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Public/Private Shooting Range Partnership
1. 1 Pursuant to the authority granted to it under MCA Title 7, Chapter 5, Part 43, the City of Kalispell is soliciting proposals for services, space and/or materials to partner with the City of Kalispell in accommodating 1) technology components for a live fire shooting range and 2) to provide space for a shooting simulator. This partnership with the City of Kalispell is to be in strict adherence to U.S. Department of Justice COPS Technology Program Grant 2009CKWX0478 which has awarded $750,000.00 to be used for the above purposes. 1.2 The Proposal must be received by the City Clerk at 201 First Avenue East, Kalispell, Montana, by 2 pm local time, July 31, 2012. 1.3 General questions pertaining to the project are to be directed to Kalispell Police Chief Roger Nasset, at (406) 758-7786 or rnasset@kalispell.com. 1.4 The City of Kalispell shall not be held responsible for any oral instructions. Any changes to this Request for Proposals (RFP) will be in the form of an addendum, which will be furnished to all registered RFP holders. 1.5 The City of Kalispell reserves the right to reject any or all Proposals, to waive any informality or irregularity in any Proposal received, and to be the sole judge of the merits of the respective Proposals received. 1.6 A pre -submittal conference for the project will be held in the City Hall First Floor Conference Room at 201 First Avenue East, Kalispell, MT on July 12, 2012 at 2pm. City staff will discuss the scope of work, general contract issues, and respond to questions from the attendees. Because staff will not be available to respond to individual inquiries regarding the project scope outside of this pre -submittal conference, attendance at this pre -submittal conference is highly recommended. After being selected, the successful Vendor will execute an agreement with the City to provide services, space, and/or materials to fulfill the following scope of work: 1) Provide secure space to facilitate a multiple lane 50 yard tactical indoor shooting range or range of similar specifications (as agreed upon by the grantee), utilizing grant funding as delineated in attached U.S Department of Justice Technology Grant #2009CKWX0478 and subsequent grant modification paperwork. 2) Provide secure space to house a shooting simulator, space must be no less that 24' x 24' with a minimum ceiling height of 9'6. 3) Range facility must meet public/ private availability requirements as specified in grant and grant application. 4) Proposal must detail availability of the range/ simulator for Law Enforcement access, and management plans for operations of range and shooting simulator space. Attached Documentation: The Kalispell Police Department was awarded a U.S. Department of Justice COPS Technology Grant in the amount of $750,000.00 in September of 2009. The grant funding must be utilized or forfeited by September 10, 2013. The specifics of the grant are outlined in the accompanying documents attached hereto; 1) FY2009 Appropriations Request Form (9 pages) 2) Appropriations Award Letter dated September 21, 2009 (1 page) 3) Signed copy of grant award document and Technology Program Grant Terms and Conditions (44 pages) 4) Extension Approval Dated January 19, 2012 (1 Page) 5) 2009 COPS Technology Program Grant Owner's Manual (66 pages) 6) Grant modification request, approval and worksheets (14 pages) 3.1 The Proposal will be selected through the following selection process. Firms interested in providing the above described scope of services to the City of Kalispell must submit a Proposal that addresses the following evaluation criteria. Applicants are encouraged to organize their submissions in such a way as to follow the general evaluation criteria listed below. Information included within the RFP may be used to evaluate your firm as part of any criteria regardless of where that information is found within the RFP. Information obtained from the RFP and from any other relevant source may be used in the evaluation and selection process. 3.2 Cover Letter (1-page) containing at a minimum: Company name, contact name, address, fax number, and email address. 3.3 Qualifications Criteria 3.3.1 General Information Description of company Legal company organization; organization chart with names List of applicable Montana licenses 3.3.2 Relevant Company Experience a. Applicant's overall reputation, service capabilities and quality as it relates to this Proposal. b. Referrals and references from other municipalities or local governments. c. List and describe any litigation; arbitration; claims filed by your firm against any other jurisdiction as a result of a contract dispute; any contract or negligence claims filed against your company; premature termination from a services agreement. d. Applicant's capacity and intent to proceed without delay if selected. MIM a. Describe the company's history in the industry. Provide resumes of key personnel in Appendix A. List professional continuing education. b. Briefly describe certifications and licensure held by the company in the state of Montana. 9191 a. Describe your understanding of the scope of work and the particular expertise your company has in this area of work. b. Identify and discuss any potential difficult issues your company may face in providing services within Flathead County. c. Identify and discuss methods to mitigate these difficulties. a. Describe your company's approach in initiating and establishing the service that meet the needs and requirements of the City. b. Describe systems used for planning, scheduling, estimating and managing manpower requirements. c. Describe the firm's experience in maintaining training and certifications of personnel. 3.3.6 Proposal for Project a. Provide a work schedule with beginning and ending times that meet the scope criteria. b. Provide a full schedule of proposed work methods that meet the scope criteria. c. Provide a full schedule of costs for each component of the work scope. �121= a. Current contracts and ability to proceed promptly. b. Willingness to abide by the City's needs and requirements with few or no objections or changes. c. Relevant factors impacting the quality and value of service. 4.1 The Proposal shall include an one -page cover letter plus a maximum of fifteen (15) pages to address the RFP criteria specified in Section 3 (excluding resumes). Table of Contents and section divider pages do not count towards the total page count. 4.2 Five copies of the Proposal must be submitted to the City Clerk at 201 First Avenue East, Kalispell, Montana, 59901 by 2 pm local time, July 31, 2012. 4.3 Failure to comply with the following criteria may be grounds for disqualification: Receipt of submittal by the specific cut-off date and time. The number of originals and/or copies of the submittal specified. Adherence to maximum page requirements. 4.4 Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2" x 11") with criteria information will be counted. Pages that have photos, charts and graphs will be counted towards the maximum number of pages. U. , 1111r 5.1 A 5-member Project Evaluation Committee will evaluate each Proposal according to the above criteria and may select up to three finalists that will be Short Listed for the contract. If interviews are determined to be desirable, the Short List firms will meet with the Project Evaluation Committee for interviews. The purpose of the interview will be to expand on the information provided in the Proposal, not to repeat information already provided. Those firms selected for the Short List will be provided additional instruction by the City. Those firms not selected for further consideration will be notified. 5.2 The following tentative schedule has been prepared for this project. Firms interested in this project must be available on the interview meeting date. Pre -submittal conference: 2 pm, July 12, 2012 Proposals due: 2 pm, July 31, 2012 Firms notified for interview: 2 pm, August 14, 2012 Interviews: To be announced, August 23, 2012 5.3 Following the interviews, the Project Evaluation Committee will rank each Short List firm of this RFP. Consideration will be given to both the written Proposals and any oral presentations or interviews. No other factors or criteria will be used in the qualification ranking. 5.4 The highest ranked firm will be recommended to the City Manager and City Council for contract award. 5.5 Requests for debriefings or selection decisions shall be made in writing to the City. All information submitted by firms and related Project Evaluation Committee evaluations and rankings shall be considered confidential until after contract execution and award by the City Council. 5.6 The City will enter a contract upon selection of the firm for the project to be submitted to the City Council for approval. A template of the proposed contract with the City will be provided to the Proposers upon request. If the selected firm determines not to enter into a contract with the City, the City may then contact the second or third highest ranked team until a contract is executed, or may decide to terminate the selection process. Publication Dates: July 1, 2012 July 8, 2012 PROJECT NAME Northwest Montana Regional Public Safety Training/Testing Center REQUESTING ENTITY City of Kalispell REQUESTING INDIVIDUAL James H. Patrick, City Manager AMOUNT REQUESTED $7,500,000 (2009 request $5,500,000 for Phase I) APPROPRIATIONS BILL HS - Homeland Security PROJECT JUSTIFICATION Law Enforcement personnel located in Northwest Montana are forced to train and test at an outdoor, "makeshift" facility at Glacier International Airport or at landfills and rural wooded properties. The FAA will require the range to be relocated due to air traffic safety concerns; there are no other training facilities for law enforcement for relocation and fire personnel have no training facilities at all in Northwest Montana. Over 1,000 local law enforcement and fire personnel will utilize the proposed center including such agencies as Border Patrol, Homeland Security, Montana Highway Patrol, National Guard and agencies in the Northwestern United States. DESCRIPTION OF THE PROJECT Kalispell, located in Northwest Montana, is seeking funding for a multi -discipline public safety training/testing facility constructed in two phases. The City of Kalispell will take the lead on the Northwest Montana Regional Public Safety Training/Testing Center and will operate and maintain the facility. Phase 1 will create a state-of-the-art facility to provide a Center for essential training and testing for over 400 law enforcement, Homeland Security/Border Patrol and National Guard personnel. Phase II will build a public safety training tower providing a facility for over 600 fire and other personnel to prepare for emergency needs in the area. Local, regional and federal high risk targets, as well as federal, military, and local public safety personnel, are at increased risk due to the lack of a facility where these essential personnel can train/test indoors (classroom and shooting) in a controlled environment. Currently, local area law enforcement are relegated