requires a customer to produce identification to purchase ephedrine related products. Northwest Arkansas is seeing more Oklahoma residents travel to Fayetteville to purchase these items for the manufacture of methamphetamine. Local merchants have been educated on methamphetamine components and often report to the police when subjects are purchasing the items. These calls are quick and often the suspects are not apprehended. The calls are very frequent for the patrol division and the suspects usually travel the main highway of US 71 Business to purchase the products. When suspects are apprehended it is evident that they have traveled throughout the area to purchase the products. If we had the ability to view other jurisdictions calls other potential witnesses can be developed to help with prosecution. This project will provide real-time access to data collected by the participating agencies. It will also allow small agencies to access the record data from the system even if they don't have the necessary funds to have a record management system of their own. Once this system is in place we envision this system expanding to agencies outside the MSA. Agencies will then be able to track suspects and crimes across jurisdictional boundaries. Why We Need Federal Grant Assistance? Communications equipment is very expensive and the technical solutions to interoperability required funding. The efforts of homeland security on local government's budgets have required all of us to cut costs. Each local government has its own set of funding priorities and it would literally be impossible to get all of the local entities within the MSA to agree to a single project at the same time. However, the assistance provided within this grant provides a unique opportunity to persuade local entities to adjust their funding priorities to achieve this important goal of implementing a regional data sharing system for this MSA. Scope of Work This project has four phases. The first phase is to install a regional data sharing software interface which connects the records management systems of the Fayetteville Police Department, Springdale Police Department, University of Arkansas Police Department Fayetteville Campus, Bentonville Police Department, Rogers Police Department, 8 of 57 Applicant: City of Fayettlle Police Department • ORI # AR072I00 Washington County Sheriff's Department and the McDonald County Sheriffs Department. The second phase is to connect a 96 strand burred fiber to the Fayetteville Police facility (includes Fayetteville Emergency Operation Center), Fayetteville City Hall building, Washington County Sheriff's Department, Washington County Emergency Operations Center, Washington County Courthouse and City of Fayetteville tower site located on Sequoyah Drive in Fayetteville, AR. This fiber data link will allow for a real time connection to provide personnel and equipment i.e. police vehicles or heavy earth moving equipment to be deployed throughout the county when needed as a response to a natural disaster or an act of terrorism. The third phase is for the Springdale and University of Arkansas Police Departments to install equipment and software to allow officers to retrieve the records data and also connect to the Arkansas Crime Information Center (ACIC). This allows officers from these departments direct real-time access to this information from a computer located in their vehicles. Agencies that do not have computers in their cars can access this information from within their department via a secure web connection. The fourth phase is to fund a new Computer Aided Dispatch (CAD) system utilized by Washington County Sheriff's Department and the nine smaller cities it serves (Greenland, West Fork, Farmington, Prairie Grove, Elkins, Elm Springs, Johnson, Lincoln and Goshen. Each phase will take approximately eight months to complete. Each phase will be scheduled so current staff will be available to perform the necessary tasks to projects on their timeline. Each participant has provided an equipment list with costs, which are included in the budget pages of this submission. Identify Partners This project is a joint effort of all participating agencies in the MSA. Many of the cities and counties expressed interest in the data sharing system. This is the first time any of the departments have formally committed to creating a mechanism to share data. The City of Fayetteville Police Department held a meeting with area agencies to discuss the project. All major agencies were invited and the head of each agency attended. The minutes from this meeting along with the attendance sheet is included in the application. The Regional Data Sharing network will be made available to all law enforcement agencies within the MSA. The information presented at the meeting was an overview of the types of items this grant would consider funding. Since our timeline was short to return the completed application, all agencies were asked to provide a "Letter of interest" detailing their commitment level to the project. These letters are included for your review. Each agency will provide a "Memorandum of Understanding" adopted by the governing agency detailing their funding commitment as soon as it is possible for them to get this on the agenda of the governing body. 9 of 57 • Applicant: City of Fayetteville Police Department Budget and 12 -Month Timeline • ORI # AR072100 All county and city participants in this project have agreed to their proportional share of the local 25% cash match requirement. A full accounting of each county's projected financial obligation is included in the budget pages of the submission. A timeline schedule including all four phases of this project is attached. The project budget includes estimated travel expenses for the four required employees to attend the grantee technical assistance kick-off in Washington DC. Operational Plan -Current and Future Funding This proposal seeks to remedy the inability of Law Enforcement Agencies to share real- time data. By implementing this project we seek to ensure agencies have access to records data even if they don't have a records system of their own to interface. This system will be available to all agencies regardless of their location. We also envision this system growing as agencies outside our MSA express the interest to interface to the data sharing system. Equipment will be purchased, assigned and implemented by the Fayetteville Police Department. Each agency will be required to contribute its 25% cash match during their phase of the project. At the close of the grant the City of Fayetteville will transfer equipment to the agency where the equipment is located and the equipment will become the responsibility of that participating agency. Once the equipment is installed and the 12 -month warranty expires, each agency becomes responsible for all ongoing maintenance and support from that point forward. They will also be responsible for any additional infrastructure upgrades or improvements necessary to accommodate any new equipment Each participant agrees that equipment obtained under this application will be used solely for the purpose outlined and will ensure this equipment remains operational for this purpose. As in most major endeavors, training is the key to success. With this in mind, all participating agencies will coordinate a multi-level training within their jurisdictions. Training will be provided to personnel to ensure they are aware of the resources available within the MSA This training will be repeated periodically, no less than annually, to keep employees abreast as changes occur. The Fayetteville Police Department staff will commit to provide this training as needed. Laws and Executive Orders 28CFR Part 61 The four phases of this project will either adhere to the City of Fayetteville formal bid process or the formal request for proposal process. Within the bid or proposal requirements the successful vendor must agree to comply with Laws and Executive Orders 28CFR Part 61. 