HomeMy WebLinkAbout225-08 RESOLUTIONRESOLUTION NO. 225-08
A RESOLUTION AUTHORIZING THE FAYETTEVILLE POLICE
DEPARTMENT TO ACCEPT A TECHNOLOGY PROGRAM
GRANT FROM THE U.S. DEPARTMENT OF JUSTICE
COMMUNITY ORIENTED POLICING SERVICES IN THE
AMOUNT OF $444,268 00, AND APPROVING A BUDGET
ADJUSTMENT TO RECOGNIZE THE GRANT REVENUE
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 accept a Technology
Program Grant from the U.S. Department of Justice Community Oriented
Policing Services in the amount of $444,268.00.
Section 2. That the City Council of the City of Fayetteville,
hereby approves a budget adjustment to recognize the grant revenue.
PASSED and APPROVED this 2nd day of December, 2008.
APPROVED:
By:
DAN COODY, May
ATTEST.
By:
Arkansas,
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AG.abiN?
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:FAYETTEVILLE:
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SONDRA E. SMITH, City Clerk/Treasurer
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Law Enforcement:Technology, _
Txeasury Account SymboF{TAS) 15X040f _-
Grant #: 2008CKWX0306
ON #. ARD7201
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Telephone.. (479) 575-8300
_fax: (4798237.-
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participa ing in federal grants or contracts, and/or any reniedyn'iiailabie b}s raw to the Federal Gbvet`iUnentn
U. S. Department of Justice
Office of Community Oriented Policing Services
Technology Program Grant Terms and Conditions
By signing the Award Document to accept this Technology Program grant, your agency agrees to abide by the following grant conditions:
1. The grantee agrees to comply with the terms, conditions and regulations as found in the COPS 2008 Technology Program Grant Owner's Manual; the COPS statute (42 U.S.C.
§. 3796dd); 28 C.F.R. Part 66 (OMB Circular A-IO2) or 28 C.F.R. Part 70 (OMB Circular A-110) as applicable (governing administrative requirements for grants and cooperative
agreements); 2 C.F.R. Part 225 (OMB Circular A-87), 2 C.F.R. 220 (OMB Circular 421), 2.C.F.R Part 230 (OMB Circular A-122) and 48 C.F.R. Part 31.000, et seq. (FAR 312)
as applicable (goveming cost principles); OMB Circular 4133 (governing audits); these award conditions; other representations made in the grant application for the Technology
Program; and with all applicable program requirements, laws, orders, regulations, or circulars.
2 The grantee acknowledges its agreement to comply with the Assurances and Certifications forms that were submitted as pari of its Technology Program application.
3. The funding under this project is for the payment of approved costs for the continued development of technologies and automated systems to assist state, local, and tribal law
enforcement agencies in investigating, responding to, and preventing crime. The allowable costs for which your agency's grant has been approved are limited to those listed on the
Financial Clearance Memorandum, which is included in your agency's award packet.
4. Travel costs for transportation, lodging and subsistence, and related items are allowable under the Technology Program with prior approval from the COPS Office. Payment for
allowable travel costs will be in accordance with 2 C.F.R. Part 225 (OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments), 2 C.F.R. 220 (OMB
Circular A-2 1, Cost Principles for Educational Institutions), 2 C.F.R. Part 230 (OMB Circular A-122, Cost Principles for Non -Profit Organizations), and 48 C.F.R. Part 31.000, et
seq. (FAR -3 1.2 Cost Principles for Commercial Organizations), as applicable.
5. The grantee acknowledges that when procuring hardware, software, or professional services for an information -sharing initiative, a standards-based approach should be used.
Specifically, information -sharing initiatives should be compatible with the Global Justice XML Data Model (GJXDM)/National Information Exchange Model (NIEM), as
guidelines. In addition, when procuring equipment for communication system development and expansion, a standards-based approach should be used to begin migration to multi -
jurisdictional and multi -disciplinary interoperability. Specifically, all new digital voice systems should be compliant with the Project 25 (P25) suite of standards.