to using an outdoor, antiquated shooting "facility" consisting of nothing more than an asphalt area with dirt banks for back stops next to a commercial aviation airport. Due to this close proximity to the airport, use and ftmctionality is significantly limited and negatively impacts current operations. When the facility is forced to close, there is no location for law enforcement personnel to conduct mandatory weapons training. Classroom training is conducted wherever and whenever space and time can be secured at various locations within the area. Discussions with regional public safety agency staffs have confirmed that the typical facilities available are dependent upon the weather and are not accessible or readily available. The Northwest Montana Regional Public Safety Training/Testing Center will allow limited ftinding resources to be used in the most effective and efficient manner. The maintenance and operations of the facility will be the responsibility of the City of Kalispell. The Center will provide an indoor shooting area that will have a total of 25 shooting lanes (20 @ 50 yards and 5 @ 100 yards). The main shooting area win be large enough to accommodate vehicles, including buses, thereby creating true shooting scenarios (light and sound) in controlled training conditions. State-of-the-art bullet traps and deflectors will be installed along with environmentally friendly air movement/filtration systems for the protection of participants and the public from lead exposure. An observation area, elevated and separated by glass, to deaden the sound from observers, will be directly behind the shooting benches. See drawings attached. Shooting bench/dividers will be moveable, forward and back to change the ranges bas-- upon participants' needs and training requirements. Additional ballistic grade moveab walls will be available to move into place to create various scenarios (classrooms, office] etc.) for participants who train. Additionally, Montana is known for its support of large and small game hunting, as well as sports shooting events. This facility will provide an ideal opportunity for conducting Hunters' Safety courses provided by the State, and for private citizen weapons safety sr� ITUYLUTrig YTV-7 Me U"77-Tervau "; I't-val se4wen ;,111- resu= -��v xnl'�_, MR rappelling; and offensive/defensive fire operations. Currently, fire departments in Northwest Montana train in fire apparatus bays, box store parking lots, alleys or open fields. The ability to "tower trairf' means multiple options for law enforcement as well. This building's design will allow the use of law enforcement tools such as "flash bangs", water cannons, rappelling, and special response teams. See drawings attached. P) The Live Bum Component of Phase 11 will include the construction of a two-story concret-.- and steel bum building with controlled burn rooms using natural gas to simulate actual fir4 conditions with temperatures exceeding 1200 degrees. This controlled environment includes the ability to shut down and immediately ventilate the facility to provide for maximum safety during training operations. 60a. qt the target ifiii in the area. Training opportwunities in this facility will include a hazmat and response area built to the latest federal standards, as well as residential and commerci props that represent a variety of hazinat response situations. Activity Cost Funding Source PHASE I Land purchase $600,000 Local public/private Architecture/Engineering $280,000 Local public/private Infrastructure $400,000 Local public/private Local Public/Private Funding $1,280,000 Bullet traps and air filtration system $1,500,000 Congressional Appr. Concrete/Cinder block building $3,500,000 Congressional Appr. Ballistic walls and training equipment $500,000 Congressional Appr. Cogressional Appropriations Request Phase I Total Phase 1 $6,780,000 PHASE 11 Training Tower and Live Bum Building 911T#31 �11 SUPPORT Flathead, Sanders, Glacier, and Lake County Sheriffs, and Fire Chiefs / Kalispl Whitefish and Columbia Falls Police and Fire Chiefs / Montana Highway Patrol Homeland Security & Border Patrol (Eureka), MT Fish -Wildlife & Parks, U.S. Fore Servica. Glacier National Park -, MT State Forest Service / FBI / ATF / Glacier Internatio Park Airport Security/Flathead County Rural Fire District Boards. Oth.141,- agencies/organizations would be contacted to help support via grants the project includin but not limited to: Montana National Guard, Army Reserve, Montana Fish, Wildlife Parks, Flathead Electric Cooperative, National Shooting Sports Foundation, firearms ai ammunition manufacturers, and the National Rifle Association. See copies attach 0 DOM LOCAL CONTACT NAME/TILTE/PHONE/EMAIL James H. Patrick, City Manager City of Kalispell PO Box 1997 Kalispell, MT 59903-1997 (406) 758-7703 Fiscal Year 2009 Appropriations Request Form Please supply the information requested to the best of your ability and limit your responses to the space provided. instructions for submitting your completed form and supplementary materials appear on page five. We must receive your request by 10:00 p.m. Mountain Time, March 6, 2008. Project Name Northwest Montana Regional Public Safety Training/Testing Center Requesting Entity f City of Kalispell Address 1201 First Avenue East City (Kalispell Montana Contact Name Oames H. Patrick State �MT Zip Code 159901 Title JCity Manager Work Phone (406) 758-7703 Mobile Phone 1(406) 250-7730 Fax �(406) 758-7758 email jpatrick@kalispell.com Amount Requested $5,500,000 for Phase I Agency MHomeland Security Appropriations Bill lHomeland Security Account lunknown Project Justification Law Enforcement personnel located in Northwest Montana are forced to train and test at an outdoor, (Why is this project "makeshift" facility at Glacier International Airport or at landfills and rural wooded properties. The FAA needed?) will require the range to be relocated due to air traffic safety concerns; there are no other training facilities for law enforcement for relocation and fire personnel have no training facilities at all in Northwest Montana. Over 1,000 local law enforcement and fire personnel will utilize the proposed center including such agencies as Border Patrol, Homeland Security, Montana Highway Patrol, National Guard and agencies in the Northwestern United States. 'Northwest Montana Regional Public Safety Training/Testing Center and will operate and main inthe facility. Phase lwill create astate-of-the'art facility toprovide aCenter for essential training and testing for over 400 law enforcement, Homeland Security/Border Patrol and National Guard peoonne|. Phase Uwill build apublic safety training tower providing afacility for over 6O0fire and other personnel tuprepare for emergency needs inthe area. Phase I —Local, regional and federal high risk targets, as well as federal, military, and local public safety personnel, are at increased risk due to the lack of a facility where these essential personnel can train/ indoors (classroom and shooting) inacontrolled environment. Currently, local area law enforcement are relegated to using an outdoor, antiquated shooting "facility" consisting of nothing more than an asphalt area with dirt banks for back stops next to a commercial aviation airport. Due to ,this close proximity to the airport, use and functionality is significantly limited and negatively impacts current operations. When the facility is forced to close, there is no location for law enforcement personnel to conduct mandatory weapons training. Classroom training is conducted wherever and whenever space and time can besecured a1various locations within the area. Discussions with regional public safety agency staffs have confirmed that the typical facilities available are dependent upon the weather and are not accessible or readily available. The Center will provide an indoor shooting area with atotal of25shondngianes (20dVS0yards and 5@ 1UOyands).The main shooting area will be large enough to accommodate vehicles, including buses, thereby creating true shooting scenarios (light and sound) in controlled training conditions. State-of-the-art bullet traps and deflectors will be installed along with environmentally friendly air movement/filtration systems for the protection of participants and the public from lead exposure. An observation area, elevated and separated by glass, to deaden the sound from observers, will be directly behind the shooting benches. Shooting bench/dividers will be moveable, forward and back to change the ranges based upon participants' needs and training requirements. Additional ballistic grade moveable walls will be tomove into place to create various scenarios (classrooms, offices, etc.) for training its. See drawings attached. Phase II —This Phase includes afive-story "tomer building with unlimited scenario possibilities, including high rise commercial fire training; urban search and rescue (USAR), explosives; rappelling; and offensive/defensive fire operations. Currently, fire departments in Northwest Montana train in fire apparatus bays, box store parking lots, alleys or open fields. The Live Burn Component of Phase vvill include the construction of a two-story concrete and steel burn building with controlled burn rooms using natural gas to simulate actual fire conditions. Kalispell Fire Department, in partnership withthe State ofMontana, acts asthe Northwest Montana Hazardous Materials Response Team, -esponding to hazmat incidents throughout Northwest Montana, and supporting the other five Response Teams across the state. There isnot atraining facility |nNorthwest Montana where this :earn can train toalevel equal tothe target risks inthe area. See drawings attached. Total Cost of JActivity Project and !PHASE I Detailed Budget;Land purchase Breakdown iArch hecture/E/ nfrastructure Subtotal Local Public/Private Funding 3ullet traps and air filtration system block building Ballistic walls and training equipment Congressional Appropriations Request Phase | Total Phase | $600,000 $280,000 $400,000 $1,280,000 Funding Source Local public/private Loca|pub|ioprivate Local public/private [ongnessiona|App: Congessiona|Appr Congressional Appr. PROJBITOTAL $8,780,800 Supporting Flathead, Sanders, Glacier, and Lake County Sheriffs, and Fire Chiefs / Kalispell, Whitefish and Orgsnizationmand/ Columbia Falls Police and Fire Chiefs / Montana Highway Patrol / Homeland Security & Border Patrol or Individuals (Eureka), MT F-sh-Wildlife & Parks, U.S. Forest Service, Glacier National Park, MT State Forest Service / FBI / ATF / Glacier International Park Airport Security/Flathead County Rural Fire District Boards. Other agencies/organizations would be contacted to help support via grants the project including, but not limited to: Montana National Guard, Army Reserve, Montana Fish, Wildlife & Parks, Flathead Electric Cooperative, National Shooting Sports Foundation, firearms and ammunition manufacturers, and the National Rifle Association. See copies attached. Supporting Elected Officials and Community Leadersi Amount in the President'mFY 2009 Budget Request for this Project (if applicable) Previous Federal lNone Appropriations History Counties Affected by This Project [-Beaverhod [-Dawson [-HU| [- Big Horn [- DeerLndge [- Jefferson [- Blaine [- Fallon [- Judith Basin [- Bmadwa0er [- Fergus FX- Lake F[arbon Fx-Rathead F Lewis &Clark [- Carter [- Gallatin [- Liberty [- Cascade [- Garfield JX- Lincoln [- [houteau Fx- Glacier [- Mc[one f- Custer F-Go|denVaUey Madison [-Dunie|s F-Gmni0e [-Meagher F- Mineral [- Ravalli [- Toole fx- Missoula [-Richland [-Treasune [- Musselshell [- Roosevelt - Valley f- Park F- Rosebud [- Wheatland [- Petroleum Fx- Sanders - VVibaux [- Phillips [- Sheridan [- Yellowstone [- Pondena r- Silver Bow [- Statewide [- Powder River [- Stillwater [- Out ofState [- Powell [- Sweet Grass F- Prairie [- Teton Grantee Information Name games H. Patrick Title (City Manager City lKalispell State IMT Zip Code 1.59901 Work Phone 1(406) 758-7703 Mobile Phone 1(406) 250-7730 Fax 1(406) 758-7758 email ljpatrick@kalispell.com i Om Work Phone Mobile Phone Fax EM K*vI 11's I I a I &V 1i " I #7F f I MAC— A requested account? List the amount of anticipated non-federal match in 2006, prior years, and future years (percent or dollar amount). ! 