HomeMy Public PortalAbout09-7944 Community Oriented policing services Sponsored by: City Manager
RESOLUTION NO. n 9-7 9 a a
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY
MANAGER TO ACCEPT THE AWARD OF GRANT FUNDS
FROM THE DEPARTMENT OF JUSTICE COMMUNITY
ORIENTED POLICING SERVICES (COPS) LAW
ENFORCEMENT TECHNOLOGY GRANT IN THE
AMOUNT OF SEVENTY FIVE THOUSAND DOLLARS
($75,000.00) FOR THE CITY OF OPA-LOCKA POLICE
DEPARTMENT
WHEREAS, the City of Opa-locka ("City") is committed to finding external sources of
funding from county, state and federal grants; and
WHEREAS, the Opa-locka Police Department has applied for grant funds from the U.S.
Department of Justice, Community Oriented Policing Services (COPS); and
WHEREAS, the City has received notification that it has been awarded grant funds from
the Law Enforcement Technology Grant in the amount of Seventy Five Thousand Dollars
($75,000.00); and
WHEREAS, the grant was awarded to fund the purchase of technology equipment for
the City's Police Department; and
WHEREAS, the City Manager is requesting authorization to accept the awarded COPS
Law Enforcement Technology Grant funds on behalf of the Opa-locka Police Department for the
purchase of computers and printers for the Police Department.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION
OF THE CITY OF OPA-LOCKA,FLORIDA:
Section 1. The recitals to the preamble are hereby incorporated by reference.
Resolution No. 0 9-7 9 4 4
Section 2. The City Commission of the City of Opa-locka hereby authorizes the City
Manager to accept the award of grant funds from the Department of Justice Community Oriented
Policing Services (COPS) Law Enforcement Technology Grant in the amount of Seventy Five
Thousand Dollars ($75,000.00), on behalf of the Opa-locka Police Department.
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this 14 day of OCTOBER , 2009.
JOSEP L ltOR KELLEY
Attest: Approved as to form and legal sufficiency:
Debor. S. Irby Burnadette Nortis, Veeks
City Clerk City Attorney
Moved by: JOHNSON
Seconded by: HOLMES
Commission Vote: 5-0
Commissioner Holmes: YES
Commissioner Johnson: YES
Commissioner Tydus: YES
Vice-Mayor Taylor: YES
Mayor Kelley: YES
4:;4 Nom,,,4tG �IA+� f} ! `(„/'
ggiorichz,
Memorandum
TO: Mayor Joseph Kelley
Vice-Mayor Myra L. Taylor
Commissioner Doro, y Johnson
Commissioner /1" • •thy Holmes
Commissioner
71 ose Tydus
FROM: Bryan K. Finnie, ' Nim City Manager
DATE: September 24,
RE: Acceptant and Authorization of Department of Justice Grant Awards
Request: A RESOLUTION OF THE CITY OF OPA-LOCKA, FLORIDA
AUTHORIZING THE CITY MANAGER AND THE CHIEF OF POLICE TO
ACCEPT AND EXPEND GRANT AWARDED FROM THE DEPARTMENT
OF JUSTICE: LAW ENFORCEMENT TECHNOLOGY GRANT FOR THE
AMOUNT OF SEVENTY FIVE THOUSAND DOLLARS ($75,000).
Description: The Police Department is committed to finding external resources in terms of grant funding
from the county, state and federal government to augment polices services. On July 20, 2009
an application was submitted to the Department of Justice, Office of Community Oriented
Policing Services (COPS) Technology Program and was awarded. The proceeds will be
expended for purchase of computers and printers for the Police Department.
Financial Impact: No Fiscal Impact. One hundred percent of the proceeds are grant dollars.
Implementation Timeline: Immediately
Legislative History: None
Recommendation(s): Staff recommends approval.
Analysis: This recommendation is based on the OJP Award Letter.
