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Home My WebLink About215-09 RESOLUTIONRESOLUTION NO. 215-09 A RESOLUTION TO ACCEPT THE 2009 COPS TECHNOLOGY GRANT IN THE AMOUNT OF $500,000.00 AND TO APPROVE THE ATTACHED BUDGET ADJUSTMENT TO RECOGNIZE THIS 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 accepts the 2009 Cops Technology Grant in the amount of $500,000.00 and approves the attached budget adjustment recognizing this revenue. PASSED and APPROVED this 20th day of October, 2009. APPROVED: ATTEST: By: l/Yit�-rte `Uin at SONDRA E. SMITH, City Clerk/Treasurer %%%%%%%% %%%%%% i Ccs; it'to e\ • G\j Y °E.610( • • O. ;13- •FAYETTEVILLE; •. 5 v`'NGrOB G,%%% �J%iuoiw1e"% G. Tabor Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 10/20/2009 City Council Meeting Date Agenda Items Only Central Dispatch Division Action Required: PI ea se 5,9eet ,a/ alike, ,'A' Police Department Acceptance of the 2009 COPS Technology Grant award and approval of a budget adjustment in the amount of $500,000.00. 500,000.00 Cost of this request 4470-9470-5210.00 Account Number 08076-0901 Project Number $ Category / Project Budget AWIN Communication System Program Category / Project Name Grant Funds Used to Date Program / Project Category Name Capital Improvements Remaining Balance Fund Name Budgeted Item L_ j Budget Adjustment Attached X Departme 4,a,1 0 (L-9--. Finance and Internal Services Director SC ief of St r Previous Ordinance or Resolution # Date Original Contract Date: �. 6 - b ' (A. Original Contract Number: Date t0•-• 2031 Date Date Mayor Received in Mayor's Office Comments: Revised January 15, 2009 WttevTlle ARKANSAS Departmental Correspondence Fayetteville Police Department 100-A West Rock Fayetteville, AR 72701 Telephone: (479) 587-3555 Fax: (479) 587-3563 TO: FROM: DATE: SUBJECT: Mayor Lioneld Jordan and City Council Members Greg Tabor, Police Chief �S October 2, 2009 Acceptance of COPS Technology Grant Award in the amount of $500,000 for the purchase of Radio Equipment Background The City of Fayetteville is in the process of replacing and upgrading the citywide radio communications system. This system was originally installed in 1985 with an upgrade in 2000. As our city has grown, our radio communication coverage has declined. Currently we have areas in town such as the NWA Mall, west of I-540 along Wedington Road, Rolling Hills/College Avenue, and Old Wire/Crossover Road where radio coverage is very weak or non-existent. The replacement of our radio communication system has been an unfunded Capital Improvements Project for the last several years. Discussion This grant is the second grant funding acquired for this project which is estimated to cost $8 million dollars. Other funding sources include additional federal grants, impact fees, and enterprise funds contributions. This project will include upgrade to Mount Sequoyah radio tower, additional sites on Dinsmore Trail and Milsap Road area. These tower sites will be simulcast sites and connected to the Arkansas Wireless Information Network (AWIN). We will also replace 236 mobile radios, 351 portable radios, and 46 control stations. The equipment utilized by Central Dispatch will be replaced and/or upgraded as necessary. In 2009, the local government radios were dropped from the maintenance plan and are no longer supported by Motorola. Recommendation Staff recommends acceptance of the award from the Department of Justice for a non-matching COPS Technology Grant in the amount of $500,000. Budget Impact This grant award is non-matching, but the maintenance of the new equipment, after one-year warranty expires, could cause a slight increase in maintenance fees. RESOLUTION NO. A RESOLUTION TO ACCEPT THE 2009 COPS TECHNOLOGY GRANT IN THE AMOUNT OF $500,000.00 AND TO APPROVE THE ATTACHED BUDGET ADJUSTMENT TO RECOGNIZE THIS 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 accepts the 2009 Cops Technology Grant in the amount of $500,000.00 and approves the attached budget adjustment recognizing this revenue. PASSED and APPROVED this 20`h day of October, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer 0 City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2009 Department: Police Division: Central Dispatch Program: Central Dispatch Date Requested 10/20/2009 Adjustment Number Project or Item Added/Increased: Arkansas Wireless Information Network (AWIN) Communication System Project or Item Deleted/Reduced: 2009 COPS Technology Grant Award Justification of this Increase: Acceptance of non-matching grant award from the Department of Justice's Community Oriented Policing Services (COPS) for replacement and upgrade of our city wide communication. Justification of this Decrease: Recognize grant revenue from the 2009 COPS Technology Grant Award. Account Name Increase Budget Account Number Minor Equipment 4470 9470 5210. 