11 T � 11111, "MR !1"MR111r,•IT � I I � I I 113113012M Is this a... New Study or ,—'Construction Start Public Law # and Section (e.g. P.L. 108411 Section 408) Project Information for DEFENSE Requests I (- Military Personnel F- Army F Navy F Air Force Procurement Counter Drugs Other F Marine Corps F Defense -Wide F Intelligence Army Reserve Navy Reserrve F Air Force Reserve MEMM�� ,Identification: (Required for each appropriation account. Please refer to FY 08 budget lines.) RDTE Procurement R-1 Line Number P-1 Line Number injillgIr P=spqqIii� R1111 1111111MINI O&M and Personnel Budget Activity Number Subactivity Group Em T_ Army National Guard Marine Corps Reserve 7 Air National Guard Intel TIARRA/MIP I- Click here to email your request or save your form and attach it to an email to tester—appropriations@tester.senate.gov. While we prefer to receive forms and supplementary materials via email, you may also mail or fax these materials to: Office of Senator Jon Tester 208 N Montana Ave, Suite 202 We will send a letter confirming our receipt of your request. Helena, MIT 59601 (406) 449-5401 (phone) (406) 449-5462 (fax) U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Office of the Director 1100 Vermont Ave., NW Washington, DC 20530 September 21, 2009 Chief Roger Nasset Kalispell Police Department 312 1st. Avenue East P.O. Box 1997 Kalispell, MT 59901 Re: Technology Program Grant #2009CKWX0478 ORI#: MT01503 Dear Chief Nasset: Congratulations! On behalf of Attorney General Eric Holder, I am pleased to inform you that the COPS Office has approved your agency's request for funding in the amount of $750,000 under the COPS Technology Program. Enclosed in this packet is your grant award. The award document must be signed and returned to the COPS Office within 90 days from the date of this letter to officially accept your grant. 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 hft://www.cops.usdoi.gov/Default.asp?ltem--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, U� r� - David M. Buchanan Acting Director [1. S. Department of Justice CommuWly Orienterl Policipg Services Grants Administration Division Law Enforcement Technology Treasury Account Symbol (TAS) 15XO406 (;runt =: 2009CKWX0478 ORl #: MT01503 Applicant Organization's Legal Name: Kalispell Police Department OJP lendor #: 816001281 DUNS#: 021996665 Law Enforcement Executive: Chief Roger Nasset tddrese. 312 1st. A%enue East P.O. Box 1997 City. Srute, Zip Code,- Kalispell, ,IMT 59901 Telephone. (406) 758-7786 Fax: (406)758-7799 Government Executive: Mayor Pamela Kennedy .-Irldress: 201 1 st Ax enue East (',n,. S'wf,,, 7.ip C(jde. Kalispell. Ni*r 59901 Telephone- (406) 758-7703 Fi,r. (406) 758-7754 Award Start Date: 3/11/2009 Award End Date: 3/10/2012 Award Amount: $ 750,000.00 SEP g 2009 David Buchanan Date Acting Director By signing this Award Document, the grantee agrees to abide by all 19 C,rant Terms and Conditions on the reverse side of this docun3s;ttt and the attached panes: Signatureff Law Enforcement Official with the ty o Accept this Grant Award Signature of Governme Oiticial with the Authority to Accept this Grant Award ---------- Roger Nasset, Chief of Police Typed Name and Title of Law Enforcement Official Pamela Kennedy, Mayor Typed Name and Titic of Government Official zOq ate t)ate l Ilse statements or claims made in connection with CUPS grants may result in fines, imprisonment, debarment from Award ID: u•ttctpating in federal grants or contracts, and/or any remedy available by law to the Federal Government. 95351 U.S. Department of Justice Ogre (f Cnf11t7tlddt(t)' Oriented Policing Services Technology Program Grant Terms and Conditions y signing the Award Document to accept this Technology Pmgrim grant, your agency agrees to abide by the following grant conditions: the traitee agree:+ 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 FIt fart ti(i or 2s <',6 .R Part 70 as applicable (governing administrative a requirements for grants and cooperative .agreements); 2 C.F.R. Part 225 (O.AB Circular A-87). 2 1 R. Part 22t) (0%1 B Circular-\-21), 2 C.F.R. Part 230 (01,113 Circular A-122) and 49 C.F.R. Part 31.000 et seq. (FAR 312) as applicable (governing cost principles); ONIB ircutar:k-133 (governing audits); representations made in the COPS Technology Program grant application; and all other applicable program requirements, laws, orders. ,ul;mtons, or circulars. l he grantee acknowledges its agreement to comply with the Assurances and Certifications forms that were submitted as part of its Technology Program application. The Raiding 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 ifnrcement 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 e Fina vetal Clearance Nlenmorandum. which is included in your agency's award package. he Financial C'leara nce n(emorandum specifics the costs that your agency is allowed to fund with your Technology grant. It also describes any costs which have been salluwedi alter rLvicw of your proposed budget. Your agency may not use Technology grant funds for any costs that are not identified as allowable In the Financial learance `lemora amdurn. rai ei costa tier transportation. lodging and subsistence, and related items are allowabie under the Technology Program with prior approval from the COPS Office. Payment ,r aliowable travel vests will he in accordance with 2 C.F.R. Part 225 (031B Circular A-87, Cost Principles for State. Local, and Indian Tribal Governments), 2 C.F.R. Part 220 )`IB Circular A-2 t , 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 1.00, ct seq. (FAR.-31.2, Cost Principles for Commercial Organizations), as applicable. Whcn procuring i nl'ornation-sharing services, hardware, software, or other equipment, the grantee agrees to procure and implement those items in accordance with the iplicable standards outlined in the terns and conditions of the Grant Owner's Manual. titalc. lacA, and tribal a %emments must use Technology Program grant funds to supplement, and not supplant, state, local, or Bureau of Indian Affairs (BIA) funds that are re,ul> conunitted u r otherwise would have been committed for grant purposes (hiring, training, purclutses, anil`or activities) during tie grant period. In other words, grantees dive nut use COPSf finds to supplant (replace) state, local, or Bureau of Indian Affairs funds that would have been dedicated to the COPS -funded itcm(s) in the absence of the 01'S grant four 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 ending. 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 ate of the award. Any extension requests received after an award has expired will be approved only under very limited circumstances. Occasionally, a c hange in an agency's fiscal or law enforcement situation necessitates a change in its'rechnology Program award. Grant modifications under the Technology rogram are evaluated on a case -by -case basis. Movement of dollars between approved budget categories (as reflected in die original Financial Clearance viemorandunm rovided 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 sere is no change ire 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 OPS Office is regtaired. 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 rinen apllro% al fro in COPS for these changes before incurring the proposed costs. In addition, please be aware that the COPS Office will not approve any modification request eau ICbtiits ill .tn i,me n aase of ledera) funds The C'(WS Off icdr may conduct monitoring or :sponsor national evaluations of the COPS Technology Program. The grantee agrees to cooperate with the monitors and ,.rluators. ;) 'I o assist the CC )PS Office in the monitoring of your award, your agency will be responsible for submitting periodic programmatic progress reports and quarterly financial 'pollf, I . Federal law req utres that law enforcement agencies receiving federal funding from the COPS Office must be monitored to ensure compliance with their grant conditions and ther 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 rave iutpicmentatimu—compliance and programmatic benefits —are part of the monitoring process coordinated by the U.S. Department of Justice. Grant monitoring activities :inducted by the CCJPS Oft ice include site visits, office -based bnant reviews, alleged noncompliance reviews, financial and program reporting, and audit resolution. As a COPS echnoiogy grantee , you agree to cooperate with and respond to any requests for information pertaining to your grant. 2 All recipients o f lunding from the COPS Office must comply with the federal regulations pertaining to the development and implementation of an Equal Employment )pportunity Plan (2 8 C.F.R. Part 42 subpart E). 3 Grantees using Technology Program funds to operate an interjurisdicftonal criminal intelligence system must comply with operating principles of 28 C.F.R. Part 23 The rantee 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. 4. Grantees who have been awarded finding for the procurement of an item (or group of items) or service in excess of $ i 00,000 and who plan to seek approval for use of a oncompetitiw a pro-curement process must provide a written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down grant rods for that item. i. 'f Ire grantee agErces to submit one copy of all reports and proposed publications resulting from this grant 20 days prior to public release. Any publications (including written, Alware, visual, or sommd, but excluding press releases, newsletters, and issue analyses), whether published at the recipient's or government's expense, shall contain the illowotng,t,trenmena: -This project was supported by Grant # , awarded by the U.S. Department of Justice. Office of Community Oriented Policing Sen ices. The pinions 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 nnpanies. product s, 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 yiplenient discuss inn oi'thi: issues.,, ti. -rhe grantee agtrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form (1-9). This imm is io be used by recipients of federal funds to verily that persons are eligible to work in the United States. Cure 01,Cnmtnum:ty Oriented Policing; Seri*,e Technology Program Grant Terms and Conditions 17 fu I.min,ife , t mn imieation among local and state go%ernmental aguncics regarding Carious information technology projects, the grantee agrees to notify the apprupriate State Information Technology Point of Contact of the receipt of this grant award. For a list of State Information Technology Points of Coninct, visit hti1,• �+i�l� it lr�l,��}t �lrtcult_as�arca_-lulficy�nelPractires@}�.tge=1Q§6, IS I'hL : aut, e at;recs fu comph, %%ith 28 C'.F.R- Part 61 (Procedures for Implementing the National Ftte ironntrnt:ll Folic, ;lei). 