10 of 57 Applicant: City of Fayetttlle Police Department • ORI # AR072100 Certification of Implementation This proposal has been evaluated by all agencies involved and as required will be implemented in accordance with 44 CFR Part 13 or 28 CFR Part 66, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Coordination Comment from the SAA (State Level) A complete copy of this grant application has been submitted to the State Administrative Agency for review. (see next page for letter). 11 of 57. Applicant:City of Fayetteville PoliceDepartment Agency ORI # AR072100 COPS Interoperable Communications Technology FY 2004 Program Combined Equipment List Cost Match Federal Crossfoot Fayetteville Police Department Bentonville Police Department Johnson Police Department McDonald County Police Department Rogers Police Department Springdale Police Department University of Arkansas Police Departmen Washington County Police Department Totals Re -cap: Federal Local Total 135,160.00 0.00 0.00 0.00 0.00 652,520.00 0.00 20,000.00 33,790.00 0.00 0.00 0.00 0.00 163,130.00 0.00 5,000.00 101,370.00 0.00 0.00 0.00 0.00 489,390.00 0.00 15,000.00 135,160.00 0.00 0.00 0.00 0.00 652,520.00 0.00 20,000.00 807,680.00 201,920.00 605,760.00 807,680.00 12 of 57 75% 605,760.00 25% 201,920.00 807,680.00 Applicant: City of Fayetteville PoliceUepartment • ORI # AR072100 City of Fayetteville, Arkansas Police Department Equipment Item Quanity Cost per Item Total Regional Data Sharing Web server 1 7,400.00 7,400.00 4500 senes core switch 1 33500 33,500.00 Cisco 3550 12 T fiber switch 6 7500 45,000.00 Long haul GBIC 6 8210 49,260.00 Total Re -cap Federal Local Total 13 of 57 75% 101,370.00 25% •' 33,790.00 135,160.00 135,160.00 Applicant: City of Fayetteville Police Department ORI # AR072100 City of Springdale, Arkansas Police Department Equipment Item Quanity Cost per Item Total Mobile Data Message Switch 1 5,300.00 5,300.00 In -car mobile data system 69 9,380.00 647,220.00 Total 652,520.00 Re -cap Federal Local Total 14 of 57 75% 489,390.00 25% 163,130.00 652,520.00 Applicant: City of Fayetteville Police�partment • ORI # AR072100 Washington County, Arkansas Sheriffs Department Equipment Item Quanity Cost per Item Total Application server 1 10,000.00 10,000.00 Database server 1 10,000.00 10,000.00 Total 20,000.00 Re -cap Federal Local 75% 15,000.00 25% 5,000.00 Total 20,000.00 15 of 57 • Applicant: City of Fayetteville Police Department • ORI # AR072100 Agency COPS Interoperable Communications Technology FY 2004 Program Combined Supplies List Cost Match Federal Crossfoot Fayetteville Police Department Bentonville Police Department Johnson Police Department McDonald County Police Department Rogers Police Department Springdale Police Department University of Arkansas Police Departmen Washington County Police Department Totals Re -cap: Federal Local Total 0.00 4,000.00 4,000.00 4,000.00 4,000.00 4,000.00 73,030.00 28,000.00 0.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 18,257.50 7,000.00 0.00 3,000.00 3,000.00 3,000.00 3,000.00 3,000.00 54,772.50 21,000.00 0.00 4,000.00. 4,000.00 4,000.00 4,000.00. 4,000.00 73,030.00 28,000.00 121,030.00 30,257.50 90,772.50 121,030.00 16 of 57 75% 25% 90,772.50 30,257 50 121,030.00 Applicant: City of Fayetteville Policeoepartment • ORI # AR072100 City of Bentonville, Arkansas Police Department Supplies Item Quanity Cost per Item Total Regional Data Sharing server and software Total Re -cap Federal Local 1 4,000.00 4,000.00 75% 3,000.00 25% 1,000.00 Total 4,000.00 17 of 57 4,000.00 Applicant: City of Fayetteville Policeeepartment • ORI # AR072100 City of Johnson, Arkansas Police Department Supplies Item Quanity Cost per Item Total Regional Data Sharing server Total Re -cap Federal Local Total 1 R of 57 1 4,000.00 4,000.00 75% 3,000.00 25% 1,000.00 4,000.00 4,000.00 • Applicant: City of Fayetteville Policepartment • • ORI # AR072100 McDonald County, Missouri Sheriff's Department Supplies Item Quamty Cost per Item Total Regional Data Sharing server 1 4,000.00 4,000.00 Total 4,000.00 Recap Federal Local 75% 3,000.00 25% 1,000.00 Total 4,000.00 lanf ce7 • Applicant: City of Fayetteville PoliceDepartment ORI # AR072100 City of Rogers, Arkansas Police Department Supplies Item Quanity Cost per Item Total Regional Data Sharing server 1 4,000.00 4,000.00 Total 4,000.00 Re -cap Federal 75% 3,000.00 Local 25% 1,000.00 Total 4,000.00 20 of 57 Applicant: City of Fayetteville PolicDepartment Item Region Total Re -cap Federal Local Total City of Springdale, Arkansas Police Department Supplies server 75% 25% Cost Item Total 3,000.00 1,000.00 4,000.00 ORI # AR072100 4,000.00 21nf57 • Applicant: City of Fayetteville Police partment ORI # AR072100 University of Arkansas Police Department, Fayetteville Campus Supplies Item Quanity Cost per Item Total Regional Data Sharing server 1 4,000,00 4,000.00 Wireless Access Points 21 2,430.00 51,030.00 In -car laptop computer 6 3,000.00 18,000.00 Total 73,030.00 Re -cap Federal 75% 54,772.50 Local 25% 18,257.50 Total 73,030.00 77 of 57 Applicant: City of Fayetteville Police Department Washington County, Arkansas Sheriffs Department Supplies ORI # AR072100 Item Quanity Cost per Item Total Regional Data Sharing server 1 4,000.00 4,000.00 Workstations 10 2,400.00 24,000.00 Total 28,000.00 Re -cap Federal 75% 21,000.00 I'oc 25% 7,000.00 Total 28,000.00 23 of 57 S. Applicant: City of Fayetteville Police Department ORI # AR072100 COPS Interoperable Communications Technology FY 2004 Program Combined Contracts List Agency Cost Match. Federal Crossfoot Fayetteville Police Department 1,320,560.00 330,140.00 990,420.00 1,320,560.00 Bentonville Police Department 16,000.00 4,00000 12,000.00 16,000.00 Johnson Police Department 8,000.00 2,000.00 6,000.00 8,000.00 McDonald County Police Department 30,000.00 7,500.00 22,500.00 30,000.00 Rogers Police Department 16,000.00 4,000.00 12,000.00 16,000.00 Springdale Police Department 36,500.00 9,125.00 27,375.00 36,500.00 University of Arkansas Police Departmen 30,970.00 7,742.50 23,227.50 30,970.00 Washington County Police Department 307,000.00 76,750.00 230,250.00 307,000.00 Totals 1,765,030.00 441,257.50 1,323,772.50 1.765 Olt) nn Re -cap: Federal 75% 1,323,772.50 Local 25% 441,257.50 Total 1,765,030.00 24n1 57 Applicant: City of Fayetteville Police Department City of Fayetteville, Arkansas Police Department Contracts Item Software and Implementation Regiot Engineering/Inspection Fiber Project Construction Fiber Project Fiber termination Total Re -cap Federal Local Total Cost per Item Total OR! # AR072100 1 129,560.00 129,560.00 1 93000 93,000.00 1 1006000 1, 006, 000.00 8 11500 92,000.00 75% 990,420.00 25% 330,140.00 1,320,560.00 1,320,560.00 95 ni [7 Applicant: City of Fayetteville Police •Department • ORI # AR072100 City of Bentonville, Arkansas Police Department Contracts Item Quanity Cost per Item Total Software and Implementation Regional Data Sharing 1 16,000.00 16,000.00 Total 16,000.00 Re -cap Federal 75% 12,000.00 Local 25% 4,000.00 Total 16,000.00 26 of 57 Applicant: City of Fayetteville Police • Department ORI # AR072100 City of Johnson, Arkansas Police Department Contracts Item Quanity Cost per Item Total Software and Implementation