6. State, local, and tribal governments must use Technology Program grant funds to supplement, and not supplant, state, local, or Bureau of Indian Affairs funds that are aheady
committed or otherwise would have been committed for grant purposes (hiring, training, purchases, and/or activities) during the grant period. In other words, grantees may not use
COPS fords to supplant (replace) state, local, or Bureau of Indian Affairs funds that would have been dedicated to the COPS -funded item(s) in the absence of the COPS grant
7. Your agency may request an extension of the grant award period to receive additional time to implement your grant program. Such extensions do not provide additional
funding. Only those grantees that can provide a reasonable justification for delays will be granted no -cost extensions. Extension requests must be received prior to the end date of
the award, as extension requests received after an award has expired will be approved only under very limited circumstances.
8. The grantee must promptly notify the COPS Office in writing of any changes to the award budget, and must obtain written approval from COPS for any changes in excess of
ten percent of the total award amount before incurring the proposed costs.
9. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Technology Program. The grantee agrees to cooperate with the monitors and
evaluators.
10. To assist the COPS Office in the monitoring of your award, your agency will be responsible for submitting periodic programmatic progress reports and quarterly financial
reports.
11. The COPS Office performs various functions to ensure compliance with all grant requirements, to assess the implementation of community policing in awarded jurisdictions,
and to provide technical assistance to grantees. Grant monitoring activities are routine during the grant period and may occur up to three years following the official closure of the
' grant award. These functions, and others, often require the production of grant -related documentation and other materials. As a COPS Technology Program grantee, you agree to
cooperate with any such requests for information.
12. Grantees that have SO or more employees and a single award for $500,000 or more must submit an acceptable Equal Employment Opportunity Plan (EEOP) or EEOP short .
form, if required to submit an EEOP under 28 C.F.R. 42.302, that is approved by the Office of Justice Programs, Office of C vil Rights, within 60 days of the award start date.
13. Grantees using Technology Program funds to operate an interjurisdictional criminal intelligence system must comply with operating principles of 28 C.F.R. Part 23 The
grantee acknowledges that it has completed, signed and submitted with its grant award the relevant Special Condition certifying its compliance with 28 C.F.R. Pan 23.
14. Grantees who have been awarded funding for the procurement of an item (or group of items) or service in excess of $I00,000 and who plan to use a non-competitive
procurement process must provide a written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down grant funds for that item.
15, The grantee agrees to submit one copy of all reports and proposed publications resulting from this grant 20 days prior to public release. Any publications (including written,
software, visual, or sound, but excluding press releases, newsletters, and issue analyses), whether published at the recipient's or government's expense, shall contain the following
statement: "This project was supported by Grant N awarded by the U.S. Department of Justice, Office of Community Oriented Policing Services. The opinions
contained herein are those of the author(s) and do not necessarily represent the official position or policies of the U.S. Department of Justice. References to specific companies,
products, or services should not be considered an endorsement by the author(s) or the U.S. Department of Justice. Rather, the references are illustrations to supplement discussion
of the issues."
16. The grantee agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form (1-9). This form
is to be used by recipients of federal funds to verify that persons an eligible to work in the United States.
17. To facilitate communication among local and state governmental agencies regarding various information technology projects, the grantee agrees to notify the appropriate State
Information Technology Point of Contact of the receipt of this grant award. For a list of State Information Technology Points of Contact, visit
httpi/it.ojm.aov/tooic.iso7tooic id=31.
18. The grantee agrees to comply with 28 C.F.R. Part 61 (Procedures for Implementing the National Environmental Policy Act).
19. False statements or claims inade in connection with COPS grants may result in fines, imprisonment, or debarment from participating in federal grants or contracts, and/or any
other remedy available by law.
U. S. Department of Justice
Comnuenity Oriented Policing Services
Grants Administration Division (GAD)
Law Enforcement Technology
1100 Vermont Avenue, NW
Washington, DC 20530
Memorandum
To: Chief of Police Greg Tabor
Fayetteville, City of
From: Andrew A. Dorr, Assistant Director for Grants Administration
Tammy Richardson, Grant Program Specialist
Budget Prepared By: Judy Smith, Grant Program Specialist
Re: Law Enforcement Technology Financial Clearance Memo
A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and
consistent with existing guidelines. Exceptions / Adjustments are noted below.