11). False �wicmerars or claims made in connection kith COPS grants may result in fines, imprisonment, or debarment front participating in federal grants or contracts, and or any other rented), urailable by tau. U. S. Department of Justice Community Oriented Policing Services Grants Administration Division Law Enforcement TechnoloZ.v 11 UU Vermunt Avenue, NW Wwhington, &' 20330 Memorandum To: Chief Roger Nasset Kalispell Police Department From: Andrew A. Dorr, Assistant Director for Grants Administration Cristina Grossi, Grant Program Specialist Budget Prepared By: Cristina Grossi, Grant Program Specialist Re: Law Enforcement Technology Financial Clearance Memo A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and consistent with existing guidelines. Exceptions / Adjustments are noted below. OJP Vendor #: 816001281 ORI #: MT01503 DUNS #: 021996665 Grant #: 2009CKWX0478 Budget Category Proposed Budget Approved Budget Adjustments Disallowed/Adiusted - Reasons/Comments Equipment $750,000.00 $750,000.00 $0.00 Direct Costs: $750,000.00 $750,000.00 $0.00 Grand Total $750,000.00 $750,000.00 $0.00 Grand Total: Federal Share: $ 750,000.00 Applicant Share: $ 0.00 Cleared Date: 8/31/2009 Overall Comments: All costs listed in this budget were programmatically approved based on the final Budget Detail Worksheets submitted by your agency to the COPS Office. Maintenance agreements (if applicable) must be purchased and paid in full within the three-year grant period. Prior to the obligation, expenditure or drawdown of grant funds for non-competitive contracts in excess of $100,000, grantee must submit a sole source justification to the COPS Office for review and approval. Prior to the obligation, expenditure, or drawdown of grant funds for consultant fees in excess of $550 per day when the consultant is hired through a noncompetitive bidding process, approval must be obtained from the COPS Office. If the vendor number on this form differs from the EIN number included in your application, then for administrative purposes only, we are assigning a different vendor number to your agency. The reason for this administrative change is that your original EIN number has been assigned to another agency. If this applies to your agency, please use the new vendor number on all financial documents related to this grant award. The vendor number should not be used for IRS purposes and only applies to this grant. COMMUNITY ORIENTED POLIMS0 SERVICES U.B. 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.usdoi.gov. You should carefully read all award information prior to signing the award document and accepting your grant. ■ COPS Grant Award Document —To accept your award, this document must be signed by the top law enforcement and government executives or agency executives as indicated on your award document, and then returned to the COPS Office. WHERE CAN I FIND THE SUPPORTING PAPERWORK FOR MY AWARD, SUCH AS THE GRANT OWNER'S MANUAL? For your convenience, we have several supporting documents available online at www.cops.usdoi.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 gcncrally 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 NEED BEFORE FINAL APPROVAL TO ACCEPT THIS GRANT. WHAT DO 1P9? If -fiour agencki n, eeds morm�9-1&f Program Specialist at 1.800.421.6770 to request an extension of the return period. All time extensions fbi- 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, 96'Floor I 100 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, 8fl'Floor I 100 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, Me z;ncouraee vou to submit Your siened award bv exoress or overnielit 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.coRs.usdoi.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 info rmationshown an your award document, even if it needs to he updated. Simply complete a Change of Information form as described above in order to reflect the new executive. WIIERE CAN I FIND A LIST OF CONDITIONST11AT AlllLY TO MY GRANT? Bughmitig on the reverse. side, oFyour awar-d doutititwil, yim will rhal yom- Hwaid's grant tennis and conditions. The same conditions can also be found in the Grant Owner's Manual, which is available on online at www.coDs.usdoi.Qov. Please read and familiarize yourself with these conditions. I STELL HAVE QUSTIONS ABOUT MY AWARD. MMT 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. GRANTS.Govl Grant Application COPS Technology Program Community Oriented Policing Services COPS-OTHERTECH-2009-3 06/15/2009 �07/20/2004 COPS Office Response Center 1-800-421-6770 askCopsRC@usdoj.gov zpportunlity referenced Y: — Y. •.t ` is This opportunity is only open to organizations, applicants who are submitting grant applications on behalf of a company, state, local or tribal government, academia, o> ct t �- type of organization. $Application Filing Name: N MT Public Safety Training Center Move Form to Complete Budget Application Attachment Move Form to Delete Move Form to Submission list Move Form to Delete stance Enter a name for the application in the Application Filing Name field. This application can be uo ; p;etcd in Its entirety offilne; however, you will need to login to the Grants.gov website during the submission process. You can save v ;°ur spruce..=. a any time by clicking the "Save" button at the top of your screen. The `Save & Submit" button will not be functional until all required data fields In the application are completed and you clicked on the "Check Package for Errors" button and cotalrmed all data required data fields are completed. Open and complete all of the documents listed In the "Mandatory Documents" box. Complete the SF424 form first - it is recommended that the SF424 form be the first form completed for the application package. Data entered on the SF-424 will populate data fields in other mandatory and optional forms and the user cannot enter data in these fields. - The forms listed in the "Mandatory Documents" box and "Optional Documents" may be predefined forms, such as SF-424, forms where a document needs to be attached, such as the Project Narrative or a combination of both. "Mandatory Documents" are required for this application. "Optional Documents" can be used to provide additional support for this application or may be required for specific types of grant activity. Reference the application package instructions for more information regarding "Optional Documents". - To open and complete a form, simply click on the form's name to select the Item and then click on the => button. This will move the document to the appropriate "Documents for Submission" box and the form will be automatically added to your application package. To view the form, scroll down the screen or select the form name and click on the 'Open Form" button to begin completing the required data fields. To remove a form/document from the "Documents for Submission" box, click the document name to select it, and then click the e= button. This will return the form/document to the "Mandatory Dor uments" or "Optional Documents" box. - All documents listed in the "Mandatory Documents" box must be moved to the "Mandatory Documents for Submission" box. When you open a required form, the fields which must be completed are highlighted in yellow with a red border. Optional fields and completed fields are displayed in white. if you enter invalid or incomplete information in a field, you will receive an error message. Click the "Save & Submit" button to submit your application to Grants.gov. - Once you have property completed all required documents and attached any required or optional documentation, save the completed application by clicking on the "Save" button. - Click on the "Check Package for Errors" button to ensure that you have completed all required data fields. Correct any errors or if none are found, save the application package. - The "Save & Submit" button will become active; click on the "Save & Submit" button to begin the application submission process. - You will be taken to the applicant login page to enter your Grants.gov usemame and password. Follow all onscreen Instructions for submission. OMB Number 4040-0004 Expiration Date: 01/31/2009 asistance SF-424 r-reapp /Corrected Application elved: `CDm-p!,s ,d oy Grants.gov upon submission. a ederal Entity Identifier. 997TWIMAGI 2. Type of Application: RX New R continuation R Revision 4. Applicant Identifier. E * If Revis, .,,, seecappropriate letter(s): F-- - I Other (specify) * 5b Federal Award Identifier F-- 6. Date Received by State: 1 7. State Application Identifier L B. APPLICANT INFORMATION: *a,LegaiNama* lCity of Kalispell Police Department * b. Employer/Taxpayer Identification Number (EIN/TIN): c. Organizational DUNS: 81-6001281 11021996665 • Streetl: Street2: • City., County: • State: Province: • Country: • ZJp / Postal Code: Department Name: Division Name: lKalispell Police Department I - -j f. Name and contact Information of person to be contacted on matters Involving this application: Prefix: IMr. First Name: JR,- Middle Name: I I * Last Name: Nasset Title 1'� 7- r-1 of Police Organizational Affiliation: I I `Telephone Number. 1406-758-7786 1 Fax Number: I 'Pmaii: Irnasset@kalispell.com OMB Number. 4040-00(14 Expiration Date: 01131/2009 Application for Federal Assistance SF-424 Version 02 9. Type of Applicant 1: Select Applicant Type: IC: City or Township Government Type of Applicant 2: Select Applicant Type: Type of Applicant 3: Select Applicant Type: * Other (specify): * 10. Name of Federal Agency: lCommunity oriented Policing Services I I Catalog of Federal Domestic Assistance Number: I I CFDA Title: 12. Funding Opportunity Number: ICOPS-OTHERTECH-2009-3 * Title: COPS Technology Program 13. Competition Identification Number: I Title: 14. Areas Affected by Project (Cities, Counties, States, etc.): Cities of Kalispell, Whitefish, Columbia Falls; counties of Flathead, Glacier, Lake, Lincoln, Missoula, Sanders; 16. Descriptive Title of Applicanirs Project: Northwest west Montana Regional Public Safety Training/Testing Center Attach supporting documents as specified in agency Instructions. Application 16. Congressional D►stricts Of. g a. Applicant MT-00 ° b. Program/Project MT-00 Attach an additional list of Program/Project Congressional Districts if needed. Add Aitachm ant L-,,_. 