Regional Data Sharing 1 8,000.00 8,000.00 Total 8,000.00 Re -cap Federal 75% 6,000.00 Local 25% 2,000.00 Total 8,000.00 27 of 57 Applicant: City of Fayetteville Police Department McDonald County, Missouri Sheriffs Department Contracts Item Sotware and Implementation Total Re -cap Federal Local Total Sharing 75% 25% Cost per Item Total 22,500.00 7,500.00 30,000.00 ORI # AR072100 30,000.00 7R of S7 • S Applicant: City of Fayetteville Police Department ORI # AR072100 City of Rogers, Arkansas Police Department Contracts Item Quanity Cost per Item Total Software and Implementation Regional Data Sharing 1 16,000.00 16,000.00 Total 16,000.00 Re -cap Federal 75% 12,000.00 Low 25% 4,000.00 Total 16,000.00 29 of 57 Applicant: City of Fayetteville Police'Department • ORI # AR072100 City of Springdale, Arkansas Police Department Contracts Item Quanity Cost per Item Total Software and Implementation Regional Data Sharing 1 36,500.00 36,500.00 Total 36,500.00 Re -cap Federal 75% 27,375.00 Local 25% 9,125.00 Total 36,500.00 30 of 57 Applicant: City of Fayetteville Police Department ORI # AR072100 University of Arkansas Police Department, Fayetteville Campus Contracts Item Regional Data Sharing software Re -cap Federal Local Total 0 Cost per Item Total 75% 23,227.50 25% 7,742.50 30,970.00 30,970.00 Z1 of c7 Applicant: City of Fayetteville Policetpartment I ORI # AR072100 Washington County, Arkansas Sheriffs Department Contracts Item Quanity Cost per Item Total Sotware and Implementation Regional Data Sharing 1 42,000.00 42,000.00 Software and Implementation Computer Aided Dispatcl 1 265,000.00 265,000.00 Total 307,000.00 Federal 75% 230,250.00 Local 25% 76,750.00 Total 307,000.00 32 of 57 Applicant: City of Fayetteville Police Department ' RI #: AR072 100 Authorization Page By signing below, I certify that the information provided on this form and on the attached forms is true and accurate to the best of my knowledge. I understand that false statements or claims made in connection with COPS grants may result in fines, imprisonment, and debarment from participating in federal grants or contracts, and/or any other remedy available by law. I also acknowledge that a hold may be placed on this application if it is deemed that the applicant agency is not in compliance with federal civil rights laws and/or is not cooperating with an ongoing federal civil rights investigation. Government Executive: Name: Dan Coody Address: 113 W. Mountain Street Agency Executive: Name: Frank Johnson Address: 100 A West Rock Street Fayetteville. AR 72701-6057 Contact Person: Name: Judy Cohea Address: 100 A West Rock Street Fayetteville, AR 72701-6057 Title: Mayor Phone #: (479) 575-8330 Fax # (479) 575-8256 E-mail mayor(a ci.fayetteville az us Title: Chief of Police Phone #: (479) 587-3500 Fax # (479) 587-3522 E-mail fiohnson(a ci.fayetteville ar us Title: Support Services Manager Phone #: (479) 587-3581 Fax # (479) 587-3570 E-mail icohea(a)ci.fayetteville az us lZ of S7 II IiiiHiiiiiiiiiiiiiiHiHH: III 111111 1111111 11111 ii: III 11111 1111111 11111 Iii: 1111111 111111 111111 iii: 111111 111111 111111 iiii:. 11111111111 111111 111111 111111 111111 11111: 11111 111111 111111 hue. 11111 111111 111111 IHIhI' 11111 111111 111111 11111: hhhhhIHIuhhhIhhhIhiiuuiH: hlHloulhhuuhlolHuuuuuu: IHIhIHhIHhhhIHIooIHkr ii LA 14 of 57 Applicant: City,of Fayetteville Police Department ORI # AR072 100 Executive Summary This proposal is intended for the COPS Communications Interoperability Technology program grant and has been produced as a result of corporation between the City of Fayetteville, the three counties in Arkansas (Washington, Madison, Benton), McDonald County, Missouri and the cities of Springdale, Bentonville, Johnson and the University of Arkansas Police Department located on the Fayetteville Campus. Other cities within the Metropolitan Statistical Area (MSA) will also actively participate on the Regional Data Sharing network at no cost via a secure web site. By funding this proposal these law enforcement departments will for the very first time have real-time access to data collected by participating agencies. This information will be shared with all law enforcement with access to the Regional Data Sharing network. This will be accomplished by installing a regional data sharing software interface and connecting the records management systems of the Fayetteville Police Department, Springdale Police Department, University of Arkansas Police Department Fayetteville Campus, Bentonville Police Department, Washington County Sheriffs Department and the McDonald County Sheriffs Department. This project will also include a 96 strand buried fiber to connect the Fayetteville Police facility (includes Fayetteville Emergency Operation Center), Fayetteville City Hall building, Washington County Sheriffs Department, Washington County Emergency Operations Center, Washington County Courthouse and City of Fayetteville tower site located on Sequoyah Drive in Fayetteville, AR. This fiber will allow for a real time connection to provide personnel and equipment i.e. police vehicles or heavy earth moving equipment to be deployed throughout the county when needed as a response to a natural disaster or an act of terrorism. By tying both Emergency Operation Centers together using this fiber, communications will be addressed for any Homeland Security issues that may arise. This connection is a vital link for this project by providing data communications if telephone service or radio communications are disrupted. The Springdale, Johnson and University of Arkansas Police Departments will also install equipment and software to allow officers to retrieve the records data and also connect to the Arkansas Crime Information Center (ACIC). This allows officers from these departments direct real-time access to this information from a computer located in their vehicles. Agencies that do not have computers in their cars can access this information from within their department via a secure web connection. This grant proposal will also fund a new Computer Aided Dispatch (CAD) system utilized by Washington County Sheriffs Department and the nine smaller cities it serves. This new CAD system will not only dispatch calls for service and monitor all deputies and officers on duty, it will allow real time access to ACIC from the local police departments and sheriff substations. Currently these outlying departments must rely on a county dispatcher to run these reports and fax them to the department. Our vision for this project is not only for the MSA but to eventually expand to law enforcement agencies located outside these boundaries. This information will be converted to the Extensible Markup Language and provided via a secure network allowing access via the web. ZSnf S7 Applicant: City of Fayetteville • Police Department OR! # AR072100 Project Vision, Goals and Objectives Define the Vision Establish the backbone for public safety personnel from within the four county Metropolitan Statistical Area to share real-time data associated with current investigations as related to persons, property, weapons and vehicles already within the records management systems of all departments connected within the area. Define Goals and Objectives The first goal of this project is to ensure all public safety officers within our MSA have the most current information available concerning people, vehicles and property while performing their duties enforcing traffic laws or investigating crimes. The following are project objectives: 1. The benefits of data sharing are enormous. The first objective would be