OJP Vendor #: 716018462
ORI #: AR07201 Grant #: 2008CKWX0306
Budget Category
Equipment
Proposed Budget Approved Budget Adjustments Disallowed/Adjusted - Reasons/Comments
$444,268.00 8444,268.00
$0.00
Direct Costs:
$444,268.00 $444,268.00 $0.00
Grand Total
$444,268.00 5444,268.00 50.00
Grand Total:
Federal Share: $ 444,268.00
Applicant Share: $ 0.00
Cleared Date: 8/13/2008
Overall Comments:
All costs listed in this budget were programmatically approved based on the final budget detail worksheet submitted by your agency to
the COPS Office. Maintenance agreements (if applicable) must be purchased within the three year grant period. Prior to the obligation,
expenditure or drawdown of grant funds for non-competitive contracts in excess of $100,000, grantee must submit a sole source
justification to the COPS Office for review and approval. Prior to the obligation, expenditure, or drawdown of grant funds for
consultant fees in excess of $550 per day when the consultant is hired through a noncompetitive bidding process, approval must be
obtained from the COPS Office. If the vendor number on this form differs from the EIN number included in your application, then for
administrative purposes only, we are assigning a different vendor number to your agency. The reason for this administrative change is
that your original EIN number has been assigned to another agency. If this applies to your agency, please use the new vendor number
on all financial documents related to this grant award. The vendor number should not be used for IRS purposes and only applies to this
grant.
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
2008
Department: Sales Tax Capital Improvements
Division:
Program:
Date Requested
11/14/2008
Adjustment Number
Project or Item Added/Increased:
Arkansas Wireless Information Network (AWIN)
Communication System
Project or Item Deleted/Reduced:
None
Justification of this Increase:
Acceptance of non-matching grant award from the
Department of Justice's Community Oriented Policing
Services for upgrade of our citywide communication
system to the AWIN
Justification of this Decrease:
Increase Expense Budget (Decrease Revenue Budget)
Account Name Account Number Amount Project Number
Minor equipment 4470 9470 5210 00 444,268 08076 1
Account Name
Decrease Expense Budget (Increase Revenue Budget)
Account Number Amount
Project Number
Federal grants -Capital 4470 0947 4309 00 444,268 08076 1
royal Signatures
Requested By Date
Budget Manag
Date
Departme
Date
Finance & Into s.1F.ervices k : tor
Mayor
Dat
Date
Type:
Budget Office Use Only
B C D E
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial Date
Initial Date
Initial Date
Greg Tabor
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
12/2/2008
City Council Meeting Date
Agenda Items Only
Police
Division
Action Required:
/suer Jv
Police
Department
Acceptance of grant award from the Department of Justice Commuinty Oriented Policing Services for a "Technology
Program" grant in the amount of $444,268.00. This grant does not require local matching funds.
444,268.00
Cost of this request
Account Number
Project Number
Budgeted Item
Category / Project Budget
Funds Used to Date
Remaining Balance
Budget Adjustment Attached
x
COPS Technology Program
Program Category / Project Name
Grant
Program / Project Category Name
Capital Improvements Fund
Fund Name
Department Dir Date
City Attorne
tot/At
Finance and Internal Service Director _
Mayor
Date
Previous Ordinance or Resolution #
Original Contract Date:
Dr Original Contract Number:
11 -18 -OP
Date
Received in City
Clerk's Office
\‘•I4•0% Ano (138-101)
Revised April 16, 2007
a e evile
Y ARKANSAS
Departmental Correspondence
Fayetteville Police Department
100-A West Rock
Fayetteville, AR 72701
Telephone: (479) 587-3555
Fax: (479) 587-3563
TO Mayor Dan Coody and Members of the City Council
FROM: Greg Tabor, Chief of Polices
DATE November 14, 2008
SUBJECT: Accept COPS Technology Grant Award
Recommendation:
City Council accept Department of Justice Community Oriented Policing Services grant
in the amount of $444,268. This grant does not require local matching funds.