17. Proposed Project: " a. Start Date: 0 4 / 01 / 2010 " b. End Date: 11 /01l2010 18. Estimated Funding ($): • a. Federal 750, 000.00' • b. Applicant 0.00 • c. State 0.00 d. Local 0.00 m e. Other 1, 280, 000.00 f. Program income 0.00 "g.TOTAL 2,030,000.00 19. Is Application b i-- r, Executive Order, ■a. This application was as: available to the State under the Executive Order Processfor evie on F-1 b. Program is subject to E.O. 12372 but has not been selected by the State for review. W c. Program Is not covered by E.O. 12372. 21. `By signing this application, I certify (1) to the statements contained in the list of certlficaiions�* and (2) that the statements herein are true, complete and accurate to the best of nay knowledge. I also provide the required assurances" and agree to comply with any resulting terms If I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001) ®- IAGREE - The list of certifications and assurances, or an Internet site where you may obtain this list, is contained in the announcement or agency specific instructions. Authorized Representative: Prefix: IMrs . Middle Name: ° Last Name: IParker Suffix: I 'Tide: !Records Management Specialist First Name: • Telephone Number. 1406-758-7785 1 Fax Number. 1406-758-7810 `Email' kpd@kalispell.com ` Signature of Authorized Representative: lComplated by Grants.gov upon submission. " Date Signed: lCompleted by Grams.gov upon submission. Authorized for Local Reproduction Standard Form 424 (Revised 10/2005) Prescribed by OMB Circular A-102 1C OMB Number: 4040-0004 Expiration Date: 01/31/2009 BUDGET DETAIL WORKSHEETS OMB Control Number: 1103-0097 Expiration Date: 5/31/2011 Applicant Legal Name: ORI M lCity of Kalispell Police Department C01503 COPS FUNDING REQUEST Federal assistance Is being requested under the following COPS Office funding category: ITI III IT RIM117IIIIII M I III! US --I ..... . n Tribal Resources Grant Program nx Targeted -Technology Program F]Targeted-Methamphetamine Initiative E] Universal Hiring Program Ej Community Policing Development Programs Child Sexual Predator Program n secure Our Schools TIMM newly hired, additional law enforcement officers. Please refer to the Application Guide for in rmation on the length of the grant term for the spec;fic program which you are applying. i 0 #LjjjrAW*- 17-11017.111IN OTETIMM i -I* z , #71114 Yo not Include employee contributions. royfft �-M —�' I �! = Full-time: I I Enter the number of new, entry-level full-time andlorpart-time officerpositions that are being requested. Do not include any officers already funded (or for which funding has been requested) under any other COPS grants or any positions otherwise funded with state, local, tribal, or SIA funds. Your request should be consistent with your agency's law enforcement needs. Do not request more positions than your agency can support and retain. ORI ffi: ICity of Kalispell Police Department Total Entry -Level Base $ xF_1 Years $ Salary for One Position (Base Salary Subtotal) B. Fringe Benefit Cost Social Security If Exempt Check Here: Fixed R�ate: Budget Summaiy� Medicare I I If Exempt Check Here: n Fixed Rate: is Can't Exceed 1. 45% of total base salary. If less than 1. 45%, exempt, or fixed rate, provide an explanation In the "Sworn Officer Position Budget Sumrnaiy� Health Insurance 1 F Family Coverage? ❑ Yes F] No Fixed Rate: n Can 7 Exceed 30% of total base salary for individual plans, or 45% for family plans. If it exceeds these rates or is a fixed rate, provide an explanation In "Sworn Officer Position Budget Summary" Life Insurance Vacation Number of Hours Annually: Sick Leave Number of Hours Annually: Retirement F_ i i Fixed Rate: EJ Can't Exceed 20% of the total base salary (unless a fixed rate). If a fixed rate, provide an explanation in the "Sworn Officer Position Budget Summary". Worker's Comp r If Exempt Check Here: r Fixed Rate: E Can't Exceed 10% of the total base salary. If exempt or if it exceeds this rate, provide an explanation in the "Sworn Officer Position Budget Summary': Unemployment Ins. IL I I I If Exempt Check Here: n Fixed Rate: 11 Can't Exceed 5% of the total base salary. If exempt or if it exceeds this rate, provide an explanation in the "Sworn Officer Position Budget Summary". Other Describe: Other I I I Other i I Total Salary (Part A) Total Fringe Benefits (Part 8) $1 + X Describe: Describe: I of Positions Sworn Officer Total Transfer to Budget Summary Line I (City of Kalispell Police Department I CI: T01503 0 ihis section.) After completing Part I of this form, answer the following questions. If necessary, attach an explanation of how you computed salaries and benefits for this worksheet. Be sure to answer EVERY question. Missing or erroneous information could significantly delay the review of your agencys request. 1. If your is -en ".1,w�mAngwen6i reason(s) why In the space below. You must check at least one. F� Cost of living adjustment (COLA) F-] Step Raises n Change in benefit costs n Other - please explain briefly: 2. If an exiii", !PA0A-ISA8-0AJ0rM Medicare, 3) Health Insurance, 4) Retirement, 5) Workers Compensation, and 6) Unemployment Insurance. 1) Social Security: ffl�� 3) Health Insurance: MUM= 5) Worker's Compensation: (City of Kalispell Police Department J111 FOUR I I 1 11 �� 1111 !''I'll' 11 1, 1 "1 "1 "1 z?=-= I , NMI GUILIN mw I OR] 0: IMT01503 Social Security I I If Exempt Check Here: M Fixed Rate: Can T Exceed 6.2016 of total base salary. ff less than 6.2%, exempt or fixed rate, provide an explanation in the "civilian/non-swom personnel budget summary� Medicare If Exempt Check Here: EJ Fixed Rate: n personnel budget summary" Health Insurance I i Family Coverage? F-1 Yes ❑ No Fixed Rate: Can't Exceed 30% of total base salary for individual plans, or 45% for family plans. If it exceeds these rates or is a fixed rate, provide an explanation in the "civilian1non-sworn personnel budget summary". Life Insurance Vacation Number of Hours Annually: Sick Leave Number of Hours Annually: Retirement Fixed Rate: 0 Can? Exceed 20% of the total base salary (unless a fixed rate). if a fixed rate, provide an explanation in the Icivillan1non-sworn personnel budget summary': Workers Comp I I = If Exempt Check Here: D Fixed Rate: M Can't Exceedl 0% of the total base salary if exempt or if it exceeds this rate, provide an explanation in the "civillan1non-swom personnel budget summary". Unemployment Ins. I I If Exempt Check Here: EJ Fixed Rate: Can't Exceed 5% of the total base salary. If exempt or if it exceeds this rate, provide an explanation in the "civilian1non-swam personnel budget summary". Other I I I I Describe: Other I I I Describe: I I JCity of Kalispell Police Department I III 111 51, 1111!1`111 "1 11111 IIIIIIIJJI!1I iiiiii IF l�!111 ORI ffi: hiQ1503 After completing Part I of this form, answer the following questions. If necessary, attach an explanation of how you computed salaries and benefits for this worksheet. Be sure to answer EVERY question. Missing or erroneous information could significantly i1elay the review of your agency's request. reason(s) why In the space below. You must check at least one. Cost of living adjustment (COLA) F-1 Step Raises Change in benefit costs Other - please explain briefly: 2 AII, -AW s-0.-1 STA"I Medicare, 3) Health Insurance, 4) Retirement, 5) Workers Compensation, and 6) Unemployment Insurance. 1) Social Security: al=� 3) Health Insurance: 5} Worker's Compensation: [City of Kalispell Police Department Instructions: List non -expendable items that are to be purchased. Non -expendable equipment is tangible property (e.g., technology) having a useful life of more than two years. Expendable items should be included either in the "SUPPLIES" or "OTHER" categories. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially for high -price items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the "CONTRACTS1 CONSULTANTS" category. If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using the "Other Attachments" form found in the Grants.gov forms package. Pursuant to the Continuing Appropriations Resolution, 2008, (P.L.110-161), be advised that, to the greatest extent practical, all equipment and products purchased with these funds must be American -made. ..0 Oil See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. Computation Unitntern Description (0 of Items/Units X Unit Cost) Per Item Subtotal Ventilation System 1 500,000.00 500,000.00 Shooting Simulator 1 40,000.001 40,000.00 Driving Simulator 1 25, 000.00 J- 25, 000. 00 Bullet Retention System 1 75,00 00 F_ 75, 000.00 Ballistic Walls =1 110, 000. 00 1_ 110, 000.00 EQUIPMENT TOTAL: 750,000.00 'transfer to Budget Summary Line 3 Applicant Legal Name: ORI 0: City of Kalispell Police Department IMT01503 D. OTH R COSTS Na her Costs Requested P-TIFSTUfft-tu-, I - - I enxigme and products purchased with t6se funds must be American -made. Unit/Item Description (#of items nits X Unit Cost) Per Item Subtotal) OTHER COST TOTAL: F- Transfer to Budget Summary Line 4 Please include a detailed description for all items listed In the Budget Narrative Applicant Legal Name: 0111 ffi: lCity of Kalispell Police Department IMT01503 E. SUPPLIES No Supplies Requested T -M 1011116 s Attachments" form found in the Grants.gov forms package. lro�* �� IN I � ff 11111:1111111111pi III I ---- � 0 #a Unit/Item Description (#of Items/Units X Unit Cost) Per Item Subtotal SUPPLIES TOTAL: I Transfer to Budget Summary Line 5 Please include a detailed description for all Items listed In the Budget Naffati've (City of Kalispell Police Department I ORI ffi: IMT01503 I No Travel/Training Costs Requested nX Instructions: Itemize travel expenses of project personnel by purpose (e.g., mandatory training, staff to training, field interviews, advisory group meetings). Show the basis of computation (e.g,, 6 staff members times the unit cost per person for lodging for 3 days). Training projects, training fees, travel, lodging and per them rates for trainees should be listed as separate travel items. Show the number of staff attending any event and the unit costs per person involved. Identify the location of travel, when possible. Note: Any local training costs (within a 50-mile radius) should be listed under Section D ("Other Costs"). If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using the "Other Attachments" form found in the Grants.gov forms package. See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. Reason for Travel/ Computation Training & Location Travel/ # of Days/ of Travel/Training Training Item (9 of Staff X Unit Cost X Trips/Events) Per Item Subtotal TRAVIE LITRAINING TOTAL: F Transfer to Budget Summary Line 6 M Applicant Legal Name: ORI N: lCity of Kalispell Police Department G. CONTRACTSICONSULTANTS No Contracts/Consultants Costs Requested nX QW-WA-WWW", "M W,"- ■ the document using the "Other Attachments" form found in the Grants.gov forms package. Contracts: Provide a description of the product or service to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts. If awarded, requests for sole source procurements of equipment, technology or services in excess of $100,000 must be submitted to the COPS Office for prior approval. R-777�, . = Computation Per Consultant Consultant Name/Title Service Provided (Cost X #Daysor#Hours) Fee Subtotal r*--177-n =_AILtz-F-77 M 11 1 1 Jo� - F7774 (e.g., travel, meals, lodging). Computation Per Consultaw Consultant Name/Title Service Provided (Cost X # of Days) Fee Subtotal Consultant Subtotal: F (M) CONTRACTS/CONSULTANTS TOTAL: Contracts (GI) + Consultant Fees (G2) + Consultant Expenses (M) Transfer to Bud at rMN7 FORVAMMU-M.