the ability to access other department's record management systems. The ability to view other agencies records would be helpfiil for several reasons. One, most pieces of property in thefts do not have serial numbers only identifiable characteristics that are specific to the item or victim. Second, the ability to compare our crimes and criminals methods of •operation with those of other agencies where the subject may have been or is currently being investigated would be accomplished under this project. Third, Northwest Arkansas has been recognized as one of the most attractive places to live. This draws the criminal element to the area. Professional forgers travel to the area and victimize our merchants, but often set up their operation in other jurisdictions. The suspects travel to the area over a weekend and forge counterfeit checks on various accounts. On occasions another agency may arrest one of the suspects and it goes unknown to Fayetteville. The ability to track suspects across jurisdictional boundaries will be possible. Fourth, cases relating to technological fraud such as E Bay fraud that is rapidly on the rise. The sharing of data involving child pornography will also assist with the identification of victims, the behavioral patterns of suspects, and link other technological evidence. This data sharing software will support the Global Justice XML Data Model. 2. Another objective is to save man-hours. This program would save countless hours by having real-time information available to investigators. Currently, when an investigator contacts another agency requesting information it requires the investigator to leave messages and you are at the mercy of the subject on the other end of the phone as to when your call is returned. This reduces productivity and causes investigations to stall. 3. This grant will provide for Springdale Police Department to have real-time access to Records Data Sharing and ACIC/NCIC in their police vehicles. This is an officer safety issue giving them real-time information on wanted persons. They also have access to stolen vehicles, stolen guns and other property information. 36 of 57 Applicant: City of Fayetteville Police Department ORI # AR072100 4. Another aspect of the data -sharing project is to provide funding for the Washington County Sheriffs Department to purchase and install an upgraded Computer Aided Dispatch module. Currently, Washington County dispatches calls for service for the county and nine smaller cities. The smaller cities do not have access the ACIC/NCIC directly. If an officer needs this information the officer must call the county dispatcher and ask they run the information request and then fax a copy to the officer. The new CAD module will provide a connection to all nine agencies and the County's sub -stations allowing officers to run and print real time ACIC/NCIC reports from their local offices. The second goal of this project is to create a fiber connection between Washington County and the City of Fayetteville to provide a data link between emergency response centers and divisions that will provide personnel and equipment during a natural or man- made disaster. 1. The first objective under this portion of the project is to bury a.96 -strand fiber cable connecting the facilities designated by City of Fayetteville and Washington County to allow the data link to occur including the Emergency Response Centers from both agencies. 2. Secondly, this fiber connects the records management systems between the Washington County Sheriffs Office and the Fayetteville Police Department setting up a more secure and stable environment for sharing data. 3. This fiber will also serve as a main data connection between these facilities with a wireless back up. All Internet, email, CAD redundancy and document management data will flow over this connection. 4. This connection will facilitate future voice over IP communications by providing fast and reliable access between components of the phone system. Z7 of c7 OCFU3fiU)4 11:42 501-602-5206 INTERGOV SERVICES PAGE 02 Applicant: City of Fayette a Police Department • ORI // AR072100 STATE OF ARKANSAS OFFICE OF INTERGOVERNMENTAL SERVICES Department of Finance 1515 West 9aeost Stroh Suhe 031 • Department tittle Roolc, MNnus 7I 03 and' Administration Phone: (501)682-1074 Fax: (501) 682.5206 hftp'i/www.stste.sr.u/dti August 5, 2OO4 Mrs. Judy Cohea City of Fayetteville 113 West Mountain Fayetteville, AR 72701 RE: AR O4O8O5-O2O Regional Data Sharing Network Dear Mrs. Cohea: The State Clearinghouse Is In receipt of the above referenced application submitted in accordance with Executive Order 12372 "Intergovernmental Review of Federal Programs" and the Arkansas Project Notification and Review System. The Proposal will be submitted to the proper state agencies and interested organizations for their review and comment. The State Clearinghouse wishes to thank you for your cooperation. Should you have any questions, please contact our office at the above telephone number. TLC/th Enclosure 38 of 57 Applicant: City of Police Department • ORI 0 AR072100 U.B. Department of Justice Office of Community Oriented Policing Services Assurances Several provisions of federal law and policy apply to all grant programs. We (the Office of Community Oriented Policing Services) need to secure your assurance that the applicant will comply with these provisions. If you would Eke further information about any of these assurances, please contact your state's COPS Grant Program Specialist at (800) 421-6770. By the applicant's authorized representative's signature, the applicant assures that it will comply with all legal and administrative requirements that govern the applicant for acceptance and we of federal grant funds. In particular, the applicant a suree us that•. 1. It has been legally and officially authorized by the appropriate governing body (for example, mayor or city round to apply for this grant and that the persons signing the application and these assurances on its behalf are authorized to do so and to act on its behalf with respect to any issues that may arise during processing of this application. 2. It will comply with the provisions of federal law which limit certain political activities of grantee employees whose principal employment Is in connection with an activity financed in whole or in part with this grant Thee restrictions are set forth In 5 US.C. S 1501, et seq. 3. It will comply with the minimum wage and maximum hours. provisions of the Federal Fair Labor Standards Act, if applicable. 4. It will establish safeguard; if it has not done so already to prohibit employees from using their positions for a purpose that is, or gives the appearance of being, motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. 1 _ n a .' n1u • n •1 •r 1 1. .. u 1 , II .ear s . n 1 _r , _r .. iu •'f -• r ... u.... . r .... . r. . u r _ u_ r r n M• 1 .� n _ n.rr r... ' •' ..r a ... .. r .0 _ r a .I: •i.. .... r r • n 1. eras ..r r. u. .. 'r ' r• r . 7. If applicable, it will, to the extent practicable and consistent with applicable law. seek, recruit and hive qualified members of racial and ethnic minority groups and qualified women in order to further effective law enforcement by Increasing their ranks within the sworn positions In the agency. 