Attachments: Award Letter
Contract
PREPARED BY: Charmaine Parchment
U. S. Department of Justice
:*) Community ()fielded Policing Services
(.;rants Administration Division
law Enforcement Technology
Treasuo Account Symbol (TAS) 15X0406
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11,:c ,kneweiw, >>i clainr,niJe in conot3etion with t grants may R."4,111 in fine s. imprisonment_debarment from
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U.S.Department of Justice
Office of Community Oriented Policing Services
Technology Program Grant Terms and Conditions
By signing the Award Document to accept this Technology Program grant,your agency agrees to abide by the following grant conditions:
1. The grantee agrees to comply with the terms and conditions in this 2009 COPS Technology Program Grant Owner's Manual;COPS statute(42 U.S.C.§.3796dd,et seq.);28
C.F.R.Part 66 or 28 C.F.R.Part 70 as applicable(governing administrative requirements for grants and cooperative agreements);2 C.F.R.Part 225(OMB CircularA-87),2
C.P.R.Part 220(OMB Circular A-21),2 C.F.R.Part 230(OMB Circular A-122)and 48 C.F.R.Part 31.000 et seq.(FAR 31.2)as applicable(governing cost principles);OMB
Circular A-133(governing audits);representations made in the COPS Technology Program grant application;and all other applicable program requirements,laws,orders,
regulations,or circulars.
2. The grantee acknowledges its agreement to comply with the Assurances and Certifications forms that were submitted as part of its Technology Program application.
3. The funding under this project is for the payment of approved costs for the continued development of technologies and automated systems to assist state,local,and tribal law
enforcement agencies in investigating,responding to,and preventing crime.The allowable costs for which your agency's grant has been approved are limited to those listed on
the Financial Clearance Memorandum,which is included in your agency's award package.
The Financial Clearance Memorandum specifies the costs that your agency is allowed to fund with your Technology grant.It also describes any costs which have been
disallowed after review of your proposed budget.Your agency may not use Technology grant funds for any costs that are not identified as allowable in the Financial
Clearance Memorandum.
4. Travel costs for transportation,lodging and subsistence,and related items are allowable under the Technology Program with prior approval from the COPS Office.Payment
for allowable travel costs will be in accordance with 2 C.F.R.Part 225(OMB Circular A-87,Cost Principles for State,Local,and Indian Tribal Governments),2 C.F.R.Part 220
(OMB Circular A-2I,Cost Principles for Educational Institutions),2 C.F.R.Part 230(OMB Circular A-122,Cost Principles for Non-Profit Organizations),and 48 C.F.R.Part
31.000,et seq.(FAR-31.2,Cost Principles for Commercial Organizations),as applicable.
5. When procuring information-sharing services,hardware,software,or other equipment,the grantee agrees to procure and implement those items in accordance with the
applicable standards outlined in the terms and conditions of the Grant Owner's Manual.
6. State,local,and tribal governments must use Technology Program grant funds to supplement,and not supplant,state,local,or Bureau of Indian Affairs(BIA)funds that are
already committed or otherwise would have been committed for grant purposes(hiring,training,purchases,and/or activities)during the grant period.in other words,grantees
may not use COPS funds to supplant(replace)state,local,or Bureau of Indian Affairs funds that would have been dedicated to the COPS-funded item(s)in the absence of the
COPS grant.
7. Your agency may request an extension of the grant award period to receive additional time to implement your grant program.Such extensions do not provide additional
funding.Only those grantees that can provide a reasonable justification for delays will be granted no-cost extensions.Extension requests must be received prior to the end
date of the award.Any extension requests received after an award has expired will be approved only under very limited circumstances.
8. Occasionally,a change in an agency's fiscal or law enforcement situation necessitates a change in its Technology Program award.Grant modifications under the Technology
Program are evaluated on a case-by-case basis.Movement of dollars between approved budget categories(as reflected in the original Financial Clearance Memorandum
provided with the Award Document)or other budget modifications are allowed up to ten percent(10%)of the total award amount as last approved by the COPS Office,provided
there is no change in project scope.When any cumulative changes exceed ten percent of the total award amount or change the scope of the project,prior approval from the
COPS Office is required.The grantee must promptly notify the COPS Office in writing of proposed changes in excess of ten percent of the total award amount,and must obtain
written approval from COPS for these changes before incurring the proposed costs.In addition,please be aware that the COPS Office will not approve any modification request
that results in an increase of federal funds.
9. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Technology Program.The grantee agrees to cooperate with the monitors and
evaluators.
10. To assist the COPS Office in the monitoring of your award,your agency will be responsible for submitting periodic programmatic progress reports and quarterly financial
reports.
1 I. Federal law requires that law enforcement agencies receiving federal funding from the COPS Office must be monitored to ensure compliance with their grant conditions and
other applicable statutory regulations.The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing.Both aspects of
grant implementation—compliance and programmatic benefits—are part of the monitoring process coordinated by the U.S.Department of Justice.Grant monitoring activities
conducted by the COPS Office include site visits,office based grant reviews,alleged noncompliance reviews,financial and program reporting,and audit resolution.As a COPS
Technology grantee,you agree to cooperate with and respond to any requests for information pertaining to your grant.
12. All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the development and implementation of an Equal Employment
Opportunity Plan(28 C.F.R.Part 42 subpart E).
13. Grantees using Technology Program funds to operate an interjurisdictional criminal intelligence system must comply with operating principles of 28 C.F.R.Part 23.The
grantee acknowledges that it has completed,signed and submitted with its grant application the relevant Special Condition certifying its compliance with 28 C.F.R.Part 23.
14. Grantees who have been awarded funding for the procurement of an item(or group of items)or service in excess of S100,000 and who plan to seek approval for use of a
noncompetitive procurement process must provide a written sole source justification to the COPS Office for approval prior to obligating,expending,or drawing down grant
funds for that item.
15. The grantee agrees to submit one copy of all reports and proposed publications resulting from this grant 20 days prior to public release.Any publications(including written,
software,visual,or sound,but excluding press releases,newsletters,and issue analyses),whether published at the recipient's or government's expense,shall contain the
following statement:"This project was supported by Grant# ,awarded by the U.S.Department of Justice,Office of Community Oriented Policing Services.The
opinions contained herein are those of the author(s)and do not necessarily represent the official position or policies of the U.S.Department of Justice.References to specific
companies,products,or services should not be considered an endorsement by the author(s)or the U.S.Department of Justice.Rather,the references are illustrations to
supplement discussion of the issues."
16. The grantee agrees to complete and keep on file,as appropriate,a Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form(1-9).This
form is to he used by recipients of federal funds to verify that persons are eligible to work in the United States.
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Grants Administration Division
Law Enforcenrent'Tcchnologv
\lemorantlttm
I u: ChictJames Smith
Ctpa-l..ocka,City of
From: Audrey, A. Dorr. Assistant Director for Giants Administration
Pete Borges,Grant Program Specialist
Budget Prepared By. Pete Borges.Giant Program Specialist
Ire:
Law Enforcement Technology Financial Clearance l\iemo
A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable.allo++able_ and
consistent o+ith existing guidelines. Exceptions Adjustments ate noted below
0,1P Vendor 0: 596000394 t)1t)t;t FL111312 I)tUNS 0: 9611202360 Cram#: 2009t:'KWX0545
Itu�l�et tategory Prtnose l Budget _1l,pruretl Budget Ailipstments Disallowed/Adjusted-I eas.ousr('onitncuts
It.cinipment 5,5.000400 57:c,0O0,0t1 50.00
tra;tectt osts. "ti75,000.00 1;Z N)tl tilt ).ti0
!Grand I n,tal 575,1)00.00 S75,00100 S0.0(1
Federal Share: S 75,000.00
(rand "Total:
{ Applicant Share: S 0,00
Clc;ircd it,ite: 9'1'2009
t)cti an continents:
\II costs ii,t;:d in tho budget were programmatically approved l ii;ed on the final Budget Detail Worksheets submitted bt tour.i_ cries
to'he Ctal'S i>flice. Maintenance agreements Of applicable) must be purchased and paid in full within the three-year grant perx,d.