00 Account Name Federal Grants - Capital Decrease Budget Account Number 4470 0947 4309 00 Amount Project Number 500,000 08076 0901 Amount Project Number 500,000 08076 0901 Division Head Depart[ Date /a et Date Finance Director Date 10-23-�, Date /0-013-0 Date V.090403 Budget & Research Use Only Type: A B C 0 E Requested By General Ledger Date Posted to General Ledger Initial Date 1, S. -Department of 711tiisticeF, J , t �_'.Contmunity Oriented Poltceng Services Grants Administration Division Law Enforcement Technology) Treasury. Account Symbol (TAS) 15X0406 11C4 -,l Gi•an,'t #: 2009CK-WX0372 ORI #: AR0720:1 /r Eve Applicant Legal Name Fayetteville; City of 'CIL! ' i);1 \ ,i OJP Vend r l il1601846d Dl1NS#: 075657742 1 Law Enforcement Executive: Chief GreeTabor ' -�' '. l9 J U Address: l00-A'WessttTtaeliijireet City, State, Zip Code: Fayetteville, AR 72701 it Telephone (47k9)-5873560 Government Executive: Mayor Lioneld Jordan < ;Addr ss: 113 WesrMounlam Street; \, C JtC rare, Z p C�de. FayetteiI AR rlil Telephone: (479) 575-8330 Fax (47(9) 575 8237 k� `` // :- /L i{�` t Award End Date: 3/10/2012 0-7 /'3r C ?L_' _) ° 1 DavidBucchhannaan - Acting Director vw By sig g this Award Document, document and the attached pages, re 411 the -grantee agrees to abide by all 19-G,ratTerms and Conditions on the reverse side of this Greg Tabor, Chief ofPolice Mint Ofiiciinvith v t�ccept this Grant Awar icial with the Authority to Typed Name and Title of Gavernment Official i UE-; c 4i False statements or claims made in connection- wiitthh COS grants may result in Fnes, imprisonment, debarment -from participating in federal grants or contracts and/or any remedy available by,la -tom a Federal Government IJ.S. Department of Justice Office of Community Oriented Policing Sen'ices Technology Program Grant Terms and Conditions By signing the Award Document to accept this Technology Program grant. your agency agrees In abide by the following grant conditions. I. The grantee agrees to comply wy ith the terms and conditions in this 2009 COI'S Technology. Program Grant Owner's Manual; COPS statute (42 U.S.C. §. 3796dd, el seq. ): 28 C.F.R. Pan 66 or 28 C.FR_ Part 70 as applicable (governing administrative requirements for grants and cooperative agreements): 2 C.F.R. Part 225 (OMB Circular A-87), 2 C.F.R. Pan 220 (OMB Circular A-21). 2 C.I.R. Pan 230 (OMB Circular A-122) and 48 U.I.R. Pan 31.000 et seq. (FAR 31.2) as applicable (governing cost principles):OMB Circular A-133 (governing audits): representations made in the COPS Technology Program grant application; and all other applicable program requirements. laws, orders, regulations- or circulars. 2 The grantee acknowledges its agreement to comply wy ith the Assurances and Certifications forms that were submitted as part of its Technology Program application. 3. The funding under this project is for the payment of approved costs for the continued development of technologies and automated systems to assist state. local- and Tribal law enforcement agencies in investigating. responding to. and preventing crime The allow able 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 my and package. The Financial Clearance Memorandum specifies the costs that your agency is allowed to fund with your I echnology grant It also describes any costs which have been disallowed after review of our proposed budget. Your agency may not use l Ichnology grant funds for any costs that are not identified as allowable in the Financial Clearance Memorandum. 4_ Tray el costs for Transportation. lodging and suhsistenee and related items are allowable under the l eclmology Program with prior appro' al from the COPS Office. Payment for allowable tray el costs will be in accordance with 2 C.F R. Part 225 (0M13 Circular A-87. Cost Principles for State. Local. and Indian Tribal Governments). 2 (F_R_ Part 220 (OMB Circular A -2I. Cost Principles for Educational Institutions). 2 C . Part 230 (OMB Circular A-122. Cost Principles for Von -Profit Organizations), and 48 C. Part 31.000. et seq. (FAR -31.2. Cost Principles for Commercial Organizations)- as applicable 5. When procuring information -sharing services. hardware. software- or other equipment. the grantee agrees to procure and implement those items in accordance with the applicable standards outlined in the terms and conditions of the Grant Owner's Manual. 