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HomeMy WebLinkAbout116-17 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Resolution: 116-17 File Number: 2017-0280 ARKANSAS STATE POLICE MATCHING GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF AN 80/20 MATCHING GRANT FROM THE ARKANSAS STATE POLICE IN THE AMOUNT OF $24,160.00 FOR THE DEVELOPMENT OF AN ACCIDENT REPORTING INTERFACE BETWEEN THE CITY OF FAYETTEVILLE AND ARKANSAS STATE POLICE PUBLIC SAFETY SOFTWARE SYSTEMS, AND TO APPROVE 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 an 80/20 matching grant from the Arkansas State Police in the amount of $24,160.00 for the development of an accident reporting interface between the City of Fayetteville and Arkansas State Police public safety software systems. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, recognizing the grant revenue. PASSED and APPROVED on 6/6/2017 Attest: Ln'01� 0c, Sondra E. Smith, City Clerk Treasurer ,����►srrr�r�f��� Y` ;R *{� . ly ■ FAYMEVII.I E': 11411111 G To N Page 1 Printed on 617117 r ` City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 t ; I r Text File — File Number: 2017-0280 Agenda Date: 6/6/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 6 ARKANSAS STATE POLICE MATCHING GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF AN 80/20 MATCHING GRANT FROM THE ARKANSAS STATE POLICE IN THE AMOUNT OF $24,160.00 FOR THE DEVELOPMENT OF AN ACCIDENT REPORTING INTERFACE BETWEEN THE CITY OF FAYETTEVILLE AND ARKANSAS STATE POLICE PUBLIC SAFETY SOFTWARE SYSTEMS, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I: That the City Council of the City of Fayetteville, Arkansas hereby authorizes acceptance of an 80/20 matching grant from the Arkansas State Police in the amount of $24,160.00 for the development of an accident reporting interface between the City of Fayetteville and Arkansas State Police public safety software systems. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, recognizing the grant revenue. City of Fayetteville, Arkansas Page 1 Printed on 61712017 Mike Reynolds Submitted By City of Fayetteville Staff Review Form 2017-0280 Legistar File ID 6/6/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 5/19/2017 Police / Police Department Submitted Date Division / Department Action Recommendation: Staff recommends acceptance of a 20% matching grant award funded by the Arkansas State Police (ASP) for the development of an accident reporting interface between Tyler Technologies and ASP's a -Crash software and approval of a budget adjustment in the amount of $24,160. 1010.200.2920-5315.00 Account Number TBD Budget Impact: General Fund Police ASP Accident Interface Grant Project Number Project Title Budgeted Item? No Current Budget $ - Funds Obligated $ Current Balance $ - Does item have a cost? No Item Cost m_ Budget Adjustment Attached? Yes Budget Adjustment $ 24,160.00 Remaining Budget $ 24,160.04 V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: s, CITY COUNCIL AGENDA MEMO CITY OF FAYETTEVILLE ARKANSAS MEETING OF JUNE 6, 2017 TO: Mayor and City Council a� FROM: Mike Reynolds, Deputy Chief of Police DATE: May 19, 2018 SUBJECT: Grant Award from Arkansas State Police for Accident Reporting Interface RECOMMENDATION: Staff recommends acceptance of a 20% matching grant award funded by the Arkansas State Police (ASP) for the development of an accident reporting interface between Tyler Technologies and ASP's a -Crash software and approval of a budget adjustment in the amount of $24,160. BACKGROUND: The Fayetteville Police Department purchased the Accident Module from Tyler Technologies, and Tyler Technologies has developed the ASP accident form in the new police Records Management System (RMS). The ASP utilizes an electronic accident report submission program called e -Crash. The police department needs an interface between Tyler Technologies and ASP's e -Crash to electronically submit accident reports from the new RMS to the ASP. DISCUSSION: At this time, the police department copies and mails paper accident reports to the ASP. The ability to electronically submit accident reports to the ASP would greatly improve efficiency. BUDGET/STAFF IMPACT: There is currently $127,446 in the Capital Improvement Program (CIP) for project contingency related to the new police RMS project to fund the 20% grant match requirement in the amount of $6,040. Attachments: Budget Adjustment Arkansas State Police Grant Award Documents Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Asa Hutchinson Governor ARKANSAS STATE POLICE COMMISSION Dr, Levis Shepherd Chairman Arkadelpbia John Allison Vice -Chairman Canvey Bob Bums Secretary L dlk Rack ]ane Dunlap Christenson 1laaison Neff Basore Belki Viva Bill Benton Haber Springs Stephen Edwards Marianna State of Arkansas ARKANSAS STATE POLICE I State Police Plaza Drive Little Rack, Arkansas 72209-4822 www.asp.arkansas.gov "SERVING WITH PRIDE AND DISTINCTION SINCE 1935" May 10, 2017 Mr. Willie Newman Project Coordinator Fayetteville Police Dept. 100 W. Rock St. Fayetteville, AR 72701 RE:- M3DA-2017-03-03-12 eCrash System Dear Mr. Newman: William J. Bryant Director The above referenced FY 2017 Subgrant Agreement is enclosed for your review and signature. The Subgrant Agreement/Contract Terms for this program are made a part of this agreement and should be kept in your agency's file with your copy of the signed agreement. The agreement may not include all items presented in your proposal. Only those activities included in the agreement are eligible for reimbursement. Please return the signed agreement (keep the enclosed Subgrant Agreement/Contract Terms) to our office as soon as possible. We will send you a copy of the fully executed agreement. We look forward to working with your agency this year. Enclosure C: Agreement/Contract File Sincerely, Bridget White Administrator Highway Safety Office State of Arkansas —. ARKANSAS STATE POLICE 1 state Police Plaza Drive Little Rock, Arkansas 72209-4822 w .asp arkansas.gov Asa HutchinsonWilliam J. Bryant Governor "SERVING WITH PRIDE AND DISTINCTION SINCE 1935" Director 2017 HIGHWAY SAFETY SUBGRANT AGREEMENT TRAFFIC RECORDS PROGRAM RECIPIENT Fayetteville Police Dept. 100 W. Rock Street Fayetteville, AR 72701 Telephone: (479) 587-3579 Fax: (479) 587-3570 TAX ID NO. 71-6018462 TYPE OF APPLICATION Initial: X Revision: Continuation: INITIAL PROTECT STARTING DATE May 1, 2017 AMOUNT COST CATEGORY FEDERAL STATE LOCAL Personal Services Equipment Maintenance & Operation Other Direct Costs $24,160.00 $6,040.00 Contractual Services Indirect Costs GOVERNMENTAL UNIT Fayetteville Police Dept. 100 W. Rock Street Fayetteville, AR 72701 PROJECT NO. M3DA-2017-03-03-12 FAIN No: (See Invoice Form page 6) DUNS No: 075657742 PROJECT TITLE eCrash System OPERATIONAL AREA OF PROJECT City of Fayetteville, AR ;PROJECT PERIOD FUNDING PERIOD From: 05-08-2017 To: 09-30-2017 From: 05-08-2017 To: 09-30-2017 FUNDING SOURCE AMOUNT Federal $24,160.00 State Local $ 6,040.00 Total $24,160.00 16,040.00 Total 0 20 04 Page 1 of 18 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT INDEX Table of Contents TitlePage ------------------------------------------------ IndexPage ----------------------------------------------- Scope of Work -------------------------------------------- Work Statement ------------------------------------------- Subgrantee Invoice Forms ------------------------------------ Certifications and Assurances -- ------------------------------ Acceptance and authorization to Proceed - - - - - - - _ - - - - - - - - - - - - - - - - - AGREEMENT PREPARED BY: TITLE: ADDRESS: PHONE: FAX: Karen Bonds Traffic Records Program Manager Arkansas State Police I State Police Plaza Drive Little Rock, AR 72209 (501) 618 - 8405 (501) 618 - 8124 Page 2 of 18 1 2 3 4--5 6-8 9-17 18 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT SCOPE OF WORK PROJECT GOAL: To electronically capture, verify and transmit traffic crash data (e -Crash System). SUMMARY OF PROJECT OBJECTIVES: To hire a contractor/vendor to develop an interface between Fayetteville Police Department's crash data reporting system and the State of Arkansas crash system (e -Crash) software which will enable the agency to electronically capture and verify crash data which includes the exact information on the ASP approved e -Crash report form and to enable transmission of the electronic crash reports to the State eCrash central repository. METHOD OF EVALUATION BY ASP ADMINISTRATIVE: X IMPACT EVALUATION: RE,1MBURSEMENT - ACTUAL COST_ ONLY ASP will reimburse the recipient an amount equal to % of all eligible cost. X ASP will reimburse the recipient an amount equal to all eligible costs as identified in work statement. REIMBURSEMENT LIMITS Maximum amount eligible for reim- bursement: Federal Funds: $24,160.00 State Funds: -0- 2. Only those orders placed and costs incurred during the following time period shall be eligible for reimburse- ment: (Date) 05/08/2017 to (Date) 09/30/2017 3. The recipient must bear all costs not eligible for Federal reimbursement. Federal and State regulations shall be the basis for determining eligibility of costs, as detailed in the General Provisions and Subgrant Agreement/Contract Terms. This agreement may be amended only by written notice in advance in accordance with ASP policy. (See Subgrant Agreement/Contract Terms) Page 3 of 18 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT WORK STATEMENT A. The recipient, Fayetteville _Police Department, in exchange for consideration offered by the Arkansas State Police (ASP) Highway Safety Office, hereafter referred to as the Arkansas Highway Safety Office (AHSO), and in the interest of improving traffic safety, hereby agrees to pursue the achievement of the following objectives: 1) Hire a contractor/vendor to develop an interface between Fayetteville Police Department's crash data reporting system and the State of Arkansas electronic crash system (e -Crash) software to electronically capture and verify crash data which includes exact information on the ASP approved eCrash report form. Transmit electronic crash report data to the State eCrash central repository on a daily basis. a.) Develop an interface to meet ASP, ASP contractor — University of Alabama — CAPS (UA -CAPS), and AHSO specifications; b.) Make modifications to the existing City of Fayetteville system to accommodate - the interface to eCrash; c.) Maintain interface to meet ASP, UA -CAPS, & AHSO standards and criteria; and d.) Be responsible for any future updates/revisions/changes required by the ASP AHSO. 2) Submit reimbursement request only after AHSO verification of successful completion of the project objectives. 