Prior to the obligation,expenditure or drawdo+vit of gaily fund,for non-competitive contracts in excess of S I00,1101).grantee mast
submit a sole source jusaitteation to the COPS Office for robe+ and approval, Prior to the obligation,expenditure_ or,1ra+sdoss'II of
�rnu
builds tot'consultant lees in excess of S550 per day vShen the consultant is hired through a noncompetitive bidding,process.
ti�ru foal must be obtained from the COPS Office. Ii the vendor number on this form differs from the FIN number included in sour
al iication. then for,tdtaittistr Live purposes' only,+�,o.arc assigning a different vendor number to your agency the reason for this
a,f,mer aerate change is that your original FIN number has been assigned to another:money. If this applies to your agent+, pit i.:• ,ase
acts vendor number on all financial documents related to this tyrant ast aid. "111e vendor number should not be used rut II2S purposes
.!iii
only applies to this "tlml.
�". U.S. Department of Justice
it t;,i
� Office of Community Oriented Policing Services(COPS)
Office of the Director
1100 Vermont Ave.,NW
Washington,DC 20530
September 21,2009
Chief James Smith
Opa-Locka, City of
2495 Ali-Baba Avenue
Opa-Locka,FL 33054
Re: Technology Program Grant#2009CKWX0545
ORI#: FL01312
Dear Chief Smith:
Congratulations! On behalf of Attorney General Eric Holder,I am pleased to inform you that the
COPS Office has approved your agency's request for funding in the amount of$75,000 under the COPS
Technology Program. Enclosed in this packet is your grant award. The award document must be
signed and returned to the COPS Office within 90 days from the date of this letter to officially
accept your grant. On the reverse side of the grant award is a list of conditions that apply to your grant.
You should read and familiarize yourself with these conditions. In addition,your Grant Owner's Manual
and other important information to assist you with the implementation of your award are available online
at http://www.cops.usdoj.gov/Default.asp?Item=2200.
The official start date of your grant is March 11, 2009. Therefore,you can be reimbursed for
approved expenditures made on or after this date. Please carefully review the Financial Clearance
Memorandum included in your award package to determine your approved budget, as some of your
requested items may not have been approved by the COPS Office during the budget review process, and
grant funds may only be used for approved items. Also, please be aware that any vendor or contractor
who participated in drafting your grant application may not receive federal funding for any procurement
under this award.
Within a few weeks,you will receive a financial documentation package from the Office of the
Chief Financial Officer, Office of Justice Programs. This important package will contain the forms and
instructions necessary to begin drawing down funds for your grant.
Once again, congratulations on your Technology Program award. If you have any questions about
your grant,please do not hesitate to call your Grant Program Specialist through the COPS Office
Response Center at 1.800.421.6770.
Sincerely,
(1)62-exc....e .
David M. Buchanan
Acting Director
as t0I 1111e4 fit)
I:i'I 1.'." I
�1 i ;� /� COMMUNITY ORIENTED POLICING SERVICES
�1�, �— U.S.DEPARTMENT OF JUSTICE
ACCEPTING YOUR GRANT AWARD
Frequently Asked Questions (Rev. August 2009)
HOW DO I ACCEPT THIS AWARD?
Accepting your COPS award is a simple and straightforward process. The award document to accept
your new grant can be found in the award packet. Other important information about your award can be
found online at www.cops.usdoj.gov. You should carefully read all award information prior to signing the
award document and accepting your grant.
• COPS Grant Award Document—To accept your award,this document must be signed by the top
law enforcement and government executives or agency executives as indicated on your award
document, and then returned to the COPS Office.
WHERE CAN I FIND THE SUPPORTING PAPERWORK FOR MY AWARDS SUCH AS THE
GRANT OWNER'S MANUAL?
For your convenience, we have several supporting documents available online at www.cops.usdoj.gov to
assist you in implementing your grant. These resources include a Grant Owner's Manual, Financial
Status Report(SF-269A), "Helpful Hints"Guide for Completing an SF-269A, Change of Information
Sheet, COPS Publication Request Form, and letter regarding federal civil rights laws.
WHO MUST SIGN THE AWARD DOCUMENT?