-MMM NFIN, wl� lCity of Kalispell Police Department I ORI 9: MT01503 -d— g QQ I al iww, W 1111"I"NOW1111w,w- 60,101,416 1 w 11 imi WVMn at oluget into rmauon Is req-141-3-a-VA-le the document using the "Other Attachments" form found in the Grants.gov forms package. If indirect costs are requested, a copy of the agency's fully -executed, negotiated Federal Rate Approval Agreement must be attac ed to this application. I m Indirect Cost Description Computation Per Indirect Cost Subtotal INDIRECT COSTS TOTAL: I Transfer to Budget Summary Line 8 MPM JCity of Kalispell Police Department I D. Other Costs E. Supplies F. Travel/Training G. Contracts/Consultants &N=o 14, 1, IMP 61W w1i "WIR06-- Category Total Line 0 1 1 2 750, 3 4 5 6 7 H. Indirect Costs 8 Total Project Amount: 750, budget submission. Authorized Official's Typed Name: Prefix: First Name: Middle Name: Last Name: Suffix: Title: Phone: E-mail Address: 750,000.0 0 � t ztzly Vi . W # 11-jai 6mvNILIWAINIME qz�ll lChief of Police 1406-758-7786 Fax: 1406-758-7799 rnasset@kaiispell.com 1-91114,411TA161Vs 01ii pytrif�� L 111- 1 = Al I I The public reporting burden for this collection of information is estimated to be up to 2 hours per response, depending upon the COPS program being applied for, including the time for reviewing instructions, searching existing data sources, gathering the budget data needed, and completing the worksheets. Send comments regarding this burden estimate or any other aspects of the collection of this information, including suggestions for reducing this burden, to the Office of Community Oriented Policing Services, U.S. Department of Justice, 1100 Vermont Avenue, N.W., Washington, D.C. 20530; and to the Public Use Reports Project, Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, D.C. 20503. You are not required to respond to this collection of information unless it displays a valid OMB control number. The OMB control number for this application is 1103-0097 and the expiration date is 5/31/2011. General Instructions: T-ho Q*P% A �Xtllq*filn Attachment tt S17-4224 is ysaf in veKh all C#FS �rtgram a,,t�*,II*-.tIons. Please ensure that you have completed all of the required sections. If a section is not applicable, please check the not applicable checkbox. Section I., COPS PROGRAM REQUEST Federal assistance Is being requested under the following COPS program: Select the COPS Office grant program for which you are requesting federal assistance. PleaseDONOTuse this form to apply for multiple grants at one time. A separate application must be completed for each COPS program for which you are applying. Please ensure that you read, understand, and agree to comply with the applicable grant terms and conditions as outlined in the COPS Application Guide before finalizing your selectid'y'. [:] Targeted -Tribal Resources Grant Program nx Targeted -Technology Program E] Targeted-Methamphetamine Initiative 171 Universal Hiring Program F-1 Community Policing Development n Child Sexual Predator Program f-1 Secure our Schools .......... review of your application, or remove your application from consideration. The ORI number is assigned by the FBI and is your agency's unique identifter. The first two letters are your state abbreviation, the next three numbers are your county's code, and the final two numbers identify your jurisdiction within your county. If you do not cuffently have an ORI number, the COPS Office will assign one to your agency for the purpose of tracking your grant n Check here if your agency has not been assigned an ORI #. For Law Enforcement Agencies: Enter the law enforcement executive's name and contact information. This is the highest-ranking official within yourJurisdiction (e.g., Chief of Police, Sheriff, or equivalent). For Non -Law Enforcement Agencies. Enter the program official's name and contact information. If the grant is awarded, this position would be responsible for the programmatic implementation of the award. If your agency is a "start-up" this section can remain blank. Title: Prefix: First Name: Middle Name: Last Name: Suffix: Agency Name: Street 1: Street 2: City: County: State: Province: lChief of Police Roger INasset I W711217-77�0 � Kalispell Police Department 1312 1st Ave E I lKalispell iFlathead IMT: Montana 1 159901 UNITED STATES Telephone: 406-758-_7786 Fax: 1406-758-7799 E-mail: irnasset@kalispell.com Type of Agency: IMunicipal M --- - --�= Other* (please specify): 1 Agency types that have an asterisk next to them and that are applying for COPS hiring grants must provide additional information. Please refer to the COPS Application Guide: Agency Supplemental Information section for the questions that you will need to address. Please attach this information below. YIU7FraU7,W7n`WIC37Tr Agencrzv. 2:71ter inT this position would be responsible for the financial management of the award. Please note that information for non -executive positions (e.g. clerk, trustees, etc., are not acceptable). Title: IMayor Prefix: [Mrs First Name: IPamela Middle Name: Last Name: lKennedy Suffix: 1. Name of Government Entity/Financial Entity: City of Kalispell Street 1: 1201 1st Ave E Street 2: F City: Kalispell County: IFlathead State: IMT: Montana Province: I Zip / Postal Code: 159901 Country: IUSA: UNITED STATES Telephone: Fax: F406-758-7703 k=O6-758-7754 E-mail: F_ Type of Government Entity: ICity Federal1. Cognizant Agency: Enter the legal applicants Cognizantd_ Agency. A Cognizantr- Agency, generally, federal agencys jurisdiction receives r most federal r`g Your rt Federal Agency.f may have been previously designated by the Office of Management and Budget. 2. Fiscal Year: I to I . # • - 3. Population served as of the 2000 US Census: I 4. If the population served is not represented by the U.S. census figures, please indicate the size of the population served: u YWwrT 9-9 services are not fundable under the Universal Hiring Program. No Legal r address informationon e SF-424 under o, (Applicant Information) should be for t ° r be contracting to receive law enforcementservices,r NOT enforcement agency that will actually provide those services. Also, be sure to enter the name and agency information of ^ contractenforcement department under• ice' a'' enforcement executive infonnation) of this document. In all contracting arrangements, the jurisdiction that is applying for St Is ultimately responsible for ensuring compliance with all grant requirements. For additional cladfication on contracting guidelines,please see the program-specificI M the OP' Application Guide. ,v' ; f - J 012*1MV 1410f;1 0 MLVAnISILMH ,_ -. ; -4.-1 .�.. a. If 'Yes, ° please refer to the program -specific section of the COPS Application Guide for additional eligibility information. An agency with primary law enforcement authority is defined as the first responder to calls for service, and has ultimate and final responsibility for the prevention, detection, and/or investigation of crime within its jurisdiction. words, 001 Census population♦ po . -d towns and cities that haveown police e authority for this population. [Please limit your response to a maximum of 250 words.] i 7— �11 Full Time Part Time Enter the budgeted sworn force strength. The budgeted swom force strength is the number of swom officer *.:FRAtTkwI "".-z 2ftrelzie funded vacancies. Do not include unpaidlreserve officers or detention staff I!j:IIII!II!!j!1!j1 111!j Full Time Part Time 1 7 1 - I Enter the actual sworn force strength. The actual swom force strength is the actual number of swom officer 'W");A' rr*Nf, reserve positions. Xlve rise to public safety Issues, such as crime, social disorder, and fear of crime. for further information regarding these sub -elements Community the law enforcement agencyand the individuals and organizations they serve to both develop trust In police. Other GovernmentAgencies Private Businesses 'gar '} ;', i •. Media Organizational Transformation: The alignment of organizational management, structure^ �l ' 2 _ .~ r Itofir I I' t Q;4*1 k7l It I Agency Climate f culture Leadership Labor Decision -making planningStrategic Policies Organizationalevaluations Transparency lirganizational officersGeographic assignment of Despecialization Resources Personnel Recruitment, . iselection Personnel supervision/ evaluations Training iF74-.11i i; Problem Solving: The process of engaging In the proactive and systematic } ' 9 f ,- %" rA ... rigorously evaluated. resultCOPS grants must be used to Initiate or enhance community policing. Please complete the following is " detailed ou may find more COPS O, • ,.o `. AR '', • 11 ., is . ,. , . . � " . „ ,. y .. ,} * ! '.. partnerships if awarded grant funding (150 word maximum): In addition to creating a public safety training and testing facility for first responders the facility will be available for Hunter Safety programs and Driver's Education programs. f .t■. of ;s "• Rr .. _i �•� �i' fi �"a a r rs:. +. ," _rs tits. y t. r trends involving repeat victims, offenders, and locations. ^ © No E Not We- M TM coi Me an ;;; i ; prolieti-M Ej Yes ix No D Not Sure conditions that contribute to them. I -- I ' - '• • activities if awarded grant funding (150 word maximum): We will be able to use the facility for scenario based training for officer safety and driving training. practices, and policies to support the community policing philosophy and community policing activities. 1111:99R! IT11111! 