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Home My WebLink About171-10 RESOLUTIONRESOLUTION NO. 171-10 A RESOLUTION AUTHORIZING ACCEPTANCE OF A U.S. DEPARTMENT OF JUSTICE COMMUNITY ORIENTED POLICING SERVICES FOR TECHNOLOGY PROGRAM (COPS) NON-MATCHING GRANT AWARD IN THE AMOUNT OF $750,000.00, AND APPROVING A BUDGET ADJUSTMENT 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 acceptance of a U.S. Department of Justice Community Oriented Policing Services for Technology Program (COPS) non-matching grant award in the amount of $750,000.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 5th day of October, 2010. APPROVED: ATTEST: By: c� 171h.Ct9 . a/I/Vty SO RA E. SMITH, City Clerk/Treasurer :,:-.'/, � 9 c -,3-=-' ..\. O iL....FAYETTEVIL,DLE . .wi NPY4CW ®4fro��„ City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2010 Department: Police Division: Central Dispatch Program: Central Dispatch Request Date 10/5/2010 Adjustment Number JUSTIFICATION TO INCREASE PROJECT / ITEM: Establish an expense budget for the 2010 COPS Technology grant award from the Department of Justice for the purchase of radio equipment to implement the AWIN Communication System. JUSTIFICATION TO DECREASE PROJECT / ITEM (OR RECOGNIZING REVENUE): Recognize revenue from the 2010 COPS Technology grant award from the Department of Justice to fund implementation of the AWIN Communication System. Increase Decrease Project.Sub Account Name Account Number Budget Budget Number Minor Equipment Federal Grants - Capital 4470.9470.5210.00 750,000 08076. ▪ 2010 4470.0947.4309.00 750,000 08076. • 2010 TOTAL 750,000 750,000 Division H ad Budget i Date tor Date Departm • ► -ctor Date lo- 7.zoo Date Date e ate \\fpd\dfs\user\Admin\jcohea\COPS Technology 2010\Award\BA - Award Requested By Budget & Research Use On Type: A B C Description: wnewman E General Ledger Date Posted to General Ledger Posted to Project Accounting 0 Initial Date Initial Date Greg Tabor Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 10/5/2010 City Council Meeting Date Agenda Items Only Police Division Action Required: Police Department Acceptance of a non-matching grant award from the Department of Justice Community Oriented Policing Services (COPS) for Technology Program funding for the purchase of radio equipment and approval of a budget adjustment in the amount of $750,000. 750,000.00 Cost of this request 4470-9470-5210.00 Account Number 08076-2010 Project Number Budgeted Item 750, 000.00 Category / Project Budget AWIN Communication System Program Category / Project Name Grant Funds Used to Date Program / Project Category Name $ 750,000.00 Capital Improvements Fund Remaining Balance Fund Name Budget Adjustment Attached X Departmen 41/iktil44jr-- Attorney and Intern rvice Director 04. Date 9_17-10 Date 9-t 26i Date q -iv D to Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City 09-16-10P03 :38 RCVD Clerk's Office CAO Received in Mayor's Office Comments: Revised April 16, 2007 ave evi le www.accessfayettevifle.org'. CITY COUNCIL AGENDA MEMO THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE To: Mayor Lioneld Jordan and City Council Members From: Greg Tabor, Chief of Police Date: September 17, 2010 Subject: Acceptance of COPS Technology Grant Award for the purchase of Radio Equipment PROPOSAL: The City of Fayetteville is in the process of replacing and upgrading the 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. This grant is the third funding acquired for this project. The proposal we received in September 2010 estimated the total project cost $7.4 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 the Johnson area. These tower sites will be simulcast sites and connected to the Arkansas Wireless Information Network (AWIN). We will also replace 259 mobile radios, 360 portable radios, and 30 control stations. RECOMMENDATION: Staff recommends acceptance of this non-matching grant award from the Department of Justice Community Oriented Policing Services (COPS) for Technology Program funding for the purchase of radio equipment and approval of a budget adjustment in the amount of $750,000. BUDGET IMPACT: This grant 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 AUTHORIZING ACCEPTANCE OF A U.S. DEPARTMENT OF JUSTICE COMMUNITY ORIENTED POLICING SERVICES FOR TECHNOLOGY PROGRAM (COPS) NON-MATCHING GRANT AWARD IN THE AMOUNT OF $750,000.00, AND APPROVING A BUDGET ADJUSTMENT 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 acceptance of a U.S. Department of Justice Community Oriented Policing Services for Technology Program (COPS) non-matching grant award in the amount of $750,000.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 5th day of October, 2010. APPROVED: ATTEST: Bys I� ; — By: SONDRA E. SMITH, City Clerk/Treasurer I u NELD i _'4 1 AN, Mayor griMvendorl:= 716018462 - Gowrninent fixeuttur:--AvlayeeLi-one1dao-ricran Address: 1132West Motinta-rn Street- zSt a t Zire o d e : Tqdteville,-AR 72.70 AwardStart-Date Award uib 13--entarcEWelcian Direr By-_%grThin. g-thiVAward:DOcutnentpthe gr.entee agrees to ablk = -a11-20-Zranta'_ernis ancr_Cohditions,- threvrse sgebf 2 document and themtraaed_pages: = = =Signaturofl, cept this Atithaity .1 °Mei/1 with e= ant Award ed-Namend TitW•M;1_,awcenie iaL Dat • °nen_ -.1°r dart, Ilayoz ignaturef3ovhentOffieia1with the Anthorig to Typed Name and-ffitle of_GaVernment-Official- - - = _Accept tffi--S-. Grant Amain' =.