8. It will not, on the ground of race, cola; religion, national odgln, gender, disability or age, unlawfully exclude my person from participation in, deny the benefits of or employment to my person, or subject any person to discrimination in connection with my Programs or activities funded in whole or in part with federal funds. These civil rights requirements are found In the non-disaindnadon provisions of the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. S 3789(4)); Tide VI of the Civil Rights Act of 1964, as amended (42 U.S.C. S Z000c ; the Indian Civic Rights Act (25 U$C 55 1301-1303); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. S 794); Tide II, Subtitle A of the Americans with Disabilities Act (ADA) (42 USC. S 12101, et seq.); the Age Discrimination Act of 1975 (42 USC S 6101, et seq.); and Department of Justice Non- Dledminadon Regulations contained in Tide 28, Pam 35 and 42 (subparts C, D, B and G) of the Code of federal Regulations. _ 1 1.. 1 . .1. ..1 .' 1 . ..... _1 .m: i� ;"J*?i ' .. 1. ..1 ..• 1 D.C. .' I . 11. _1r... 11111 • ,.. 111 111 1 .,.., .,.,1Ii I 1 11.1 dlif 1 ... 11 .1 1. ..' a p u .1 ire' • ••[a•' .•.11 I. approved • ., Office• •Ii .' u a :1 . L1 r I• 1 1 I 1 11 I I III • • , III • • ' .. _$•Y rI.,,,'. ..111•' 11 '1. 1.. •. ra' •1i-_. • 1u i 111 1•, 1. 111 ter' ..1.1 11 _1 9. Pursuant to Department of Justice guidelines Dune 18, 2002 Federal Register (Volume 67, Number 117, pages 41455-41472)) under Title VI of the Civil Rights Act of 1964, it will ensure meaningful access to its programs and activities by persons with limited English proficiency. 10. It will more that any facilities under its ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) Est of Violating Facilities and that it will nodfy us if advised by the EPA that a facility to be wed in this grant is under consideration for such listing by the EPA. II. If the applicant's state has established a review and comment procedure under Executive Order 12372 and has selected this program for review, it has made this application available for review by the state Single Point of Contact lQ of 57 Applicant* City of Fayetteville Police Department • OR' 11 AR072100 12. Pursuant to Executive Order 13043, It will enforce on-the-job sat belt pollda and programs for employees when operating agency -owned, rented or personally -owned vehicles. 13. It will not use COPS funds to supplant (replace) state, local, or Bureau of Indian Affairs funds that otherwise would be made available for the purposes of this grant; as applicable. 14. If the awarded grant contains a retention requirement, It will retain the Increased officer staffing level and/or the increased officer redeployment level, as applicable, with state or local funds for a minimum of one fug local budget cycle following expiration of the grant period. 15. It will not use any federal funding directly or Indirectly to Influence in say manner a Member of Congress, a jurisdiction, or an official of any government, to favor, adopt, or oppose, by vote or otherwise, any legislation, law ratification, policy or appropriation whether before or after the introduction of any bill, measure, or resolution proposing such legislation, law, mtifiadon, policy or appropriation as set forth in the And -Lobby Act, 18 U.S.C. 1913. Passe statements or claims made in connection with COPS grants (including cooperative agreements) may result in fines, imprisonment, disbarment from participating in federal grants or contracts, and/or any other remedy available by law. I cetdfy that the assurances provided are true and accurate to the best of my knowledge. or other sedcdo of ew officials will not relieve the grantee entity of its obligations under this grant. r 08/05/04 of Law Enf cement Executive (or Official with Date 08/05/04 Sigmture of Go rnmmt Exwr' fficial with Date Financial Authority, as applicab 4On9 C7 apdated• ✓ahuwy 26, 2004 e01042197 Applicant: City of Fayettev a Police Department ORI U AR072100 U.&. Department of Justice Office of Community Oriented Policing Services Certifications Regarding Lobbying; Debarment Suspension and Other Responsibility Matters; Drug -Free Workplace Requirements Coordination with Affected Agencies. Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug -free Workplace Requirements Coordination with Affected Agencies. Although the Department of Justice has made every effort to simplify the application process, other provisions of federal law require us to seek your agency's cerdticadon regarding certain matters Applicants should read the regulations cited below and the instructions for certification included in the reguladone to understand the requirements and whether they apply to a particular applicant Signing this form complies with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying," 28 CFA Part 67, "Government -Wide Debarment and Suspension (Nonproarement) , 28 CFR Part 83 Government -Wide Requirements for Drug -Free Workplace (Grants)," and the coordination requirement, of the Public Safety Partnership and Community Policing Act of 1994. The certifiations.&hall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant 1. Lobbying As required by Section 1352, Tide 31 of the US. Code, and implemented at 28 CFR Part 69, for persons entering into a grant or cooPMtive agreement over $100,000, u defined a 28 CFR Part 69, the applicant certifies that Irir I' . ¶?.',fln!y. d1 a ._ 2. Debarment, Suspension and Other Responsibility Matters (Direct Recipient) As required by Executive Order 12549, Debarment and Suspension, and Implemented at 28 CFR Pan 67, for prospective participants in primary covered transactions, as defined at 28 CFR Pact 67, Section 67.440 - A. The applicant certifies that it and its principals: Of Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of federal benefits by a state or federal court, of voluntarily excluded horn coveted transactions by any federal department or agency; 0 Have not within a three-year period been convicted of or Kids civil j Pm�ne Cha against them n for commission of fraud or adgmostt rendered criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) or private agreement or transaction; violation of federal or state antitrust statutes or commission of embeaiement, theft, forgery, bribery, falsification or destruction of secondg making false statements, tax evasion or receiving tO0lC° P+°!xa'tq� making false claim4 or obenrcdoa of justice, or commission of any offense indicating a lack of busts integrity or business honesty that seriously affects your present responsibility, . . '�.:tuj 3. Drug -Free Workplace (Grantee, Other Than Individuate) As required by the Drug -Fm Workplace Act of 1988, and • Implemented at 28 CPR Pan 83, for grantees, as defined at 28 CPR Part 83, Sections 83 and 83.510 - A. The applicant certifies that it will, or will continue to, provide a drug -free workplace by: 41 of 57 Applicant: City of Fayette a Poliepament ce Drt _. ...__... _.-. 