3�� U =i co ni m I n I qF tolicing strategies. I FRI Yes F-1 No n Not Sure strategic plan _M Yes F1 No 17� Not Sure practices and procedures. MR Yes F7I No F-1 Not Sure [K Yes M No F1 Not Sure Please provide specific examples of the types of activities you plan to engage in to enhance organizational alignment towards community policing if awarded grant funding (1150 word maximum): We have community policing policies already actively in use in our agency. The COPS Office Is Interested In ,_termining if your organization will use the grant to assist in ff '17 - M Miand arrest data, etc.). F� Yes FRI No F-1 Not Sure ■ Yes p . ■ Not a o MONWIC441^ technology towards community policing if awarded grant funding (150 word maximum): The training facility will allow for officer training in public disorder response. plan may Incorporate a broad range of possible community policing strategies and activities, and that n W on is ,. �. AFTER FEDERAL FUNDING ! Retentionf COPS Hiring Grants ❑ Check here if not applying under the universal Hiring Program. '15 77 etc.) your agency plans to utflize. A missing or incomplete response could affect your ability to receive funding. Please limit your response to a maximum of 250 words. JOIN 2 X It Y, V, 3 a W. ry 'A Wy YZ without federal assistance. Teaerai assistance. Imease iimit your response to a maximum or /-ou worus.j Law Enforcement personnel located in Northwest Montana are forced to train and test at an outdoor, "makeshift" facility at Glacier Park International Airport or at landfills and rural wooded properties. The FAA will require the range to be relocated due to air traffic safety concerns; there are no other training facilities for law enforcement to relocate to and fire personnel have no training facilities at all in Northwest Montana. Over 1,000 local law enforcement and fire personnel will utilize the proposed center, including such agencies as Border Patrol, Homeland Security, Montana Highway Patrol, National Guard and agencies in the Northwestern United States. r1JJr[*xq'AJLLff_*L m"ki _- !1raltric 0nA 1, If requesting a waiver, you are required to attach a detailed waiverjustification below. Please refer to the COPS Application Guide — 'Waiver of the Local Match"section tbr information on what to include in yourjustification, as well as the program-speaffic portion of the Guide to review the local match requirements thr the grant program under which you are applying. RMTFTIMM�� �ZMIZCM 1111M,!I =71 Secure Our Schools, Child Sexual Predator Program, Technology Program and Community Policing *evelopment Programs. [Executive Summary.doc A Fill Please attach to your application an in-depth narrative response detailing your proposed project. Please refer to the program -specific section of the COPS Application Guide: "How to Apply" section for information on what should be included in your response, as well as any additional formatting requirements and page length limitations. JProject Description.doc L_t Delete AttachmenjView Attachment Please attach a budget narrative describing each item proposed for purchase, its purpose, d how the items relate to the overall project Like items may be grouped •gt or ease of ep , r The structure of he Budget Narrative must mirror the structure of the Budget Detail Worksheet included in this application. In other words, each item reported in the Budget Narrative must fall under one of the following budget categories: Civilian/Other Personnel, Equipment/Technology, Other Costs, Supplies, Travel/Training, Contracts/ Consultants, and Indirect Costs. For your information, a sample Budget Narrative and a sample Budget Detail Worksheet are included in the COPS Application Guide. Every item included on the Budget Detail Worksheet must be included in the Budget Including unallowable Items on your application may delay the processing of your application and could ultimately result In the denial of your request. Please attach a Memorandum of Understanding (MOU) to your application that defines the roles and responsibilities of the Individuals and partner(s) Involved In your proposed project. Please refer to the program -specific portion ofthe Guide for : f complete description *.f; ; f ; Information ,!, .. l .N :a the WE R, ITN" t An official "partner" under the grant may be a governmental or private entity that has established a legal, contractual, or other agreement with the applicant for the purpose of supporting and working together for mutual benefits of the grant. Please refer to the Application Guide for a complete description of partnership requirements under the grant program for which you are applying. Title: F Prefix: First Name: Middle Name: Last Name: Suffix: Type of Partner Agency (e.g., School District) Partner Agency Address Street 1: F Street 2: City: County: State: Province: Zip / Postal Code: Country: Telephone: Fax: E-mail: 7TURS-Fret-UTA.W. ine Alusgrarn STime _T1 RM Hns Fegdf_0111g LIM Udtd I limuuts, tUrrTrdtfUrf-df fUJI 1, 1 IFUI Tor Mrs submissions. Type of Incident of Incidents Reported Homicide Sexual Offenses Aggravated/Major Assaults —for example, an attack with hands, fist, feet, or weapons on an individual. Simple/Minor Assaults --stalking, Intimidation/bullying/coercion, etc. Thefts (Includes Reports of Stolen Property) Possession/Sale of Illegal Weapons Vandalism/Destruction of Property Alcohol -Related Offenses Possession, Use or Sale of Drugs Disorderly Conduct School Data Totals Truancy Detentions Suspensions Expulsions Threats to School Property # of schools involved in project Total Student Population for Involved Schools 9 ", FU DR 11-M, - y12_41-7" U 4, Certification of Review of 28 C.F.R. Part 23/Criminal Intelligence Systems ysv� mwst rz§2r_Azss:Tf Oeie IyTz ii�f CTLS rnM y-tv 2rz a2_r;dYIAZ,; ftr.-MM rzylzw t%z� COPS Application Guide: Legal Requirements Section for additional Information. 19 Yes I my agency will use these COPS grant funds (if awarded) to operate an inte6urisdictional criminal intelligence system. By signing below, we assure that our agency will comply with the requirements of Pat 23. No, my agency will not use these COPS grant funds (if awarded) to operate an intedurisdictional crimirja7 intelligence system. 0 The signatures of the applicants Authorized Organizational Representative (on-line applications only), Law Enforcement Executive/Prograrn Official and Government Executive/Financial Official, and any applicable program partners on the Certification of Review and Representation of Compliance with Requirements: 1) Assures the COPS Office that the applicant will comply with all legal, administrative, and programmatic requirements that govem the applicant for acceptance and use of federal funds as outlined in the applicable COPS Application Guide; AND The signatures below must be made by the actual executives named on this application unless there is an officially documented authorization for a delegated signature. If your jurisdiction has such an official document, it must be attached to this application. Applications with missing, incomplete, or inaccurate signatures or responses may not be considered for funding. Stamped or electronic signatures (unless applying online via Grants.gov) also will not be accepted. Original signatures are required. Faxed copies will not be accepted. Applications postmarked after the final application deadline date may not be considered for funding. Signatures shall be treated as a material representation of fact upon which reliance will be placed when the #,apartment of Justice determines to award the covered grant. Please be advised that a hold may be placed on this application if it Is deemed that the applicant agency Is not in compliance with federal civil rights laws, and/or is not cooperating with an ongoing federal civil rights investigation, and/or is not cooperating with a COPS Office compliance investigation concerning a current grant award. r IM FRET 77 *W _W_WM compliance terms and conditions as outlined in the COPS Application Guide. In addition, I certify that the information provided on this form and any attached forms is true and accurate to the best of my knowledge. I understand that false statements or claims made in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any ither remedy available by law to the federal government. Authorized Organizational Representative's Signature: 0 a* A 4 a 11 0 i rr.T ZMr7.W )feted UgomSubrilssio,,titolQratts.gay'lI Prefix: First Name: Last Name: Suffix: Signature: [Roger F INasset Date: Completed Upon Submission to Grants.go� Government Executive/Financial Official: Prefix: First Name: Pamela Middle Name: F Last Name: [Kennedy al Signature: Date: Fci7mp-leted Upon Submission to Grants.govi IAssurances & Certifications Click here to read and print -igning ME age aiso assIL WIXIe-TB-a-0. - . grant terms and conditions as outlined in the Assurances and Certifications. The signed hard copy of the Assurances and Certifications should be kept in the agency's files and furnished upon request. III � VC111 , I li: I II lII - i, of Management and Budget, Washington, D.C. 20503. E Jvt Sever al provisions provisions of federal law and policy apply to all grant programs. We (the Office of Community Oriented Policing Services) need to secure your assurance that the applicant will comply with these provisions. If you would like further information about any of these assurances, please contact your state's COPS Grant Program Specialist at (800) 421-6770. By the applicant's authorized representative's signature, the applicant assures that it will comply with all legal and administrative requirements that govern the applicant for acceptance and use of federal grant funds. in particular, the applicant assures us that: 1. It has been legally and officially authorized by the appropriate governing body (for example, mayor or city council) to apply for this grant and that the persons signing the application and these assurances on its behalf are authorized to do so and to act on its behalf with respect to any issues that may arise during processing of this application. 2. It will comply with the provisions of federal law, which limit certain political activities of grantee employees whose principal employment Is in connection with an activity financed in whole or in part with this grant. These restrictions are set forth in 5 U.S.C. § 1501, at seq. 3. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act, if applicable. 4. it will establish safeguards, if it has not done so already, to prohibit employees from using their positions for a purpose that is, or gives the appearance of being, motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ices. 5. it will give the Department of Justice or the Comptroller General access to and the right to examine records and documents related to the grant. 6. It will comply with all requirements imposed by the Department of Justice as a condition or administrative requirement of the grant, Including but n of limited to: the requirements of 28 CFR Part 66 and 28 CFR Part 70 (governing administrative requirements for grants and cooperative agreements); 2 CFR Part 225 (OMB Circular A-87), 2 CFR 220 (OMB Circular A-21), 2 CFR Part 230 (OMB Circular A-122) and 48 CFR Part 31.000, at seq. (FAR 31.2) (governing cost principles); OMB Circular A-133 (governing audits) and other applicable OMB circulars; the applicable provisions of the Omnibus Crime Control and Safe Streets Act of 1968, as amended; 28 CFR Part 38.1; the current edition of the COPS Grant Monitoring Standards and Guidelines; the applicable COPS Grant Owners Manuals; and with all other applicable program requirements, laws, orders, regulations, or circulars. 7. If applicable, it will, to the extent practicable and consistent with applicable law, seek, recruit and hire qualified members of racial and ethnic minority groups and qualified women In order to further effective taw enforcement by increasing their ranks within the swam positions in the agency. 