= = _ strfients-onclaims-Anade in connection:with COPS-grantslriay resultinfines;-tmprisonment, dehlrffient froni =*_y 7--------partieipiting in fttreratnii or_ailitractsandlor remed,y3v4irablebyzlaw toAlitTedetbl Gtoternment. - _ = - = - - ,f4FTZ.Z-- - - - - U.S. Department of Justice Office of Community Oriented Policing Services 2010 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 and conditions in the 2010 COPS Technology Program Grant Owner's Manual; COPS statute (42 U.S.C. §. 3796dd, et seq.); 28 C.F.R. Part 66 or 28 C.F.R. Part 70 as applicable (governing administrative requirements for grants and cooperative agreements);.2 C.F.R. Part 225 (OMB Circular A-87), 2 C.F.R. Part 220 (OMB Circular A-21), 2 C.F.R. Part 230 (OMB Circular A-122) and 48 C.F.R. Part 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 with the Assurances and Certifications forms that were signed as part of its Technology Program application. 3. The funding under this project is for the payment of approved costs for the continued development of technologies and automated systems to assist state, local, and tribal law enforcement agencies in investigating, responding to, and preventing crime. The allowable costs for which your agency's grant has been approved are limited to those listed on the Financial Clearance Memorandum, which is included in your agency's award package. The Financial Clearance Memorandum specifies the costs that your agency is allowed to fund with your Technology grant. It also describes any costs which have been disallowed after review of your proposed budget. Your agency may not use Technology grant funds for any costs that are not identified as allowable in the Financial Clearance Memorandum. 4. Travel costs for transportation, lodging and subsistence, and related items are allowable under the Technology Program with prior approval from the COPS Office. Payment for allowable travel costs will be in accordance with 2 C.F.R. Part 225 (OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments), 2 C.F.R. Part 220 (OMB Circular A-21, Cost Principles for Educational Institutions), 2 C.F.R. Part 230 (OMB Circular A-122, Cost Principles for Non -Profit Organizations), and 48 C.F.R. Part 31.000, et seq. (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 (BIA) funds that are already 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 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 be granted no -cost extensions. Extension requests must be received prior to the end date of the award. Any extension requests received after an award has expired will be approved only under very limited circumstances. 8. Occasionally, a change in an agency's fiscal or law enforcement situation necessitates a change in its Technology Program award. Grant modifications under the Technology Program are evaluated on a case-by-case basis. All modification requests involving the purchase of new budget items must be approved, in writing, by the COPS Office prior to their implementation. In addition, please be aware that the COPS Office will not approve any modification request that results in an increase of federal funds. 9. The COPS Office may conduct monitoring or sponsor national evaluations 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. Federal law requires that law enforcement agencies receiving federal funding from the COPS Office must be monitored to ensure compliance with their grant conditions and other applicable statutory regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of grant implementation—compliance and programmatic benefits—are part of the monitoring process coordinated by the U.S. Department ofJustice. Grant monitoring activities conducted by the COPS Office include site visits, office -based grant reviews, alleged noncompliance reviews, financial and programmatic 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. Part 42 subpart 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 fin 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 govemment's expense, shall contain the following statement: "This project was supported by Grant # , awarded by the U.S. Department of Justice, Office of Community Oriented Policing Services. The opinions contained herein are those of the author(s) and do not necessarily represent the official position or policies of the U.S. Department ofJustice. References to specific companies, products, or services should not be considered an endorsement by the author(s) or the U.S. Department ofJustice. 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 (I-9). This form is to be used by recipients of federal funds to verify that persons are 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 http://www. it.ojp.gov/defau lt.aspx?area=policyAndPractic e&page=1046. 