0RI # AR672100 m Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited In the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (0) Establishing an on -going drug -free awareness program m Inform employees about - (a) The dangers of drug abuse in the workplace; (b) The granite's policy of maintaining a drug -free workplace; (c) Any available drug counseling, rehabilitation and employee assistance programs; and (d) The penalties that may be imposed upon employees for drug - abuse violations occurring In the workplace; (nit) Malting it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (t); (Iv) Notifying the employee in the statement required by paragraph n that, as a condition of employment under the grant, the employee will - (a) Abide by the terms of the statement; and (b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; (v) Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph Qv)(b) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position tide, to: COPS OfMcc 1100 Vermont Ave., NW, Waddngton, D.C 30530. Notice shall include the identification numbea(s) of each afFected grant. M (vq Taking one of the following action,, within 30 calendar days of receiving notice under subparagraph Qv)), with respect to any employee who Is so convicted - (a) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (b) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state or local health, law enforcement or other appropriate agency; (vi4 Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs B. The grantee may Insert in. the space provided below the site(s) for the performance of work done in connection with the specific grant: Place of performance (street address, city, county, state, zip code) Check O if there are workplaces on file that are not identified here 4. Coordination The Public Safety Partnership and Community Policing Act of 1994 «quires applicants to certify that there has been appropriate coordination with of agencies that may be affected by the applicant's grant proposal if approved. Affected agencies may include, among others, the Office of the United States Attorney, state or local prosecutor, or correctional agencies. The applicant certifies that rhea has been appropriate coordination with all affected agencies. 72701-6026 Grantee lRS/ Vendor Number. 71-6019462 F"Ise statements of dolma made In connection with COPS gents (mduding cooperative agreements) may result in fines, Impdsomnent, disbarment from participating 1i federal grants or contracts, and/or my other remedy available by law. I certify that the assurances provided are true and accurate to the best of my knowledge. Eecdons or other selections of new officials will not relieve the grantee entity of its obligations under this grant. Typed Name and Tide of Law Enfotcement Executive (or Official with Programmatic Authority, as applicable); —Frank Johnson Chief of Police Signature: Date 8/05/8/US---0—_ Typed Name and Tide of Government Executive (or Official with Financial Authoilty, as applicable): -- mwrt Dace: 8/05/04 47n1 S7 updated: January 26, 2004 e01042197 Applicant: City of FAyettevi+lle Police Department ORI 11 AR072100 Office of Community Oriented Policing Services (COPS) Special Condition: Criminal Intelligence Svstems/28 C.F.R. Part 23 Compliance This Special Condition must be signed and returned with your COPS Interoperable Communications Technology Application. If your agency is receiving COPS grant funding for technology that will be used to operate an interlurisdictional criminal intelligence system, you must agree to comply with the operating principles found at 28 C.F.R. Part 23. An "interjurisdictional criminal intelligence system" is generally defined as a system which receives, stores, analyzes, and exchanges or disseminates data regarding ongoing criminal activities (such activities may include, but are not limited to, loan sharking, drug or stolen property trafficking, gambling, extortion, smuggling, bribery, and public corruption) and shares this data with other law enforcement jurisdictions. 28 C.F.R. Part 23 contains operating principles for these interjurisdictional criminal information systems which protect individual privacy and constitutional rights. If you are simply using the COPS grant funds to operate a single agency database (or other unrelated forms of technology) and will not share criminal intelligence data with other jurisdictions, 28 C.F.R. Part 23 does not apply to this grant. Please check one of the following lines, as applicable to your agency's use of this grant, and return this signed Special Condition with your signed Award Document. x No, my agency will not use these COPS grant funds to operate an interjurisdictional criminal intelligence system. Yes, my agency will use these COPS grant funds to operate an interjurisdictional criminal intelligence system. By signing below, we assure that our agency will comply with the requirements of 28 C.F.R. Part 23• i City of Fayetteville Police Department Agency Name 08/05/04 Date Signature of Printed Name and Title City of Fayetteville Government Entity • 08/05/04 Date 43n1' 57 -W-2004 10:47 BERT ILLE POLICE DEPT Applicant: City of Fayette—ORI le Police Department 479 271 p2iO2 0 RI # AR072100 James H. Allen Chief of Police CITY of BENTONVILLE POLICE DEPARTMENT August 2, 2004 Chief Frank Johnson Fayetteville Police Department P.O. Box 1988 Fayetteville, AR 72702 908 S. E. 14th Street Bentonville, Arkansas 72712 (479) 2714173 RE: Letter of Interest for Interoperable Communications Tcchnology Grant Dcar Chief Johnson: We are very much interested in the Community Oriented Policing Services (COPS) Interoperable Communications Technology program and will consider funding our 25% match if our involvement in the project includes expenditure of funds. We anticipate our total costs to be around $50,000 and will provide $12,500 more or less from City of Bentonville funds. Sincerely yours, lames H Allen Chief of Police 44 of 57 City of Fayettev a Police Department • 0RI # AR072100 McDonald CouIR Sheriff's Office Robert M. Evenson, Sheriff 7-22-2004 Chief Frank Johnson Fayetteville Police Department PO Box 1988 Fayetteville AR 72702 Re: Letter of Interest for Interoperability Communications Technology Grant Dear Chief Johnson: We are very interested in the Community Oriented Policing Services (COPS) Interoperability Communications Technology program and will consider funding our 25% match if our involvement in the project includes expenditures of funds: We believe that this program, if approved would greatly increase the effectiveness of law enforcement and criminal justice agencies in our region. obert M. Evenson Sheriff McDonald County Missouri 46-1f S7 Applicant: City of Fayette a Police Department • Rogers Police DE July 29, 2004 Chief Frank Johnson Fayetteville Police Department P.O. Box 1988 Fayetteville, AR 72702 Since 1881, committed to... RE: Letter of Interest for Ingrpperable Communications Technology Grant Dear Chief Johnson, • , u , � - , -, tai 8:, . h•I:.c �`w�-.�r.._ , • , � - • u u 1 • n :•,• Courage — Professionalism— Service Sincerely, Stephen Helms Chief of Police 1905 S. Dixieland Road Rogers, Arkansas 72758 Phone 479-621-1172 Fax 479-986-3645 47 of 57 rT Applicant: City of Fayettevlo Police Department • 0RI Il AR072100 CITY of SPRINGDALE POLICE DEPARTMENT ADMINISTRATION BUILDING 201 NORTH SPRING STREET SPRINGDALE, ARKANSAS 72764 (479) 766-8200 OFFICE OF THE CHIEF OF POLICE SID RIEFF. CHIEF August 2, 2004 Chief Frank Johnson Fayetteville Police Department P.O. Box 1988 Fayetteville, AR 72702 RE: Letter of Interest for Interoperable Communications Technology Grant Dear Chief Johnson: We are very much interested in the Community Oriented Policing Services (COPS) Interoperable Communications Technology program and will consider funding our 25% match if our involvement in the project includes expenditure of funds. Sincerely yours, Chief Sid Rieff Springdale Police Department Mayor Jerre Van Hoose City of Springdale 48 of 57 Applicant: City of Fayette `" - " " Office of the Director University Police Department July 28, 2004 Chief Frank Johnson Fayetteville Police Department P.O. Box 1988 Fayetteville, AR 72702 • RE: Letter of Interest for Interoperable Communications Technology Grant Dear Chief Johnson: 0RI # AR072100 155 S. Razorback Road 1 University of Arkansas Fayetteville, Arkansas 72701 (479) 575-3204 (479) 575.7784 (FAX) First let me thank you for inviting UAPD to participate in the Community Policing Services Interoperable Communications Technology program. We are very interested in participating and excited about what this means to UAPD. This grant will enable our Investigators better access to information, whichmay increase the solvability of crimes that occur on campus and alert us to trends occurring in the neighboring jurisdictions, allowing us to be proactive and more effective in our crime prevention efforts. This grant will also assist UAPD in building relationships with neighboring jurisdiction. Attached you will find a list of our software and hardware needs. We are committed to funding our 25% match and look forward to starting this project. Sincerely, Lawrence Slamons Director, University of Arkansas Police Department LS/bv cc: attachment UAPD is internationally accredited by the Commission on Accreditation for Law Enforcement Agencies. The University of Arkansas is an equal opportunityfaf irmative action institution. 