The law enforcement and government executives(as indicated on your award document)that have
ultimate financial and programmatic authority for the grant must sign the award document. They are
generally the highest-ranking officials within your jurisdiction(e.g., Chief of Police, Sheriff,or equivalent
for law enforcement executives, and Mayor, City Administrator, or equivalent for government
executives). For non-law enforcement agencies(universities, private organizations, etc.),the authorized
officials are the programmatic and financial officials who have the ultimate signatory authority to sign
contracts on behalf of your organization. Typically,these are the same executives who signed the forms
located in your application package.
ARE PHOTOCOPIED OR STAMPED SIGNATURES ACCEPTABLE ON THE AWARD
DOCUMENT?
No. All signatures on the award document must be original. Stamped or photocopied signatures will not
be accepted.
MAY I RETURN A SIGNED PHOTOCOPY OF THE AWARD DOCUMENT?
No. Only a signed, original award document(i.e.,the actual document mailed to you by the COPS
Office)will be accepted.
HOW LONG DO I HAVE TO RETURN THE SIGNED AWARD DOCUMENT?
Your agency has 90 days from the date listed on the award congratulatory letter to return your signed
award document to the COPS Office. Failure to return your signed award document within the 90-day
time frame will result in your inability to access grant funds,and may result in your agency being
withdrawn from your COPS grant program.
THE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE GIVING
FINAL APPROVAL TO ACCEPT THIS GRANT. WHAT DO I DO?
If your agency needs more than 90 days to sign and return the award document,please contact your Grant
Program Specialist at 1.800.421.6770 to request an extension of the return period. All time extensions for
purposes of returning the award document will be considered on a case-by-case basis.
WHERE DO I MAIL THE SIGNED AWARD DOCUMENT?
Your signed award document should be mailed to the following address:
For the Technology Program, Methamphetamine Initiative, or Safe Schools Initiative(SSI):
U.S. Department of Justice, COPS Office
ATTN: [Grant Program Name] Control Desk, 9th Floor
1100 Vermont Ave,NW
Washington, DC 20530 (20005 for overnight delivery)
For the COPS Hiring Recovery Program(CHRP), Child Sexual Predator Program (CSPP),Tribal
Resources Grant Program(TRGP), or Secure Our Schools(SOS):
U.S. Department of Justice,COPS Office
ATTN: [Grant Program Name] Control Desk, 8th Floor
1100 Vermont Ave,NW
Washington,DC 20530(20005 for overnight delivery)
Before you can draw down these grant funds,the COPS Office must receive the signed award
document from your agency. To ensure that we receive your signed award in a timely manner,we
encourage you to submit your sinned award by express or overnight delivery service.
WHAT IF THE GOVERNMENT AND/OR LAW ENFORCEMENT EXECUTIVE
INFORMATION ON THE AWARD DOCUMENT HAS CHANGED?
Please review the information on your award document carefully. If a change in information(address,
phone number, etc.) has occurred, do not change or correct that information on the award document.
Rather, a Change of Information form should be submitted to our office. You may submit a Change of
Information online through Account Access at www.cops.usdoj.gov or you may print a tillable form to
submit via fax or mail. Complete the relevant part(s)of that document and submit it to the COPS Office.
The COPS Office will then update our records to reflect any changes.
If the actual law enforcement or government executive listed on the award document has changed, the
new executive in that position should simply sign the award document. Again, do not alter any
executive information shown on your award document,even if it needs to be updated. Simply
complete a Change of Information form as described above in order to reflect the new executive.
WHERE CAN I FIND A LIST OF CONDITIONS THAT APPLY TO MY GRANT?
Beginning on Ihr.reverse,side of your award docrnnenl,you will find your award's giant terms and
conditions. The same conditions can also be found in the Grant Owner's Manual,which is available on
online at www.cops.usdoj.gov. Please read and familiarize yourself with these conditions.
I STILL HAVE QUESTIONS ABOUT MY AWARD. WHAT DO I DO?
If you still have questions, please feel free to call the COPS Office Response Center at 1.800.421.6770
and ask to speak with your Grant Program Specialist.