3) Submit project reports and reimbursement requests in accordance with formats provided by the ASP. Submit a report summarizing project activities/purchases along with a cover letter and supporting documentation, by the 30'h of the subsequent month in which activities are completed and expenditures are incurred. 4) Submit a final report and a final reimbursement request to the AHSO within 30 days following the end of the project period. Final payment will not be made until a satisfactory final report is submitted and all activities are successfully completed as stated in the work statements. 5) Maintain a project file for the agreement and financial documents. The file will contain a copy of the agreement, agreement terms, policies and procedures of the recipient related to this project's activities, related AHSO policies and procedures, reimbursement requests and correspondence relating to this project. Maintain the file in one location and it must be available for review by State and Federal authorities responsible for oversight of this project. Page 4 of 18 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT WORK STATEMENT B. The Arkansas Highway Safety Office (AHSO) hereby agrees to perform the following activities: 1. Reimburse the recipient for all eligible costs incurred in accordance with the provisions stated in the Subgrant Agreement/Contract Terms. An analysis of allowable costs is provided in the attached recipient invoice forms. 2. Provide reasonable consultative assistance to the recipient to aid in the achievement of project objectives. 3. Conduct administrative and/or on-site evaluations to assess the effectiveness of the project. Evaluations will include, but are not limited to, a review of activity reports examining progress toward objectives stated in the work statement, reimbursement requests, fiscal management and on-site monitoring visits. Page 5 of 18 JQ'— Arkansas State Police ; CFDA TITLE:Safe Belt Performance Grant FY2017 .AWARD AMOUNT: S24,160.00 CFDAH 20.616 FAIN # 18X9264020AR17 Recipient Request Period: _ Invoice Form GRANT K: M3DA-2017-03.03-12 JAWARD PERIOD: 05108/20117-09M/2017 Totnl Remaining Expenditures Budget CFDA TITLE:Safe Belt Performance Grant EIN Tax ID K : 71.6018462 .AWARD AMOUNT: S24,160.00 CFDAH 20.616 FAIN # 18X9264020AR17 456729 F.0960.405-17-M3DA-S - Request Period: _ :Project: a -Crash System ISubgrnntee Name: Fayetteville Police Department Telephone (479)587-3579 IMaOine Address: 100 W. Rock SbeeL Fa etteville. AR 72701 Budget Categories APPROVED BUDGET REVISED Previous Expenditures BUDGET REVISIONS BUDGET Expendilares This Period Totnl Remaining Expenditures Budget Cost Center IO7WBS AMOUNT 5100001000 SMP3021 1FJ 456729 F.0960.405-17-M3DA-S - 'Other Direct Costs REVIEWED & APPROVED TO PAY BV: Conaacmr/Vendor $24,160.00 $24,160.00 Attach Completed Detail Sheet and Mail To: Karen Bonds Arkansas State Police Highway Safety Office Kl State Police Plaza Drive Little Reek AR 72209 Total $24,160.00 $24,160.00 'LPw Vah'c f a.mere sLtcliotms under a5.0i14.W "Ca nal C w mavt ,,rcwam a ui gern pin dwser over 55,040.00 and nbove On behalf of the subgrantee listed above, I certify that the items for which payment is claimed were furnished under the authority of the law and in accordance with the terms of our grant with the Arkansas State Police, Highway Safety Program and that the charges are reasonable, proper, and no pan of this claim has been paid S' nati,mofsuh antee: I I Date: Title: 'Contact Person: Contact Phono: ARKANSAS STATE POLICE 1) JOUTLINE AGREF:M.ENT K: VENDOR K: AGENCY CODE: 1 0960 DOCK: PO K: I GOODS RECA: I MATERIAL 4: General Ledger Fund Fund Center Funds Heservalluu i% Cost Center IO7WBS AMOUNT 5100001000 SMP3021 1FJ 456729 F.0960.405-17-M3DA-S - TOTAL REVIEWED & APPROVED TO PAY BV: DATE: Funds available: Attach Completed Detail Sheet and Mail To: Karen Bonds Arkansas State Police Highway Safety Office Kl State Police Plaza Drive Little Reek AR 72209 FAXED BILLS WILL NOT BE ACCEPTED Page 6 of 18 Fayetteville Police Department FY2017 Other Direct Costs ContractorNendor Services * Refers to page 6 of the Invoice. LINE -ITEM DETAIL Attach to Page 6* e -Crash System TOTAL BILLED Page 7 of 19 FOR THE PERIOD: Transfer Totals to Page 6* �.F.a,rvsr Arkansas State Police FY2017 Subgrantee State Match Reporting Form �,�Arrs�s GRANT. M. ... M31)A-2017-03-03-12 AWARD PER1i01): {)5/08/2017-- 09130/2017: REVISED BUDGET eFDA,TITLE:` Safety Belt 1'eri6Iwiance Grunt Expenditures This Period Total Expenditures Remaining Budget AW AM) A.ivi(}T.1NT: CFDA 410.616 1Reportiu Period )froject: e -Crash System Subs raate6'Namc, Fayetteville Police Department Telephone;'#:; (479) 587 3579 Mailing Add es's: 100 W. Rock Street, Fayetteville, AR 72701 Budget Categories APPROVED I3UJX;Kf., REVISED BUDGET Previous Expenditures Expenditures This Period Total Expenditures Remaining Budget Other Direct Costs41';60'a}0 : - 24,160.00 Total - - - Aniount of this Report Signature of Subgrantee Date; `I`itfe: Contact )Verson: Willie Newman Contact Phone: (479) 587-3579 Submit to: Karen Bonds Arkansas State Police Highway Safety Office 1 State Police Plaza Drive Little Rock, Arkansas 72209 Page 8 of 18 CERTIFICATIONS AND ASSURANCES (Each fiscal year the Sub -grantee for Highway Safety must sign these Certifications and Assurances affirming that the agency complies with all requirements, including applicable Federal statutes and regulations that are in effect during the grant period Requirements that also apply to subrecipients are noted under the applicable caption.) Agency:. Fa etteville Police De artment Fiscal Year: 2017 By submitting an application for Federal grant funds under 23 U.S.C. Chapter 4 or Section 1906 the Subgrantee acknowledges and agrees to the following conditions and requirements. In my capacity as the authorizing official for Fayetteville Police Department , I hereby provide the following Certifications and Assurances. GENERAL REQUIREMENTS Applicable statues and regulations, including but not limited to: ■ 23 U.S.C. Chapter 4 — Highway Safety Act of 1966, as amended. • Sec. 1906, Pub. L. 109-59, as amended by Sec. 4011, Pub. L. 114-94 • 23 CFR part 1300—Uniform Procedures for State Highway Safety Grant Programs • 2 CFR part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards • - 2 CFR part 1201—Department of Transportation, .Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Non -Discrimination The Sub -grantee will comply with all Federal statutes and implementing regulations relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin (and 49 CFR Part 21); (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794) and the Americans with Disabilities Act of 1990 (42 USC § 12101, et seq.; PL 101-336), which prohibits discrimination on the basis of disabilities (and 49 CFR Part 27); (d) the Age Discrimination Act of 1975, as amended (42U.S.C. §§), which prohibits discrimination on the basis of age; (e) the Civil Rights Restoration Act of 1987 Pub. L. 100-259), which requires Federal -aid recipients and all sub recipients to prevent discrimination and ensure non-discrimination in all of their programs and activities (f) the Drug Abuse Office and Treatment Act of 1972 (Pub. L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (g) the comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970(Pub. L. 91-616), as amended, relating to Page 9 of 18 CERTIFICATIONS AND ASSURANCES nondiscrimination on the basis of alcohol abuse of alcoholism; (h) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (i) Title VIII of the Civil Rights Act of 1968, as amended (42 U.S.C. 3601, et seq.) relating to nondiscrimination in the sale, rental or financing of housing; 0) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; and (k) the requirements of any other nondiscrimination statute(s) which may apply to the application. BUY AMERICA ACT The Sub -grantee will comply with the provisions of the Buy America Act (49 U.S.C. 53230)) which contains the following requirements: Only steel, iron and manufactured products produced in the United States may be purchased with Federal funds unless the Secretary of Transportation determines that such domestic purchases would be inconsistent with the public interest; that such materials are not reasonably available and of a satisfactory quality; or that inclusion of domestic materials will increase the cost of the overall project contract by more -than 25 percent. Clear justification for the purchase of non-domestic items must be in the form of a waiver request submitted to and approved by the Secretary of Transportation. POLITICAL ACTIVITY (HATCH ACT). The Sub -grantee will comply, as applicable, with provisions of the Hatch Act (5 U.S.C. §§1501-1508 and 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. CERTIFICATION REGARDING FEDERAL LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Page 10 of 18 CERTIFICATIONS AND ASSURANCES Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all sub -award at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. RESTRICTION ON STATE LOBBYING None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., "grassroots") lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NFITSA funds from engaging in- direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal. CERTIFICATION REGARDING DEBARIMENT AND SUSPENSION Instructions for Primary Certification 1. By signing and submitting this proposal, the prospective primary participant is providing the certification set out below. 