49 of 57 Applicant: City of Fayetteoe Police Department • 0RI # AR072100 Hardware and software requirements for participation in Interoperable Communications Technology Grant Total estimate for UAPD Involvement $104,000.00 Regional data sharing server Software bridge to database Replace and upgrade campus access points Replace and upgrade laptops for access in vehicles UAPD funding match (25%) $26,000.00 $4,000.00 $31,000.00 $51,000.00 $18,000.00 50 of 57 Applicant: City of Fayette*e Police Department • ORI P AR072100 August 2, 2004 Chief Frank Johnson Fayetteville Police Department P.O. Box 1988 Fayetteville, Ar. 72702 RE: Addendum to the Memorandum of Understanding for the Interoperable Communications Technology Grant Dear Chief Johnson: We are requesting that any considerations for funding with our 25% match which will be applied for a new computer aided dispatch (CAD) system will entitle Washington County ownership of the CAD system and it's licensing. We are requesting that any considerations for funding with our 25% match which will be applied to a regional data sharing system will allow Fayetteville Police Department to manage the regional data sharing system and it's licensing. Sincerely yours, Chief Law Enforcement Officer o Jud e 51 of 57 Applicant: City of Fayette�e Police Department ORI 0 AR072100 August 2, 2004 Chief Frank Johnson Fayetteville Police Department P. O. Box 1988 Fayetteville, AR 72702 RE: Letter of Interest for Interoperable Communications Technology Grant Dear Chief Johnson: We are very much interested in the Community Oriented Policing Services (COPS) Interoperable Communications Technology program and will consider funding our 25% match if our involvement in the project includes expenditure of funds. Sincerely yours, Co Ju e 52 of 57 AUG-04-2004 WED 12,05 PM ISON CO SHERIFF Applicant: City of Fayette i.e Police Department 479738*5 P. 02 0RI # AR072100 August 4, 2004 Zb Whom It May Concern:• PHILLIP MORGAN SHERIFF and COLLECTOR Madison County P.O. Box 478 Huntsville, AR 72740 738-2320 We, at the Madison County Sheriff's Department are formal show of sending this letter as a for the Cattmninit support the ies tevjmfelle police Deopen ,ments, grant application Technology Program g services reference Interoperabit cmmmmications 5'1 of 57 . Applicant: City of Fayettevoe Police Department • 0RI 1/ AR072100 Iii Siloam. Springs Police Department Office of the Chief of Police (_.. Pride and Professionalism Chief Jerry Toler Phone: (479) 238-0965 P.O. Box 80.410 N. Broadway FAX: (479) 524-6915 Siloam Springs, AR 72761 www.jtoler@siloamsprings.com July29, 2004 Chief Frank Johnson Fayettevile Police Department P.O. Box 1988 Fayetteville, AR 72702 RE: Interoperable Communications Technology Grant Dear Chief Johnson: The Siloam Springs Police Department (SSPD) supports your Department's effort to acquire a grant through Community Oriented Policing Services for the Interoperable Communications Technology program. Unfortunately, at this time SSPD cannot take an active role in the program. This is due to budgetary limitations being placed on the Department because of our plan to implement Computer Aided Dispatch, and upgrade our automated records and Jail systems within the next six months. SiT rely, er Chief of Police 54 of 57 City of Minutes Informational Meeting Regional Data Sharing Project On July 13, 2004 at 10:30 AM Captain Tracey Risley began the meeting with the introductions of Chief Rick Hoyt (retired 7/31/04) and Future Chief Frank Johnson (8/1/04). He also introduced other Law Enforcement officials attending the meeting. Chief Rick Hoyt gave the background of the receipt of the grant application naming the City of Fayetteville at the lead agency for the Metropolitan Statistical Area (MSA), which includes Washington, Benton and Madison counties in Arkansas, McDonald County in Missouri and all cities within these counties. He announced the deadline to have the grant submitted would be August 5, 2004. This is a competitive grant process and if our application is approved for finding the award will be announced in early fall. This grant is a 12 -month grant. The project being considered is creating a regional data warehouse. This warehouse would include names with activity attached, property, guns and vehicles. This information is not currently available without calling each agency within the area and finding the correct person to provide the information. Everyone agreed this is very time consuming and usually not productive. Each agency in attendance was asked to consider their ability to contribute data to this warehouse and a possible cost of making this possible. Each agency was asked to meet with their Mayor or County Judge and produce a "Letter of interest" detailing their level of participation and possible funding request. This letter should also note the agency will be able to provide non -supplanting funds for their 25% match. Chief Hoyt introduced Judy Cohea, Support Services Manager for Fayetteville Police Department as the contact person. She will be in charge of writing the grant and securing authorization to submit the application. Devon Hendricks, Systems Analyst for the Fayetteville Police Department was also introduced. He will work with the different agencies and their computer division to detennine hardware and software needs if requested. Phone numbers and e-mail addresses were provided. Meeting closed Minutes submitted bby Cara Murdoch. 55 of 57 Applicant: City of Fayette•le Police Department • July 14, 2004 Regional Data Sharing Meeting ORI if AR072100 Agency Name or representative McDonald County, MO. Sheriff's Office Ron Evenson 'Benton County Sheriffs Office Keith Ferguson Madison County Sheriffs Office Phillip Morgan /Washington County Sheriffs Office Lee Owen ✓ Bentonville Police Department James Allen ✓ Rogers Police Department Steve Helm t'iiloam Springs Police Department Jerry Toler '- f f pringdale Police Department Sid Rieff University Police Department Lany Slammons 56 of 57 I NAME OF FILE: Resolution No. 116-04 w/grant CROSS REFERENCE: Item # Date Document 1 07/19/04 Staff Review Form 2 draft resolution 3 memo to mayor & City Council 4 memo to Chief Johnson 5 6 7 8 9 10 11 12 13 14 15 16 17 NOTES: • STAFF IJIEW FORM - FINANCIAL OBLIGATILI x AGENDA REQUEST CONTRACT REVIEW X GRANT REVIEW For the Fayetteville City Council Meeting of: August 3, 2004 FROM Frank Johnson Police Police Name Division Department g/3 70f 1/10 6117 rtufl/��ions Proyr6nzt ACTION REQUIRED: City Council authorize Mayor Dan Coody to sign the Office of the Community Oriented Policing Servies Mteroperable Communications program grant application. If awarded this grant will provide 75% funding for the fiber connection between the Washington County Jail and the Fayetteville Police Department. Also included in the request is funding to establish a regional data sharing network. COST TO CITY: Estimate $300,000.00 $ - Cost of this request Category/Project Budget Program Category / Project Name $ Account Number Funds Used to Date Program / Project Category Name Project Number Remaining Balance Fund Name BUDGET VIEW:s Budgeted Item A///1 - Budget Adjustment Attached 7 a- s.