6. State, local, and tribal governments must use Technology Program grant funds to supplement. and not supplant state. local, or Bureau of Indian Affairs (DIA) funds that are already committed or otherwise would have been committed for grant purposes (hiring, (raining. purchases. and/or activities) during the grant period. In other words. grantees may not use COPS funds 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 he granted no -cost extensions Extension requests must be received prior to the end date of the award. Any extension requests received after an award has expired will he approved only under very limited circumstances. 8. Occasionally, a change in an agency's focal or law enforcement situation necessitates a change in its Technology Program award. Grant modifications under the Technology Program are evaluated on a case-by-case basis. Movement of dollars between approved budget categories (as reflected in the original Financial Clearance Memorandum provided with the Award Document) or other budget modifications are allowed up to ten percent (10%) of the total award amount as last approved by the COPS Office, provided there is no change in project scope. When any cumulative changes exceed ten percent of the total award amount or change the scope of the project, prior approval from the COPS Office is required. The grantee must promptly notify the COPS Office in writing of proposed changes in excess of ten percent of the total award amount, and must obtain written approval from COPS for these changes before incurring the proposed costs. In addition, please he aware that the COPS Office will not approve any modification request that results in an increase of federal funds. 9. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Technology Program. The grantee agrees to cooperate with the monitors and evaluators. 10. To assist the COPS Office in the monitoring of your award, your agency will he responsible for submitting periodic programmatic progress reports and quarterly financial reports. 1 I. Federal law requires that law enforcement agencies receiving federal funding from the COI'S Office must be monitored to ensure compliance with their grant conditions and other applicable statutory regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of grant implementation—compliance and programmatic benefits—are part of the monitoring process coordinated by the U.S. Department of Justice. Grant monitoring activities conducted by the COPS Office include site visits, office -based grant reviews, alleged noncompliance reviews, financial and program reporting, and audit resolution. As a COPS Technology grantee, you agree to cooperate with and respond to any requests for information pertaining to your grant. 12. All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan (28 C.F.R. Pan 42 suhpan E). 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 application the relevant Special Condition certifying its compliance with 28 C.F.R. Part 23. 14. Grantees who have been awarded funding for the procurement of an item (or group of items) or service in excess of $100,000 and who plan to seek approval for use of a noncompetitive procurement process must provide a written sole source justification to the COPS 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 (i S. Department of Justice. Office of Community Oriented Policing Services. The opinions contained herein are those of the authors) 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 he considered an endorsement by the author(s) or the (LS. 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 ofCitizenship and Immigration Services Employment Eligibility Verification Form (1-9). This form is to be used by recipients of federal funds to 'erify that persons are eligible to work in the C:nited States. U'S? Department of Justice \= t _ Office ojCommtirtity Oriented Policing Services - 7L i' % } - t Technology 3ragrsm Grant Terms and Conditions' 17. To facilitate communication among local and state govemmental agencies regarding variousinformation technology projects, the grantee agrees t r--� State Information:technology Point of Contact ofthe recetpr_of this grant award.Fora list oEState Information Technology PointsnfContact-visit 't3 f— n.o . ovidefault aspvvarea ooheyAn�Practite&page 1046 ,' R f }% 1V F -r 5,718 --The grantee agrees to complylvrth 2WC F R -Part 61 (Procedures forlinplemcnttng theNationalEnvironmentaFPnlicy-ActJ 19. False statements or daimsmade rn connection wnh COPSgraatgmasftsul}nn fines, imprisonment,, or-detfamtentfrom any other remcdy`aliadable bylaw r - 7 `-=- _ 5551m -.1551 -1 /r2Th 2X- �,r., t t`sk L' 1se- re) - ri r • - al a�, 1—} a o notify the appropriate n participating -in federal, grant or contracts, and/or ] rri lc X r` i 1 —9 CT*, L -J x / „/ li Li l — f- t -1 l =: a r a t' laaw -a d aa