2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction. 3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default. Page 11 of 18 CERTIFICATIONS AND ASSURANCES 4. The prospective primary participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 5. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and coverage sections of 49 CFR Part 29. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations. 6. The prospective primary participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR Part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction. 7. The prospective primary participant further agrees by submitting this proposal that it wilt include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -Lower Tier Covered Transaction," provided by the department or agency entering into this covered transaction, without modification , in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR Part 9; subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the list of Parties Excluded from Federal Procurement and Non -procurement Programs. 9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and Information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR Part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default. Page 12 of 18 CERTIFICATIONS AND ASSURANCES Certification Regarding 1)ebarmenl,ass vMsio and Other Responsibil ity Matters - Primary -Covered Transactions (1) The prospective primary participant certifies to the best of its knowledge and belief, that its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency; (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of record, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and (d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default. (2) Where the prospective primary participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal. Instructions for'Lower Tier Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meanings set out in the Definition and Coverage sections of 49 CFR Part 29. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. Page 13 of 18 CERTIFICATIONS AND ASSURANCES 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR Part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that is it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -- Lower Tier Covered Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. (See below) 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR Part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded -from Federal Procurement and Non -procurement Programs. 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. - 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR Part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. Certilcration_Regarding Debarment, Suspension, Ineligibility and l'oluntctry Exclusion Lower Tier Covered Transactions: 1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Page 14 of 18 CERTIFICATIONS AND ASSURANCES Policy on Seat Belt Use In accordance with Executive Order 13043, Increasing Seat Belt Use in the United States, dated April 16 1997, the Grantee is encouraged to adopt and enforce on -the job seat belt use policies and programs for its employees when operating company-owned, rented, or personally owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information on how to implement such a program, or statistics on the potential benefits and cost -savings to your company or organization, please visit the Buckie Up America section on NHTSA's website at www. Nhtsa.dot.gov. Additional resources are available from the Network of Employers and employees. NETS is prepared to provide technical assistance, a simple, user-friendly program kit, and an award for achieving the President's goal of 90 percent seat belt use. NETS can be contacted at 1 (888) 221-0045 or visit its website at www.trafiricsafety.org. POLICY TO BAN TEXT MESSAGING WHILE DRIVING In accordance with Executive Order 13513, Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While Driving, States are encouraged to: (1) Adopt and enforce workplace safety policies to decrease crashed caused by distracted driving including policies to ban text messaging while driving -- a. Company-owned or — rented vehicles, or Government-owned, leased or rented vehicles; or b. Privately -owned when on official Government business or when performing any work on or behalf of the Government. (2) Conduct workplace safety initiatives in a manner commensurate with the size of the business, such as — a. Establishment of new rules and programs or re-evaluation of existing programs to prohibit text messaging while driving; and b. Education, awareness, and other outreach to employees about the safety risks associated with texting while driving. ENVIRONMENTAL IMPACT The authorizing official for this project has reviewed this agreement and hereby declares that no significant environmental impact will result from implementing this project. If, under a future revision, this project will be modified in such a manner that it would be instituted and could affect environmental quality to the extent that a review and statement would be necessary, this office is prepared to take the action necessary to comply with the National Environmental Policy Act of 1969 (42 USC 4321 et seq.) and the implementing regulations of the Council on Environmental Quality (40 CFR Parts 1500-1517) Page 15 of 18 CERTIFICATIONS AND ASSURANCES Section 402 Requirements (as amended by Pub. L. 112-141 The Governor is responsible for the administration of the State highway safety program through a State highway safety agency which has adequate powers and is suitably equipped and organized (as evidenced by appropriate oversight procedures governing such areas as procurement, financial administration, and the use, management, and disposition of equipment) to carry out the program (23 USC 402(b) (1) (A)); The political subdivisions of this State are authorized, as part of the State highway safety program, to carry out within their jurisdictions local highway safety programs which have been approved by the Governor and are in accordance with the uniform guidelines promulgated by the Secretary of Transportation (23 USC 402(b) (1) (B)); At least 40 percent of all Federal funds apportioned to this State under 23 USC 402 for this fiscal year will be expended by or for the benefit of the political subdivision of the State in carrying out local highway safety programs (23 USC 402(b) (1) (C)), unless this requirement is waived in writing; This State's highway safety program provides adequate and reasonable access for the safe and convenient movement of physically handicapped persons, including those in wheelchairs, across curbs constructed or replaced on or after July 1, 1976, at all pedestrian crosswalks (23 USC 402(b) (1) (D)); The State Highway Safety Program provides for an evidence -based traffic safety enforcement program to prevent traffic violations, crashes, and crash fatalities and injuries in areas most at risk for such incidents (23 U.S.C. 402 (b)(1)(E)) The State will implement activities in support of national highway safety goals to reduce motor vehicle related fatalities that also reflect the primary data -related crash factors within the State as identified by the State highway safety planning process, and the Sub- grantee will support these activities including: • Participation in the National high -visibility law enforcement mobilizations, • Sustained enforcement of statutes addressing impaired driving, occupant protection, and driving in excess of posted speed limits; • An annual statewide seat belt use survey in accordance with 23 CFR Part 1340 for the measurement of State safety belt use rates; • Development of statewide data systems to provide timely and effective data analysis to support allocation of highway safety resources; • Coordination of Highway Safety Plan, data collection, and information systems with the State strategic highway safety plan, as defined in section 23 U.S.C. 148 (a). 148(a). (23 U.S.C. 402 (b)(1)(F)) Page 16 of 18 CERTIFICATIONS AND ASSURANCES Law enforcement gMeies only- the Subgrantee is hereby encouraged to follow the guidelines established for vehicular pursuits issued by the International Association of Chiefs of Police that are currently in effect. (23 U.S.C. 402(j)). Other Federal Requirements Cash drawdowns will be initiated only when actually needed for disbursement. 49 CFR 18.20 Cash disbursements and balances will be reported in a timely manner as required by NI-ITSA. 49 CFR 18.21. The same standards of timing and amount, including the reporting of cash disbursement and balances, will be imposed upon any secondary recipient organizations. 