71- .,-7----ALS-3tpartmeiat(T4= OfficfComnittnity Cited FWThg Services nelmologyziliograiirranterTrms an_donditTATIts - = - f8. TIW-grantee AgMes To comvith 28.FA2.. Part=61(Procedir for Implementing theANationa-nvirlmmern.-aPialicyAVA) .7.__ - -- 1-9. tFalse stints orTlern-§made in eonne(-titm-with COAPSs-M'ants_nuyiTe sult tiffi ries, impris-tinMent, ordebarment frOrtirpartiatitig in fed-FranTrants or contrac% andfor ../m- othetqety avai labVby la_w_-- 20._Threeipient agrees to--drnpTy witlWy-additiorlal-T7equiremenls that re prm4nee period if theawarding agency7deterraine-that the= re -ell -Rent is &47—aaft-(28 aFTEM'arts 6613d 70).. = = - - — - r _ - =f= U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Office of the Director 1100 Vermont Ave., NW Washington, DC 20530 September 3, 2010 Chief of Police Greg Tabor Fayetteville, City of 100-A West Rock Street Fayetteville, AR 72701 Re: Technology Program Grant #201 OCKWX0205 ORI#: AR07201 Dear Chief of Police Tabor: Congratulations! On behalf of Attorney General Eric Holder, I am pleased to inform you that the COPS Office has approved your agency's request for funding in the amount of $750,000 under the COPS Technology Program. Enclosed in this packet is your grant award. The award document must be signed and returned to the COPS Office within 90 days from the date of this letter to officially accept your grant. Beginning on the reverse side of the grant award is a list of conditions that apply to your grant. You should read and familiarize yourself with these conditions. In addition, your Grant Owner's Manual and other important information to assist you withthe implementation of your award are available online at http://www.cops.usdoj.gov/Default.asp?Item=2431. The official start date of your grant is December 16, 2009. Therefore, you can be reimbursed for approved expenditures made on or after this date. Please carefully review the Financial Clearance Memorandum included in your award package to determine your approved budget, as some of your requested items may not. have been approved by the COPS Office during the budget review process, and grant funds may only be used for approved items. Also, please be aware that any vendor or contractor who participated in drafting your grant application may not receive federal funding for any procurement under this award. Once again, congratulations on your Technology Program award. If you have any questions about your grant, please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center at 1.800.421.6770. Sincerely, L,„ .77 4%4 - Bernard K. Melekian Director U. S. Department of Justice Community Oriented Policing Services Grants Administration Division 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 Raymond Reid, Grant Program Specialist Budget Prepared By: Raymond Reid, Grant Program Specialist Re: Law Enforcement Technology Financial Clearance Memo A fmancial 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 DUNS #: 075657742 Grant #: 2010CKWX0205 Budget Category Proposed Budget Approved Budget Adjustments Disallowed/Adjusted - Reasons/Comments Equipment $750,000.00 $750,000.00 $0.00 Direct Costs: $750,000.00 $750,000.00 $0.00 Grand Total $750,000.00 $750,000.00 $0.00 Grand Total: Federal Share: $ 750,000.00 Applicant Share: $ 0.00 Cleared Date: Overall Comments: All costs listed in this budget were programmatically approved based on the fmal Budget Detail Worksheets submitted by your agency to the COPS Office. Maintenance agreements (if applicable) must be purchased and paid in full within the three-year grant period. Prior to the obligation, expenditure or drawdown of grant funds for non-competitivecontracts 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 8/17/2010 COPS COMMUNITY ORIENTED POLICINO SERVICES U.S. DEPARTMENT OF JUSTICE ACCEPTING YOUR 2010 COPS GRANT AWARD Frequently Asked Questions HOW DO I ACCEPT THIS AWARD? Accepting your COPS award is a simple and straightforward process. The award document to accept your new grant can be found in the award packet. Other important information about your award can be found online at www.cops.usdoj.gov. You should carefully read all award information prior to signing the award document and accepting your grant. • COPS Grant Award Document — To accept your award, this document must be signed by the top law enforcement and government executives or agency executives as indicated on your award document, and then returned to the COPS Office. WHERE CAN I FIND THE SUPPORTING PAPERWORK FOR MY AWARD, SUCH AS THE GRANT OWNER'S MANUAL? For your convenience, we have several supporting documents available online at www.cops.usdoj.gov to assist you in implementing your grant. These resources include: Grant Owner's Manual Federal Financial Report (SF -425) Frequently Asked Questions (SF -425) Helpful Hints Guide (SF -425) Grant Payment Request System Infotmation SF -425 Fact Sheet Change of