�3uSMak 4*3t*J4J A0 -7-i9 Budget Manager Date CONTRACT/GRANT/LEASE REVIEW: 7I�u-y —I �M 0 ccounting Manager Date In erna�l /Auditor Date �� 4JAw2 7it.at ot( j/y.., o aoj04- City Atto ney Date Purchasing Manager Date STAFF Authorize Mayor Coody to sign the Interoperable Communications Grant Received in Mayor's Office aO Division Head Date Date De artment Di ctcr Finan e & Internal Services Dir. ve Officer Mayor 7//k/Oct Cross Reference: Date Previous Ord/Res#: Date Orig. Contract Date: Orig. Contract Number: Date New Item: Yes No D O tq •aff Review Form - Page 2 • Description COPS Interoperable Communication Grant Meeting Date August 3, 2004 Comments: Budget Manager Accounting Manager City Attorney Purchasing Manager ADA Coordinator Internal Auditor Grants Coordinator Reference Comments: • I RESOLUTION NO. A RESOLUTION AUTHORIZING THE FAYETTEVILLE POLICE DEPARTMENT TO APPLY FOR A COMMUNITY ORIENTED POLICING SERVICES INTEROPERABLE COMMUNICATIONS PROGRAMS GRANT FROM THE U.S. DEPARTMENT OF JUSTICE TO PROVIDE FOR A FIBER OPTIC LINK BETWEEN THE POLICE DEPARTMENT AND THE NEW WASHINGTON COUNTY JAIL AND TO ESTABLISH A REGIONAL LAW ENFORCEMENT DATA -SHARING NETWORK. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hefeb"y authorizes the Fayetteville Police Department to apply for ar€ommunijy Oriented Policing Services (COPS) Interoperable Communica'I s F"rIOgrams Grant from the U.S. Department of Justice to prdefoi`aIfiber op'c link between the Police Department and the new Washington County Jail and to establish a regional law enforcement data -s aring network. yy PASSED and APPROVED this 3 d day of A us' 2004. i By DAN COODY, Mayor ATTEST: By: /1 S,ONDI : SMITH, City Clerk FAYETTEVILLE THE CRY OF FAYE TEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: Mayor Coody and Members of the City Council FROM: Frank Johnson, Chief of Police �ry DATE: July 16, 2004 SUBJECT: Application for a COPS Interoperable Communications Grant BACKGROUND: On July 6, 2004 the Fayetteville Police Department received a grant application from the Justice Department's Office of Community Policing Services announcing an $80,000,000.00 competitive grant process for Interoperable Communications Technology programs. Applications were made available to 50 of the largest Metropolitan Statistical Areas (MSAs) including the Fayetteville -Springdale -Rogers, AR MO MSA. This MSA comprises law enforcement agencies in Benton, Washington, Madison, and McDonald Co. Missouri. The combined population for this MSA is 347,045. The Fayetteville Police Department qualifies to apply for up to $3,000,000.00 in funding with a 25% or $1,000,000.00 match for a total project of $4,000,000.00. Our project will not require the full amount allowed. CURRENT STATUS: The project being drafted will include two functions; (1) connect the current police department with the new Washington County Jail utilizing fiber optics cabling connectivity, and; (2) establish a regional data -sharing network. (1) Fiber Optic Connectivity We are exploring the possibilities of using current street right -of way or utility easements to bury the cable or lease pole space if cable must go through the air at any point in the route. The route is being defined so it will allow us to also connect the Mobile Data site controller located on Mt. Sequoyah to the Washington County Courthouse, to the Mexican Original location for future connection, to provide a junction for connecting all City facilities located on Happy Hollow Road, and to provide ajunction to the new Water and Sewer Operations Center. While discussing this route with an engineering firm that had managed a University of Arkansas fiber project, a possibility of completing a fiber ring by connecting to their fiber became evident. The importance of running our data over a complete ring increases fault tolerance by allowing us to continue to pass data in the event the cable is accidentally severed. If this grant request is approved and awarded, it will provide 75% funding for the fiber connection that is being considered as part of the cost of the future Public Safety Center. The fiber optics cable will provide a stable environment to pass data and will be sized for future growth of all city services data needs. (2) Regional Data -Sharing Network The second function for which we are requesting funding is the establishment of a regional data -sharing network. The police department hosted an informational meeting that was attended by eighteen police executives representing all counties and the larger cities within our MSA. Chief Rick Hoyt described the data -sharing network and requested a "Letter of Interest" form from agencies interested in either providing data to the network or accessing the data stored within the network. During the meeting all agencies were given the ability to request funding to cover the cost of hardware and software needed to put their information on the regional data -sharing network. This Letter of Interest will include the amount of funds each agency will request and will also state their agency's responsibility for the matching funds. A "Memorandum of Understanding" adopted by the governing body officially obligating the matching funds will replace these Letters of Interest. This regional data sharing system will allow law enforcement officials real time access to information throughout the MSA. The current process of using phone calls, messaging, and faxes to locate suspect, victim, or witness information is time consuming and unproductive. The data -sharing network will allow officers to enter a name with date of birth or other identifying characteristics and determine if other law enforcement agencies in the area have had contact or are looking for the same individual. This grant essentially provides participating law enforcement agencies with a tool to utilize data to improve criminal investigations. RECOMMENDATION: The Police Department recommends City Council authorize Mayor Coody to sign the Interoperable Communication Technology grant application. The estimated cost to the City should not exceed $300,000.00, which equals the projected cost of the fiber connection contained in the proposal to purchase the Mexican Original property. If this grant is awarded the City Council will have an opportunity to accept or reject before any funds are obligated. The Police Department will continue to research all items needed to complete these projects and have documented estimates of the total costs. FAYETTE,ILLE � THE CITY OF FAYETTEVILLE, ARKANSAS City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 DEPARTMENTAL CORRESPONDENCE To: Chief Johnson Police Department From: Clarice Buffalohead-PearmanC City Clerk Division Date: August 9, 2004 Re: Resolution No. 116-04 The City Council passed a resolution, August 9, 2004, authorizing the police department to apply for a Community Oriented Policing Services Interoperable Communications Programs Grant to provide for a fiber optic link between the Washington County Jail and the police department. The resolution with attachments will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy Smith, Internal Auditor .