49 CFR 18.41. Failure to adhere to these provisions may result in the termination of drawdown privileges. The State has submitted appropriate documentation for review to the single point of contact designated by the Governor to review Federal programs, as required by Executive Order 12372 (Intergovernmental Review of Federal Programs); Equipment acquired under .this agreement for use in highway safety program areas shall be used and kept in operation for highway safety purposes by the State; or the State, by formal agreement with appropriate officials of a political subdivision or State agency, shall cause such equipment to be used and kept in operation for highway safety purposes 23 CFR 1200.21. The Sub -grantee will comply with this provision. The Subgrantee will comply .with all applicable State procurement procedures and will maintain a financial management system that complies with the minimum requirements of 49 CFR 18.20. AUDIT REQUIRE MENTS The recipient will arrange for an organization -wide financial and compliance audit, if required by 2 CFR Part 200.501 (Formerly OMB Circular A-133), within the prescribed audit reporting cycle. The audit report must separately identify highway safety funds from other Federal funds. One (1) copy of the report will be furnished to the Arkansas State Police Highway Safety Office (ASP-HSO) within three months of the report date. Failure to furnish an acceptable audit as determined by the cognizant Federal audit agency may be a basis for denial and/or refunding of Federal funds. A copy of 2 CFR Part 200.501 is available at www.cefr.gov. The recipient has been made aware of audit requirements. The reci lent is required to inform the ASF-HSO if subject to these audit requirements, Page 17 of 18 ARKANSAS STATE POLICE HIGHWAY SAF'ET'Y SUBGRANT AGREEMENT ACCEPTANCE AND AUTHORIZATION TO PROCEED It is understood and agreed by the undersigned that a subgrant received for this agreement is subject to the Fixing America's Surface Transportation (FAST) Act and subsequent U.S. Department of Transportation funding reauthorization; and all administrative regulations governing this grant established by the U.S. Department of Transportation approved in accordance with 23 CFR fart 1301 subject to the availability of Federal funds. It is further understood that any State funds utilized within are subject to all applicable State regulations and are likewise subject to their availability. It is expressly agreed that this agreement including the Appendix (Subgrant Agreement/Contract Terms and Attachment), constitute an official part of the State's Highway Safety Program and that said recipient will meet the requirements as set forth herein. The recipient has appointed the following official representatives with legal authority to accept this subgrant agreement acknowledge the certifications and assurances on pages 9 — 17 and provide such additional information astray be required. A. SUBGRANT DIRECTOR Signature: B. AUTHORIZING Signature: Name: Chief Greg Tabor Name: Title: Chief of Police Title: Date: Mayor Date: b - Lo - II Approval to proceed, effective 05-08-2017 to 09-30-2017 with committed Federal fends of $24,160 and State funds of $ -0- , given by the State Official responsible to the Governor for administration of the State Highway Safety Program: Approved: Director, Arkansas State Police and Governor's Highway Safety Representative Date Page 18 of 18 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 POLICE (200) 2017 Requestor: W. Newman BUDGET ADJUSTMENT DESCRIPTION /JUSTIFICATION: Recognize and establish revenue and expense budgets related to the Arkansas State Police (ASP) grant award for the development of an accident reporting interface between Tyler Technologies and ASP's e -Crash. RESOLUTION/ORDINANCE COUNCIL DATE: 6/6/2017 LEGISTAR FILE ID#: 2017-0280 3a. b -a4 -cu Fell 5/19/207 7 10:05 AM Budget Director Date TYPE: DESCRIPTION: GLDATE: POSTED: TOTAL 24,160 24,160 v.20161220 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub AT Account Name 1010.200.2920-4309.01 24,160 31703 RE Federal Grants - Operational 1010.200.2920-5315.00 24,160 31703. EX Contract Services - C:\Users\losmith\AppData\Roaming\L5\Temp\cbd20249-7c2c-4265-9111-6e560603594b 1 of 1 Tyler Technologies &Arkansas State Police - Res 116-17 City of Fayetteville Staff Review Form 2017-0658 Legistar File ID N/A City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Greg Tabor 11/13/2017 POLICE (200) Submitted By Submitted Date Division/ Department Action Recommendation: Approval of a 20%matching grant application funded by the Arkansas State Police (ASP)for the development of an accident reporting interface between Tyler Technologies and ASP's e-Crash software in the total project amount of$30,200. $24,160(80%)will be grant funded by ASP with local matching funds from our Records • Management System project contingency in the amount of$6,040(20%). This grant was previously approved by Resolution 116-17, but ASP has request updated documentation for reallocation in the new fiscal year funding period. Budget Impact: Account Number Fund • Project Number Project Title • Budgeted Item? , NA Current Budget $ Funds Obligated $ - Current Balance $ _- I Does item have a cost? NA • Item Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget $ ^J V20140710 Previous Ordinance or Resolution# 116-17 Original Contract Number: Approval Date: Comments: Please sign in Blue ink. F,2 STAFF MEMO CITY OF FAYETTEVILLE ARKANSAS TO: Lioneld Jordan, Mayor FROM: Greg Tabor, Chief of Police DATE: November 10, 2017 SUBJECT: Approval of a 20% Matching Grant Application Funded by Arkansas State Police • RECOMMENDATION: Approval of a 20% matching grant application funded by the Arkansas State Police (ASP)for the development of an accident reporting interface between Tyler Technologies and ASP's e-Crash software in the total project amount of$30,200. $24,160 (80%)will be grant funded by ASP with local matching funds from our Records Management System project contingency in the amount of$6,040 (20%). This grant was previously approved by Resolution 116-17, but ASP has request updated documentation for reallocation in the new fiscal year funding period. BACKGROUND: The Fayetteville Police Department uses the accident module from Tyler Technologies, and Tyler Technologies has developed the ASP accident form in the new police RMS. ASP utilizes an electronic submission program called e-Crash. The police department needs an interface between Tyler Technologies and ASP's e-Crash to electronically submit accident reports from the new RMS to the ASP. DISCUSSION: Currently, the police department copies and mails accident reports to the ASP. The ability to electronically submit accident reports to the ASP would greatly improve efficiency. BUDGET/STAFF IMPACT: There is no budget or staff impact associated with this grant application. Attachments: Arkansas Highway Safety Office Application Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville,AR 72701 Arkansas •� Highway Safety Office4. (rev.11/o8/2017) • Fiscal Year 2018 Application for Highway Safety Funding Administrative Information Project Title:Interface Tyler Technology Arkansas Accideent software with Arkansas State Police (ASP) e-Crash software Agency/Organization: Fayetteville Police Department EIN/Tax ID and DUNS # 71-6018462 / 075657742 Mailing Address: 100 West Rock Street • Fayetteville, AR 72701 Contact Person: Willie Newman Title: Support Services Manager Phone Number: 479-587-3581 Fax Number: 479-587-3570 • E-mail Address: wnewman@fayetteville-ar.gov Goal and Strategy Addressed: The goal of this project is to enable Arkansas law enforcement agencies to electronically capture and verify traffic citations and crash reports and to transmit them to the Arkansas State Police(ASP)headquarters and other state repositories. Goal: To electronically transmit crash data to ASP's e-Crash system. Strategy: Provide Fayetteville's crash information in electronic form to upload to ASP's e- Crash software Project Period: From: 10/01/2017 To: 09/30/2018 Project Year: 1 • (Year 1, 2, 3 etc.) Amount of Federal Funds Requested: Local Match: FY2018: $24,160.00 $6,040.00 Proposing Agenc /Authe ion: Signature: Or i; / r1 - �» Date: 1(-a�-I Name: Lioneld Joni Title: Mayor AHSO Use Only Date Stamp & Time Received by: Title: Date Received: Page 1of5 Proposed Project Description I. Problem Identification: • Statewide Narrative: The Arkansas State Police (ASP), Highway Safety Office (HSO) is accepting applications from Arkansas law enforcement agencies to participate in the statewide electronic citation and crash system. This project is included in the FY 2018 Highway Safety Plan (HSP) which identifies problems related to highway safety issues and recommends projects to reduce traffic crashes, fatalities and injuries.. To effectively identify traffic crash problems in the state, accurate timely and accessible traffic data is necessary. Therefore, funding is being made available to local law enforcement agencies to secure equipment to support an in-car traffic data collection system. In 2011, the state of Arkansas began working to create an electronic citation system to be used by state(ASP, AR Highway Police, AR Game and Fish Commission) and local agencies (sheriff offices and municipal police departments) in the state. This system (eCite) facilitates field data collection and creation of citations, warnings and motorist's assist forms, transfer of issued citations, warnings and motorist's assists to a central repository, transfer of citations to Arkansas Court's Case Management Systems (CMS), data review and analysis and an on-board data retrieval service to facilitate the issuance of citations, warnings and motorist's assists. Currently all ASP troopers working the roadways have been trained and are actively using e-Cite. An electronic crash reporting component has been developed. This component allows officers to complete crash reports in the field or at the station and submit them electronically to the state's central repository. From there the crash report data is available to system stakeholders to properly manage the state's crash reporting and allocation of resources to address crash problems. The ASP and more than 100 local agencies are currently using eCite and eCrash. Local Narrative: (Description and justification for agency's participation) The Fayetteville Police Department (FPD) uses Tyler Technologies to produce crash reports that include all information the ASP is currently gathering with its e-Crash software. Each week FPD's crash reports are copied and mailed to ASP in Little Rock. In 2016, FPD sent 3,553 reports. An average is 10 pages in