Information Sheet Publication Request Form Federal Civil Rights Letter WHO MUST SIGN THE AWARD DOCUMENT? The law enforcement and government executives (as indicated on your award document) that have ultimate financial and programmatic authority for the grant must sign the award document. They are generally the highest-ranking officials within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent for law enforcement executives, and Mayor, City Administrator, Tribal Chairman, or equivalent for government executives). For non -law enforcement agencies (universities, private organizations, etc.), the authorized officials are the programmatic and financial officials who have the ultimate signatory authority to sign contracts on behalf of your organization. Typically, these are the same executives who signed the forms located in your application package. ARE PHOTOCOPIED OR STAMPED SIGNATURES ACCEPTABLE ON THE AWARD DOCUMENT? No. All signatures on the award document must be original. Stamped or photocopied signatures will not be accepted. MAY I RETURN A SIGNED PHOTOCOPY OF THE AWARD DOCUMENT? No. Only a signed, original award document (i.e., the actual document mailed to you by the COPS Office) will be accepted. HOW LONG DO I HAVE TO RETURN THE SIGNED AWARD DOCUMENT? Your agency has 90 days from the date listed on the award congratulatory letter to return your signed award document to the COPS Office. Failure to return your signed award document within the 90 -day time frame will result in your inability to access grant funds, and may result in your agency being withdrawn from your COPS grant program. THE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE GIVING FINAL APPROVAL TO ACCEPT THIS GRANT. WHAT DO I DO? If your agency needs more than 90 days to sign and return the award document, please contact your Grant Program Specialist at 1.800.421.6770 to request an extension of the return period. All time extension requests for the purposes of returning the award document will be considered on a case-by-case basis. WHERE DO I MAIL THE SIGNED AWARD DOCUMENT? Your signed award document should be mailed to the following address: For the Methamphetamine Initiative and Technology Program: U.S. Depattiuent of Justice, COPS Office ATTN: [Grant Program Name] Control Desk, 9th Floor 1100 Vermont Avenue, NW Washington, DC 20530 (20005 for overnight delivery) For the COPS Hiring Program (CHP), Child Sexual Predator Program (CSPP), Secure Our Schools Program (SOS), or the Tribal Methamphetamine Initiative (Tribal —Meth): U.S. Depai tauent of Justice, COPS Office ATTN: [Grant Program Name] Control Desk, 8th Floor 1100 Vermont Avenue, NW Washington, DC 20530 (20005 for overnight delivery) PLEASE NOTE: Beginning October 18, 2010, your signed COPS award document and all other correspondence should be directed to the new COPS Office mailing address: U.S. Department of Justice, COPS Office Grants Administration Division ATTN: [Insert Program Name] Control Desk 145 N Street N.E., 11th Floor Washington, DC 20530 Before you can draw down these grant funds, the COPS Office must receive the signed award document from your agency. To ensure that we receive your signed award in a timely manner, we encourage you to submit your signed award by express or overnight delivery service. WHAT IF THE GOVERNMENT AND/OR LAW ENFORCEMENT EXECUTIVE INFORMATION ON THE AWARD DOCUMENT HAS CHANGED? Please review the information on your award document carefully. If a change in information (address, phone number, etc.) has occurred, do not change or correct that information on the award document. Rather, a Change of Information form should be submitted to our office along with the original, signed award document. Any alterations to the original award will invalidate the document. You may submit a Change of Information form online through "Account Access" at www.cops.usdoj.gov, or you may print a fillable form to submit via fax or mail. Complete the relevant part(s) of that document and submit it to the COPS Office. The COPS Office will then update our records to reflect any changes. 2 If the actual law enforcement or government executive listed on the award document has changed, the new executive in that position should simply sign the award document. Again, do not alter any executive information shown on your award document, even if it needs to be updated. Simply complete a Change of Information form as described above in order to reflect the new executive. WHERE CAN I FIND A LIST OF CONDITIONS THAT APPLY TO MY GRANT? Beginning on the reverse side of your award document, you will find your award's grant terms and conditions. The same conditions can also be found in the Grant Owner's Manual, which is available on online at www.cops.usdoj.gov. Please read and familiarize yourself with these conditions. I STILL HAVE QUESTIONS ABOUT MY AWARD. WHAT DO I DO? If you still have questions, please feel free to call the COPS Office Response Center at 1.800.421.6770 and ask to speak with your Grant Program Specialist. 3