Background:
The City of Fayetteville has operated a Motorola 800 MHz system since 1985. In 2000
this system was upgraded to a Smartnet II single site system. Additional repeaters were
also added during the upgrade to deal with the increased number of users on the
system. This upgrade was necessary because our equipment had become obsolete and
was no longer supported by Motorola. The system was also relocated to Mt. Sequoyah
to improve radio coverage and the Mt. Robinson site then became a backup for the
radio system. RCC Consultants, Inc., the consultant on this project anticipated this
system should give the city 5-7 years of reliable service.
Discussion:
In 2006 we requested funding from the 2007 Commerce Justice State (Science)
Appropriations Bill for the purchase, installation and implementation of a simulcast
system and have done so for 2008 and 2009. As projected by RCC, the current system
is no longer reliable and needs to be updated.
There are serious coverage issues in the City to the west and the north. This is caused
by our terrain and by new annexations that have occurred during the last eight years.
Public Safety personnel in the Fayetteville area routinely experience difficulty
communicating with each other due to poor radio coverage. An example of this difficulty
is in June an officer dealing with a suicidal female was trying to communicate clearance
for the ambulance to enter the scene and was unable to get out on her radio.
We also need to improve our interoperability so we can communicate with other
agencies in this area. In one particular incident, officers assigned to the NWA Violent
Crime Sex Offender Task Force were involved in an operation with officers from several
agencies in Benton County and Washington County. The task force was attempting to
locate unregistered sex offenders in both counties. During this operation, pursuit of one
of these sex offenders took place across jurisdictional boundaries and officers were
unable to communicate with each other due to interoperability issues
11
In 2010 a large number of mobile and portable radios will no longer be supported by
Motorola and can only be fixed if parts are available. We have looked at the options
available to us in this area and determined the only real option was to join the Arkansas
Wireless Information Network. This is an integrated statewide voice and data
communications infrastructure for all public safety and public services agencies.
The purchase of this system translates into tangible benefits for the City and the AWIN
system because of its response to its citizens: greater productivity, greater security and
greater reliability. It provides emergency operations more control overtnformation they
need to do their fob, improving their effectiveness.
Budget Impact:
This radio project was estimated at $6.5 million dollars in 2007. The project includes
purchase, implementation, installation of a three site simulcast digital radio system
which offers full compliance with Project 25 standards, the interoperability standard for
digital two-way wireless products This system would allow us connectivity to the AWIN
system. Accepting this grant and continuing to apply of additional funding will off set
some of the cost of this project.
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE FAYETTEVILLE POLICE
DEPARTMENT TO ACCEPT A TECHNOLOGY PROGRAM
GRANT FROM THE U.S. DEPARTMENT OF JUSTICE
COMMUNITY ORIENTED POLICING SERVICES IN THE
AMOUNT OF $444,268.00; AND APPROVING A BUDGET
ADJUSTMENT TO RECOGNIZE THE GRANT REVENUE
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 accept a Technology
Program Grant from the U.S. Department of Justice Community Oriented
Policing Services in the amount of $444,268.00.
Section 2. That the City Council of the City of Fayetteville, Arkansas,
hereby approves a Budget Adjustment to recognize the grant revenue.
PASSED and APPROVED this 2nd day of December, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Clarice Pearman - Res. 225-08
From:
To:
Date:
Subject:
CC:
Attachments:
Clarice Pearman
Tabor, Greg
12.9.08 2:41 PM
Res. 225-08
Audit
Audit
•
Page 1 of 1
Chief:
Attached is a copy of the above resolution passed by City Council, Dec. 2, 2008 regarding the Technology Program Grant. I
will forward to Budget & Research your budget adjustment. Please let me know if there is anything else needed for this item.
Have a good day.
Clarice
file://C:\Documents%20and%20Settings\cpearman.000\Local%20 Settings\Temp\XPgrpwise\493 E83ADF... 12.9.08