length, so FPD mailed approximately 35,000 sheets of paper for ASP staff to review and enter into their database. With the approval of this grant, FPD will supply our crash data electronically on a weekly or monthly basis. Furthermore, Rogers and Bentonville Police Departments are also Tyler Technology customers, and they utilize their accident software. All three law enforcement agencies would benefit from this interface development. Page 2 of 6 I. Problem Identification. Complete the table below to identify the traffic safety issues for your community (traffic crash totals for your city or county). Baseline Year: 2016 calendar (January.1 through December 31) • Baseline Baseline Measure Number A. Total number of traffic crashes 3,553 B. Total number of traffic fatalities 7 C. Number of alcohol-related traffic crashes n/a D. Number of alcohol-related traffic fatalities n/a E. Number of speed-related traffic crashes n/a F. Number of speed-related traffic fatalities n/a Baseline Year: 2016 fiscal (October 1, 2015 through Sept 30, 2016) Baseline Baseline Measure Number A. Number of Driving While Intoxicated (DWI/DUI) arrests 824 B. Number of safety belt citations 1,889 C. Number of child safety seat citations 54 _ D. Number of speed citations 1,487 • E. Number of texting/cell phone citations 1 149 F. All other traffic citations 6,926 Page 3 of 6 II. Project Plan A. Participate in the Electronic Citation and Crash Report System, concentrating on the following system components. eCite X eCrash • B. Summary of Project Objectives and Performance Measures. The objective of this project is to accomplish the following by September 30, 2018: Objectives/Performance Measures Target 1 Secure a contract with Tyler Technologies to provide interface to ASP's e-Crash 01/31/2018 2. Install software and test data is uploading to ASP e-Crash correctly 03/31/2018 3. Go live with electronic upload to ASP's e-Crash 05/01/2018 4. Complete reporting requirements and closeout 09/30/2018 • • _ Objectives/Performance Measures Target Example: 1 Secure laptop computers with HSO Grant funds 2 2. Secure laptop computers with other funds 2 3. Secure scanners with HSO Grant funds 4 4. Secure scanners with other funds 0 5. Install "in-car"stations in (number of patrol cars) 4 6. Install system in (number of laptop or desktop computers) at department 1 7. Train (number of officers) on eCite/eCrash system 8 8. Actively implement the system in cars by (date) 5/1/2018 Page 4 of 6 C. Administrative Requirements: Administrative Requirements V Agree 1. Submit Quarterly Progress Reports, by the 30th of the month following the end of the quarter. V Agree 2. Submit Requests for Reimbursement by the 30th of the month following purchases. V Agree • 3. Submit an Annual Project Report and final reimbursement request within 30 days after the end of the project. V Agree III. Budget: Budget Categories Amount Requested Equipment Contract Services (Grant) -Tyler Technologies 24,160.00 Contract Services (Local) -Tyler Technologies 6,040.00 Total 30,200.00 JUSTIFICATION: The contract services represent 80% of the contract cost with Tyler Technologies to interface FPD accident reports to ASP's e-Crash data base. The remaining 20% is included as local match. IV. Budget Narrative: Describe items to be purchased, how these items will be used, and explain why your agency needs grant funding to secure them. The FPD will contract with Tyler Technologies to provide crash report data electronically in ASP's e-Crash format. FPD's current funding levels do not allow for the development of this software interface. Without this interface, FPD will continue to mail paper copies of crash reports for their entry into ASP's database. Furthermore, this funding will assist other law enforcement agencies that use Tyler Technologies as their public safety software provider. Page 5 of 6 Tyler Technologies and ASP'S e - Crash Software City of Fayetteville Staff Review Form 2019-0366 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Greg Tabor 6/11/2019 POLICE (200) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends authorization for the renewal of a grant award from Arkansas State Police for the development of an accident interface between Tyler Technologies and ASP's e -Crash software previously approved by City Council via Resolution #116-17. Account Number Project Number Budgeted Item? NA Does item have a cost? Budget Adjustment Attached? Budget Impact: Current Budget Funds Obligated Current Balance NA Item Cost NA Budget Adjustment Remaining Budget Fund Project Title V20180321 Purchase Order Number: Previous Ordinance or Resolution # 116-17 Change Order Number: Approval Date: 17/1/1 . Original Contract Number: Comments: CITY OF FAYETTEVILLE ARKANSAS TO: Lioneld Jordan, Mayor FROM: Greg Tabor, Chief of Police\<4 � DATE: June 11, 2019 STAFF MEMO SUBJECT: Renewal of Grant Award from Arkansas State Police for Accident Reporting Interface RECOMMENDATION: Staff recommends authorization for the renewal of a grant award from Arkansas State Police for the development of an accident interface between Tyler Technologies and ASP's e - Crash software previously approved by City Council via Resolution #116-17. BACKGROUND: This grant award was approved by City Council on June 6, 2017 via Resolution #116-17. Due to unforeseen issues, this interface was not able to be completed within the original grant period. ASP allowed for renewal this grant award at a later date when the accident interface could be completed. DISCUSSION: Tyler Technologies and developers for ASP's e -Crash will be working to develop this interface and have given a three-month completion schedule. ASP has forwarded a grant renewal packet for updated signatures. Work will proceed on this accident interface upon submission of this renewal packet to ASP. BUDGET/STAFF IMPACT: Budget was previously approved via Resolution #116-17 for this grant funding and is currently assigned project #31703 in the City's project accounting system. There is no staffing impact with this renewal. Attachments: Resolution #116-17 ASP Grant Renewal Packet Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 116-17 File Number: 2017-0280 ARKANSAS STATE POLICE MATCHING GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF AN 80/20 MATCHING GRANT FROM THE ARKANSAS STATE POLICE IN THE AMOUNT OF $24,160.00 FOR THE DEVELOPMENT OF AN ACCIDENT REPORTING INTERFACE BETWEEN THE CITY OF FAYETTEVILLE AND ARKANSAS STATE POLICE PUBLIC SAFETY SOFTWARE SYSTEMS, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l: That the City Council of the City of Fayetteville, Arkansas hereby authorizes acceptance of an 80/20 matching grant from the Arkansas State Police in the amount of $24,160.00 for the development of an accident reporting interface between the City of Fayetteville and Arkansas State Police public safety software systems. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, recognizing the grant revenue. PASSED and APPROVED on 6/6/2017 Attest: Sondra E. Smith, City Clerk Treasurery.•9 ti ljliitl1ii iti0ii� �. Page t Printed on 6/7/17 State of Arkansas ARKANSAS STATE POLICE'S I State Police Plaza Drive Little Rock, Arkansas 72209-4822 ww .asp.arkansas.gov Asa Hutchinson William J. Bryant Governor "SERVING WITH PRIDE AND DISTINCTION SINCE 1935" Director 2019-2020 HIGHWAY SAFETY SUBGRANT AGREEMENT TRAFFIC RECORDS PROGRAM RECIPIENT Fayetteville Police Dept. 100 W. Rock Street Fayetteville, AR 72701 Telephone: (479) 587-3579 Fax: (479) 587-3570 TAX ID NO. 71-6018462 DUNS NO: 075657742 TYPE OF APPLICATION Initial: X Revision: Continuation: INITIAL PROJECT STARTING DATE June 1, 2019 AMOUNT COST CATEGORY FEDERAL STATE LOCAL Personal Services Equipment Maintenance & Operation Other Direct Costs $24,160.00 Contractual Services Indirect Costs $6,040.00 GOVERNMENTAL UNIT Fayetteville Police Dept. 100 W. Rock Street Fayetteville, AR 72701 PROJECT NO. HSIP148-2019-012220-38 HSIP148-2020-012220-38 FAIN No: (See Invoice Form page 6) PROJECT TITLE eCrash System OPERATIONAL AREA OF PROJECT City of Fayetteville, AR PROJECT PERIOD FUNDING PERIOD From: 06/01/2019 From: 06/01/2019 To: 09/30/2020 To: 09/30/2020 FUNDING SOURCE AMOUNT Federal $24,160.00 State Local $ 6,040.00 Total.i i1 S6,04M Total mama 11 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT INDEX Table of Contents TitlePage ------------------------------------------------ IndexPage ----------------------------------------------- Scope of Work -------------------------------------------- Work Statement ------------------------------------------- Subgrantee Invoice Forms ------------------------------------ Certifications and Assurances --- ------------------------------ Acceptance and authorization to Proceed ------------------------- AGREEMENT -- ----- - --------- AGREEMENT PREPARED BY TITLE: ADDRESS: PHONE: FAX: Karen Bonds Traffic Records Program Manager Arkansas State Police 1 State Police Plaza Drive Little Rock, AR 72209 (501) 618 - 8405 (501) 618 - 8124 Page 2 of 21 2 3 4-5 6-8 9-20 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT SCOPE OF WORK PROJECT GOAL: To electronically capture, verify and transmit traffic crash data (e -Crash System). SUMMARY OF PROJECT OBJECTIVES: To hire a contractor/vendor to develop an interface between Fayetteville Police Department's crash data reporting system and the State of Arkansas crash system (e -Crash) software which will enable the agency to electronically capture and verify crash data which includes the exact information on the ASP approved e -Crash report form and to enable transmission of the electronic crash reports to the State eCrash central repository. METHOD OF EVALUATION BY ASP ADMINISTRATIVE: X IMPACT EVALUATION: REIMBURSEMENT - ACTUAL COST ONLY ASP will reimburse the recipient an amount equal to % of all eligible cost. X ASP will reimburse the recipient an amount equal to all eligible costs as identified in work statement. REIMBURSEMENT LIMITS 1. Maximum amount eligible for reim- bursement: Federal Funds: $24,160.00 State Funds: -0- 2. Only those orders placed and costs incurred during the following time period shall be eligible for reimburse- ment: (Date) 06/01/2019 to (Date) 09/30/2020 3. The recipient must bear all costs not eligible for Federal reimbursement. Federal and State regulations shall be the basis for determining eligibility of costs, as detailed in the General Provisions and Subgrant Agreement/Contract Terms. This agreement may be amended only by written notice in advance in accordance with ASP policy. (See Subgrant Agreement/Contract Terms) Page 3 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT WORK STATEMENT A. The recipient, Fayetteville Police Department in exchange for consideration offered by the Arkansas State Police (ASP) Highway Safety Office, hereafter referred to as the Arkansas Highway Safety Office (AHSO), and in the interest of improving traffic safety, hereby agrees to pursue the achievement of the following objectives: 1) Hire a contractor/vendor to develop an interface between Fayetteville Police Department's crash data reporting system and the State of Arkansas electronic crash system (e -Crash) software to electronically capture and verify crash data which includes exact information on the ASP approved eCrash report form. Transmit electronic crash report data to the State eCrash central repository on a daily basis. a.) Develop an interface to meet ASP, ASP contractor — University of Alabama — CAPS (UA -CAPS), and AHSO specifications; b.) Make modifications to the existing City of Fayetteville system to accommodate the interface to eCrash; c.) Maintain interface to meet ASP, UA -CAPS, & AHSO standards and criteria; and d.) Be responsible for any future updates/revisions/changes required by the ASP AHSO. 2) Submit reimbursement request only after AHSO verification of successful completion of the project objectives. 3) Submit project reports and reimbursement requests in accordance with formats provided by the ASP. Submit a report summarizing project activities/purchases along with a cover letter and supporting documentation, by the 301x' of the subsequent month in which activities are completed and expenditures are incurred. 4) Submit a final report and a final reimbursement request to the AHSO within 30 days following the end of the project period. Final payment will not be made until a satisfactory final report is submitted and all activities are successfully completed as stated in the work statements. 5) Maintain a project file for the agreement and financial documents. The file will contain a copy of the agreement, agreement terms, policies and procedures of the recipient related to this project's activities, related AHSO policies and procedures, reimbursement requests and correspondence relating to this project. Maintain the file in one location and it must be available for review by State and Federal authorities responsible for oversight of this project. Page 4 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT WORK STATEMENT B. The Arkansas Highway Safety Office (AHSO) hereby agrees to perform the following activities: 1. Reimburse the recipient for all eligible costs incurred in accordance with the provisions stated in the Subgrant Agreement/Contract Terms. An analysis of allowable costs is provided in the attached recipient invoice forms. 2. Provide reasonable consultative assistance to the recipient to aid in the achievement of project objectives. 3. Conduct administrative and/or on-site evaluations to assess the effectiveness of the project. Evaluations will include, but are not limited to, a review of activity reports examining progress toward objectives stated in the work statement, reimbursement requests, fiscal management and on-site monitoring visits. Page 5 of 21 Arkansas State Police FY2019-2020 ' Recipient 11—i'. F.Q� — GRANTN: HSIP148-2019-012220-38 AWARD PERIOD: 06/01!2019. 091JW2020 HSIPl48-2020-012220.38 CFDA TITLE: Hi hwa Safe Im rovement PMEL EIN Tax 15 N): 71-6018462 AWARD AMOUNT: 524.160.00 CFDAN 20.205 FAIN # 050076162ZS30 SNIP3070 IFJ Re nest Period• Project: a -Crash System lSubgranlee Name: I Fayetteville Police Department f Telenhone (479)587-3579 72701 Budget Categories APPROVED BUDGET REVISED Previous Expenditures BUDGET REVISIONS BUDGET Expenditures This Period Total Remaining Expenditures Budget 09tr0 DOCNt PO #: GOODS REC.N: MATERIAL N: 456837 F.0960.I481P19ECRASH-S - 5/00001000 SNIP3070 IFJ 456837 F.0960.1481P10ECRASH-S Other Direct Costs ContractorNendor $24,160.00 $24,160.00 DATE: Funds available: Altach Completed Detail Sheet and Mail To: Karen Bonds Arkansas State Police Highway Safety Once NI State Police Plaza Drive little Rack, AR 72209 Total $24,160.00 124,160.00 "Law Value N meet ure asesunder S5,000.00, **Capital Equipment re t5enis Mlipinexti purchases aver S5,000,00 and above On behalf of the subgrantee listed above, I certify that the items for which payment is claimed were furnished under the authority of the law and in accordance with the terms of our grant with the Arkansas State Police, Highway Safety Program and that the charges are reasonable, proper, and no part of this claim has been paid. Si nature of Sub rantee: Dale: Title: Contact Person: lContact Phone: ARKANSAS STATI: POLICE USE ONLYOUTLINE AGREEMENT N: VENUOR N: AGF,NCV CODE: 09tr0 DOCNt PO #: GOODS REC.N: MATERIAL N: Genernl Ledger .N Fund Fund Center Funds Reservalian N Cost Center IWWBS AMOUNT 5100001000 SNIP3070 IFJ 456837 F.0960.I481P19ECRASH-S - 5/00001000 SNIP3070 IFJ 456837 F.0960.1481P10ECRASH-S TOTAL. REVIEWED & APPROVED TO PAY BY: DATE: Funds available: Altach Completed Detail Sheet and Mail To: Karen Bonds Arkansas State Police Highway Safety Once NI State Police Plaza Drive little Rack, AR 72209 Page 6 of 21 Fayetteville Police Department FY2019-2020 Other Direct Costs ContractorNendor Services * Refers to page 6 of the Invoice. LINE -ITEM DETAIL e -Crash System TOTAL BILLED Page 7 of 21 FOR THE PERIOD: Attach to Page 6* Transfer Totals to Page 6* Arkansas State Police FY2019-2020 Subgrantee State Match Reporting Form GRANT #: RSIP148-2019-012220-38 .AWARD PERIOD: 06/01/2019 - 09/30/2020 REVISED BUDGET HSIP148-2020-012220-38 iCFDA TITLE: highway SafetyIm rovement Program Expenditures This Period Total Expenditures EIN (Tax ID #): 71-6018462 'AWARD AMOUNT: 24,160.00 CFllA # 20.205 Reporting Period: Project: e -Crash System Sub rantee Name: Fayetteville Police Department Tele hone #: (479) 587 3579 Mailing Address: 100 W. Rock Street, Fayetteville, AR 72701 Budget Cate ories APPROVED BUDGET REVISED BUDGET Previous Expenditures Expenditures This Period Total Expenditures Remaining Budget Contact Phone: (479) 587-3579 Other Direct Costs _ Vendor Services 6,040.00 - - 6,040.00 Total _ _ - Amount of this Report h 7) VA Signature of Subgran ' Date: Title: Contact Person: Willie Newman Contact Phone: (479) 587-3579 Submit to: Karen Bonds Arkansas State Police Highway Safety Office 1 State Police Plaza Drive Little Rock, Arkansas 72209 Page 8 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES [Each fiscal year, the subrecipient for Highway Safety must sign these Certifications and Assurances affirming that the agency complies with all requirements, including applicable Federal statutes and regulations, that are in effect during the grant period. Requirements that also apply to subrecipients are noted under the applicable caption.] Agency: Fayetteville Police Department Fiscal Year: 2019-2020 By submitting an application for Federal grant funds under 212 U.S.C. Chapter 4 or Section 1906, the subrecipient acknowledges and agrees to the following conditions and requirements. In my capacity as the authorizing official for Fayetteville Police Department I hereby provide the following Certifications and Assurances: GENERAL REQUIREMENTS Applicable statutes and regulations, including but not limited to: •212 U.S.C. Chapter 4 — Highway Safety Act of 1966, as amended -Sec. 1906, Pub. L. 109-59, as amended by Sec. 4011, Pub. L. 114-94 •212 CFR part 11200 — Uniform Procedures for State Highway Safety Grant Programs •2 CFR part 200 — Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards •2 CFR part 1201 — Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards INTERGOVERNMENTAL REVIEW OF FEDERAL PROGRAMS The State has submitted appropriate documentation for review to the single point of contact designated by the Governor to review Federal programs, as required by Executive Order 121272 (Intergovernmental Review of Federal Programs). FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT (FFATA) The State will comply with FFATA guidance, OMB Guidance on FFATA Subaward and Executive Compensation Reporting, August 27, 2010, (https://www.fsrs,t,,ov/documents/OMB Guidance on-FFATA Subaward and Executive Com pensation Reporting 0827201 O.Vdf) by reporting to FSRS.gov for each sub -grant awarded: • Name of the entity receiving the award; • Amount of the award; • Information on the award including transaction type, funding agency, the North American Industry Classification System code or Catalog of Federal Domestic Assistance number (where applicable), program source; • Location of the entity receiving the award and the primary location of performance under the award, including the city, State, congressional district, and country; and an award title descriptive of the purpose of each funding action; Page 9 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES • A unique identifier (DUNS); • The names and total compensation of the five most highly compensated officers of the entity if: (i) the entity in the preceding fiscal year received— (I) 80 percent or more of its annual gross revenues in Federal awards; (11) $25,000,000 or more in annual gross revenues from Federal awards; and (ii) the public does not have access to information about the compensation of the senior executives of the entity through periodic reports filed under section 112(a) or 15(d) of the Securities Exchange Act of 19124 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986; • Other relevant information specified by OMB guidance. NONDISCRIMINATION (applies to subrecipients as well as States) The State highway safety agency will comply with all Federal statutes and implementing regulations relating to nondiscrimination ("Federal Nondiscrimination Authorities"). These include but are not limited to: • Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin) and 49 CFR part 21; • The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal -aid programs and projects); • Federal -Aid Highway Act of 19712, (212 U.S.C. 1224 et seq.), and Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-16812 and 1685-1686) (prohibit discrimination on the basis of sex); • Section 504 of the Rehabilitation Act of 19712, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27; • The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age); • The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 19712, by expanding the definition of the terms "programs or activities" to include all of the • programs or activities of the Federal aid recipients, sub -recipients and contractors, whether such programs or activities are Federally -funded or not); • Titles 11 and III of the Americans with Disabilities Act (42 U.S.C. 121121-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 127 and 128; Page 10 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low -Income Populations (prevents discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations); and Executive Order 112166, Improving Access to Services for Persons with Limited English Proficiency (guards against Title VI national origin discrimination/discrimination because of limited English proficiency (LEP) by ensuring that funding recipients take reasonable steps to ensure that LEP persons have meaningful access to programs (70 FR at 74087 to 74100). The State highway safety agency— Will take all measures necessary to ensure that no person in the United States shall, on the grounds of race, color, national origin, disability, sex, age, limited English proficiency, or membership in any other class protected by Federal Nondiscrimination Authorities, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any of its programs or activities, so long as any portion of the program is Federally -assisted. Will administer the program in a manner that reasonably ensures that any of its subrecipients, contractors, subcontractors, and consultants receiving Federal financial assistance under this program will comply with all requirements of the Non - Discrimination Authorities identified in this Assurance; Agrees to comply (and require any of its subrecipients, contractors, subcontractors, and consultants to comply) with all applicable provisions of law or regulation governing US DOT's, FHWA or NHTSA's access to records, accounts, documents, information, facilities, and staff, and to cooperate and comply with any program or compliance reviews, and/or complaint investigations conducted by US DOT, FHWA or NHTSA under any Federal Nondiscrimination Authority; Acknowledges that the United States has a right to seek judicial enforcement with regard to any matter arising under these Non -Discrimination Authorities and this Assurance; • Insert in all contracts and funding agreements with other State or private entities the following clause: "During the performance of this contract/funding agreement, the contractor/funding recipient agrees to comply with all Federal nondiscrimination laws and regulations, as may be amended from time to time; Not to participate directly or indirectly in the discrimination prohibited by any Federal non-discrimination law or regulation, as set forth in Appendix B of 49 CFR part 21 and herein; Page 11 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES a. To permit access to its books, records, accounts, other sources of information, and its facilities as required by the State highway safety office, US DOT, FHWA or NHTSA; b. That, in event a contractor/funding recipient fails to comply with any nondiscrimination provisions in this contract/funding agreement, the State highway safety agency will have the right to impose such contract/agreement sanctions as it or FHWA determine are appropriate, including but not limited to withholding payments to the contractor/funding recipient under the contract/agreement until the contractor/funding recipient complies; and/or cancelling, terminating, or suspending a contract or funding agreement, in whole or in part; and c. To insert this clause, including paragraphs a through e, in every subcontract and subagreement and in every solicitation for a subcontract or sub -agreement, that receives Federal funds under this program. THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 81012) The State will provide a drug-free workplace by: a. 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; b. Establishing a drug-free awareness program to inform employees about: o The dangers of drug abuse in the workplace. o The grantee's policy of maintaining a drug-free workplace. o Any available drug counseling, rehabilitation, and employee assistance programs. o The penalties that may be imposed upon employees for drug violations occurring in the workplace. o Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (a). c. Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will — o Abide by the terms of the statement. o Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. d. Notifying the agency within ten days after receiving notice under subparagraph (c)(2) from an employee or otherwise receiving actual notice of such conviction. Page 12 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES e. Taking one of the following actions, within 120 days of receiving notice under subparagraph (c)(2), with respect to any employee who is so convicted — o Taking appropriate personnel action against such an employee, up to and including termination. o 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. f. Making a good faith effort to continue to maintain a drug-free workplace through implementation of all of the paragraphs above. POLITICAL ACTIVITY (HATCH ACT) (applies to subrecipients as well as States) The State will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. CERTIFICATION REGARDING FEDERAL LOBBYING (applies to subrecipients as well as States) Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all sub -award at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. Page 13 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 11252, title 121, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. RESTRICTION ON STATE LOBBYING (applies to subrecipients as well as States) None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., "grassroots") lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal. CERTIFICATION REGARDING DEBARMENT AND SUSPENSION (applies to subrecipients as well as States) Instructions for Primary Certification (,States) 1. By signing and submitting this proposal, the prospective primary participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR Parts 180 and 11200. 2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction. 3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default or may pursue suspension or debarment. The prospective primary participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary participant learns Page 14 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms covered transaction, debarment, suspension, ineligible, lower tier, participant, person, primary tier, principal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and coverage sections of 2 CFR Part 180. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations. 5. The prospective primary participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by NHTSA. 6. The prospective primary participant further agrees by submitting this proposal that it will include the clause titled "Instructions for Lower Tier Certification" including the "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction," provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR Parts 180 and 11200. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the list of Parties Excluded from Federal Procurement and Non -procurement Programs. 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, the department or agency may disallow costs, annul or terminate the transaction, issue a stop work order, debar or suspend you, or take other remedies as appropriate. Cerlifrcation Regarding Debarment. Suspension. and Other Responsibility Matters -Primary Covered Transactions Page 15 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES (1) The prospective primary participant certifies to the best of its knowledge and belief, that its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency; (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of record, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and (d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default. (2) Where the prospective primary participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal. Instructions for Lower Tier Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR Parts 180 and 11200. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms covered transaction, debarment, suspension, ineligible, lower tier, participant, person, primary tier, principal, and voluntarily excluded, as used in this clause, have the meanings set out in the Definition and Coverage sections of 2 CFR Part 180. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier Page 16 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by NHTSA. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled "Instructions for Lower Tier Certification" including the "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion — Lower Tier Covered Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR Parts 180 and 11200. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debannent under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Non -procurement Programs. 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, the department or agency with which this transaction originated may disallow costs, annul or terminate the transaction, issue a stop work order, debar or suspend you, or take other remedies as appropriate. Certification ,Regarding Debarment. Suspension, Ineli igbilrty and Voluntary &clusion -- Lower Tier Covered Transactions: 1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Page 17 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES BUY AMERICA ACT (applies to subrecipients as well as States) The State and each subrecipient will comply with the Buy America requirement (212 U.S.C. 12112) when purchasing items using Federal funds. Buy America requires a State, or subrecipient, to purchase only steel, iron and manufactured products produced in the United States with Federal funds, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification to and approved by the Secretary of Transportation. PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to subrecipients as well as States) The State and each subrecipient will not use 212 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists. POLICY ON SEAT BELT USE In accordance with Executive Order 1120412, Increasing Seat Belt Use in the United States, dated April 16, 1997, the Grantee is encouraged to adopt and enforce on-the-job seat belt use policies and programs for its employees when operating company-owned, rented, or personally -owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information on how to implement such a program, or statistics on the potential benefits and cost -savings to your company or organization, please visit the Buckle Up America section on NHTSA's website at wwww.nhtsa.dot.gov. Additional resources are available from the Network of Employers for Traffic Safety (NETS), a public-private partnership headquartered in the Washington, D.C. metropolitan area, and dedicated to improving the traffic safety practices of employers and employees. NETS is prepared to provide technical assistance, a simple, user-friendly program kit, and an award for achieving the President's goal of 90 percent seat belt use. NETS can be contacted at 1 (888) 221- 0045 or visit its website at www.trafficsafetv.orE. POLICY ON BANNING TEXT MESSAGING WHILE DRIVING In accordance with Executive Order 1125112, Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 12902.10, Text Messaging While Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused by distracted driving, including policies to ban text messaging while driving company-owned or -rented vehicles, Government-owned, leased or rented vehicles, or privately -owned when on official Government business or when performing any work on or behalf of the Government. States are also encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business, such as establishment of new rules and programs or re-evaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving. Page 18 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES SECTION 402 REQUIREMENTS 1. To the best of my personal knowledge, the information submitted in the Highway Safety Plan in support of the State's application for a grant under 212 U.S.C. 402 is accurate and complete. 2. The Governor is the responsible official for the administration of the State highway safety program, by appointing a Governor's Representative for Highway Safety who shall be responsible for a State highway safety agency that has adequate powers and is suitably equipped and organized (as evidenced by appropriate oversight procedures governing such areas as procurement, financial administration, and the use, management, and disposition of equipment) to carry out the program. (212 U.S.C. 402(b)(1)(A)) The political subdivisions of this State are authorized, as part of the State highway safety program, to carry out within their jurisdictions local highway safety programs which have been approved by the Governor and are in accordance with the uniform guidelines promulgated by the Secretary of Transportation. (212 U.S.C. 402(b)(1)(13)) 4. At least 40 percent of all Federal funds apportioned to this State under 212 U.S.C. 402 for this fiscal year will be expended by or for the benefit of political subdivisions of the State in carrying out local highway safety programs (212 U.S.C. 402(b)(1)(C)) or 95 percent by and for the benefit of Indian tribes (212 U.S.C. 402(h)(2)), unless this requirement is waived in writing. (This provision is not applicable to the District of Columbia, Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands.) 5. The State's highway safety program provides adequate and reasonable access for the safe and convenient movement of physically handicapped persons, including those in wheelchairs, across curbs constructed or replaced on or after July 1, 1976, at all pedestrian crosswalks. (212 U.S.C. 402(b)(1)(D)) 6. The State will provide for an evidenced -based traffic safety enforcement program to prevent traffic violations, crashes, and crash fatalities and injuries in areas most at risk for such incidents. (212 U.S.C. 402(b)(1)(E)) 7. The State will implement activities in support of national highway safety goals to reduce motor vehicle related fatalities that also reflect the primary data -related crash factors within the State, as identified by the State highway safety planning process, including: Page 19 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT CERTIFICATIONS AND ASSURANCES • Participation in the National high -visibility law enforcement mobilizations as identified annually in the NHTSA Communications Calendar, including not less than 12 mobilization campaigns in each fiscal year to — o Reduce alcohol -impaired or drug -impaired operation of motor vehicles; and o Increase use of seatbelts by occupants of motor vehicles; • Submission of information regarding mobilization participation in accordance with 212 CFR part 11200.11(d)(6)(ii); • Sustained enforcement of statutes addressing impaired driving, occupant protection, and driving in excess of posted speed limits; • An annual Statewide seat belt use survey in accordance with 212 CFR part 11240 for the measurement of State seat belt use rates, except for the Secretary of Interior on behalf of Indian tribes; • Development of Statewide data systems to provide timely and effective data analysis to support allocation of highway safety resources; • Coordination of Highway Safety Plan, data collection, and information systems with the State strategic highway safety plan, as defined in 212 U.S.C. 148(a). (212 U.S.C. 402(b)(1)(F)) 8. The State will actively encourage all relevant law enforcement agencies in the State to follow the guidelines established for vehicular pursuits issued by the International Association of Chiefs of Police that are currently in effect. (212 U.S.C. 4020)) 9. The State will not expend Section 402 funds to carry out a program to purchase, operate, or maintain an automated traffic enforcement system. (212 U.S.C. 402(c)(4)) AUDIT REQUIREMENTS The recipient will arrange for an organization -wide financial and compliance audit, if required by 2 CFR Part 200.501 (Formerly OMB Circular A-11212), within the prescribed audit reporting cycle. The audit report must separately identify highway safety funds from other Federal funds. One (1) copy of the report will be furnished to the Arkansas State Police Highway Safety Office (ASP-HSO) within three months of the report date. Failure to furnish an acceptable audit as determined by the cognizant Federal audit agency may be a basis for denial and/or refunding of Federal funds. A copy of 2 CFR Part 200.501 is available at www.ecfr.gov. The recipient has been made aware of audit requirements. The recipient is required to inform the ASP-HSO if subiect to these audit requirements. Page 20 of 21 ARKANSAS STATE POLICE HIGHWAY SAFETY SUBGRANT AGREEMENT ACCEPTANCE AND AUTHORIZATION TO PROCEED It is understood and agreed by the undersigned that a subgrant received for this agreement is subject to the Fixing America's Surface Transportation (FAST) Act; subsequent U.S. Department of Transportation funding reauthorization; and all administrative regulations governing this grant established by the U.S. Department of Transportation approved in accordance with 2 CFR Part 1201 subject to the availability of Federal funds. It is further understood that any State funds utilized within are subject to all applicable State regulations and are likewise subject to their availability. It is expressly agreed that this agreement including the Appendix (Subgrant Agreement/Contract Terms and Attachment), constitute an official part of the State's Highway Safety Program and that said recipient will meet the requirements as set forth herein. The recipient has appointed the following official representatives with legal authority to accept this subgrant agreement acknowledge the certifications and assurances on pages 9 — 20 and provide such additional information as may be required. A. SUBGRANT DIRECTOR B. AUTHORIZING Signature: Signature: Name: Greg Tabor Name: Title: Chief of Police Title: Mayor Lioneld Jordan Date: � " H q Date: � —' — Approval to proceed, effective 06-01-2017 to 09-30-2020 with committed Federal funds of $24,160 and State funds of $ -0- , given by the State Official responsible to the Governor for administration of the State Highway Safety Program: Approved: Director, Arkansas State Police and Governor's Highway Safety Representative Date Page 21 of 21