8. It will not, on the ground of race, color, religion, national origin, gender, disability or age, unlawfully exclude any person from participation In, deny the benefits of or employment to any person, or subject any person to discrimination in connection with any programs or activities funded in whole or in part with federal funds. These civil rights requirements are found in the non-discrimination provisions of the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. § 3789 (d)); Title VI of the Civil Rights Act of 1964, as amended (42 U. S.C. § 2000d); the Indian Civil Rights Act (25 U.S.C. §§ 1301-1303); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794); Title 11, Subtitle A of the Americans with Disabilities Act (ADA) (42 U.S.C. § 12101, at seq.); the Age Discrimination Act of 1975 (42 U.S.C. § 6101, at seq.); and Department of Justice Non- Discrimination Regulations contained in Title 28, Parts 35 and 42 (subparts C, D, E and G) of the Code of Federal Regulations. A. in the event that any court or administrative agency makes a finding of discrimination on grounds of race, color, religion, national origin, gender, disability or age against the applicant after a due process hearing, it agrees to forward a copy of the finding to the Office of Civil Rights, Office of Justice Programs, 810 7th Street, NW, Washington, D.C. 20531. B. Grantees that have 50 or more employees and grants over $500,000 (or over $1,000,000 In grants over an eighteen - month period), must submit an acceptable Equal Employment Opportunity Plan ("EEOP") or EEOP short form (if grantee is required to submit an ESOP under 28 CFR 42.302), that is approved by the Offic a of Justice Programs, Office for Civil Rights within 60 days of the award start date. For grants under $500,000, but over $25,000, or for grantees with fewer than 50 employees, the grantee must submit an ESOP Certification. (Grantees of less than $25,000 are not subject to the ESOP requirement.) 9. Pursuant to Department of Justice guidelines (June 18, 2002 Federal Register (Volume 67, Number 117, pages 41455-41472)), under Title VI of the Civil Rights Act of 1964, it will ensure meaningful access to Its programs and activities by persons with limited English proficiency. 10. It will ensure that any facilities under Its ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that it will notify us If advised by the EPA that a facility to be used in this grant Is under consideration for such listing by the EPA. 11. if the applicant's state has established a review and comment procedure under Executive Order 12372 and has selected this program for review, it has made this application available for review by the state Single Point of Contact. 12. It will submit all surveys, interview protocols, and other Information collections to the COPS Office for submission to the Office of Management and Budget for clearance under the Paperwork Reduction Act of 1995 if required. 13. It will comply with the Human Subjects Research Risk Protections requirements of 28 CFR Part 46 If any part of the funded project contains non-exempt research or statistical activitles which Involve human subjects and also with 28 CFR Part 22, requiring the safeguarding of individually identifiable information collected from research participants. 14. Pursuant to Executive Order 13043, it will enforce on-the-job seat belt policies and programs for employees when operating agency -owned, rented or personally -owned vehicles. 15. It will not use COPS funds to supplant (replace) state, local, or Bureau of Indian Affairs funds that otherwise would be made available for the purposes of this grant, as applicable. 16. if the awarded grant contains a retention requirement, It will retain the increased officer staffing level and/or the increased officer redeployment level, as applicable, with state or local funds for a minimum of one full focal budget cycle following expiration of the grant period. 17. it will not use any federal funding directly or indirectly to influence In any manner a Member of Congress, a jurisdiction, or an official of any government, to favor, adopt, or oppose, by vote or otherwise, any legislation, law ratification, policy or appropriation whether before or after the introduction of any bill, measure, or resolution proposing such legislation, law, ratification, policy or appropriation as set forth in the Anti - Lobby Act, 18 U.S.C. 1913. False statements or claims made In connection with COPS grants (including cooperative agreements) may result In fines, Imprisonment, disbarment from participating in federal grants or contracts, and/or any other remedy available by law. Signature of law Enforcement Executive (or Official with Programmatic Authority, as applicable) Signature of Government Executive (or Official with Financial Authority, as applicable) 0=0 Coordination with Affected Agencies Although the Department of Justice has made every effort to simplify the application process, other provisions of federal law require us to seek your agency's certification regarding certain matters. Applicants should read the regulations cited below and the instructions for certification included in the regulations to understand the requirements and whether they apply to a particular applicant. Signing this form complies with certification requirements under 28 CFR Part 69, "blew Restrictions on Lobbying," 28 CFR Part 67, "Government-Wtde Debarment and Suspension (Nonprocurement)," 28 CFR Part 83 Government -Wide Requirements for Drug -Free Workplace (Grants)," and the coordination requirements of the Public Safety Partnership and Community Policing Act of 1994. The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant. As required by Section 1352, Title 31 of the U.S. Code, and Implemented at 28 CFR Part 69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 CFR Part 69, the applicant certifies that: A. 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 making of any federal grant; the entering into of any cooperative agreement; and the extension, continuation, renewal, amendment or modification of any federal grant or cooperative agreement; S. 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 grant or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in accordance with its instructions; C. The undersigned shall require that the language of this certification be Included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all sub -recipients shall certify and dlsciose accordingly. 2. Debarment, Suspension and Other Responsibility Matters (Direct Recipient) As required by Executive Order 12549, Debarment and Suspension, and implemented at 2 CFR Part 2867, for prospective participants in primary covered transactions, as defined at 2 CFR Part 2867, Section 2867.437 - A. The applicant certifies that it and its principals: (I) Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of federal benefits by a state or federal court, or voluntarily excluded from covered transactions by any federal department or agency; (ii) Have not within a three-year period preceding this application 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) or private agreement or transaction; violation of federal or state antitrust statutes or commission of embezziement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion or receiving stolen property, making false claims, or obstruction of justice, or commission of any offense Indicating a lack of business integrity or business honesty that seriously and directly affects your present responsibility. (lil) 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 (A)(ii) of this certiflcaflon; and (iv) Have not within a three-year period preceding this application had one or more public transactions (federal, state or local) terminated for cause or default; and B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. 3. Drug -Free Workplace (Grantees Other Than Individuals) As required by the Drug -Free Workplace Act of 1988, and implemented at 28 CFR Part 83, for grantees, as defined at 28 CFR Part 83, Sections 83 and 83.510 - A. The applicant certifies that it will, or will continue to, provide a drug- free workplace by: (i) 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; (ii) Establishing an on -going drug -free awareness program to inform employees about - (a) The dangers of drug abuse eworkplace; The grantee's r of +t -t a workplace; (c) Any available drug counseling, rehabilitation and employee assistance programs; and (d) The penalties that may be imposed upon employees for drug- abuse violations occurring in the workplace; (if!) Making It a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (1); (iv) Notifying the employee in the statement required by paragraph (1) that, as a condition of employment under the grant, the employee will - (a) Abide by the terms of the statement; and (b) Notify the employer In writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later then five calendar days after such conviction; (v) Notifying the agency, In writing, within 10 calendar days after receiving notice under subparagraph (iv)(b) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to: COPS Office, 1100 Vermont Ave., NW, Washington, D.C. 20530. Notice shelf Include the identification number(s) of each affected grant. (vi) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (iv)(b), with respect to any employee who is so convicted - Grantee Agency Name and Address: City of Kalispell Police Department 312 lst Ave E., Kalispell, MT 59901 (a) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (b) 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; (vil) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (I), (11). (111), (iv), (v) and (vi). S. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with the specific grant: Place of performance (street address, city, county, state, zip code) Check ❑ If there are workplaces on file that are not identified here. 4. Coordination The Public Safety Partnership and Community Policing Act of 1994 requires applicants to certify that there has been appropriate coordination with all agencies that may be affected by the appilcanfs grant proposal if approved. Affected agencies may include, among others, the Office of the United States Attorney, state or local prosecutors, or correctional agencies. The applicant certifies that there has been appropriate coordination with all affected agencies. Grantee IRS/ Vendor Number: 181-6001281 False statements or claims made in connection with COPS grants (including cooperative agreements) may result in fines, imprisonment, disbarment from participating in federal grants or contracts, and/or any other remedy available by law. I certify that the assurances provided are true and accurate to the best of my knowledge. Elections or other selections of new officials will not relieve the grantee entity of its obligations under this grant. Typed Name and Title of Law Enforcement Executive (or Official with Programmatic Authority, as applicable): Roger Nasset Chief of Police Signature: Typed Name and Title of Government Executive (or Official with Financial Authority, as applicable): Pamela Kennedy, Mayor Signature: Date: M U.S. DEPARTMENT OF JUSTICE OFFICE OF COMMUNITY ORIENTED POLICING SERVICES capS Grant Operations Directorate/Grants Administration Division 145 N Street, N.E., Washington, DC 20530 January 19, 2012 Chief of Police Roger Nasset Kalispell Police Department 312 1 " Avenue East P.O. Box 1997 Kalispell, MT 59901 Re: Technology Grant Program Grant #: 2009CKVVX0478 ORI #: MTO 1503 Dear Chief of Police Nasset: I am pleased to inform you that your extension request for the COPS grant listed above has been approved. This approval provides your agency with additional time to meet programmatic requirements and complete the drawdown of funds. Your new end date is 09/10/2013. Please note that 28 CFR. § 66.50(c) requires grantees to submit a final Federal Financial Report SF-425 and draw down funds for incurred costs within 90 days after the end date of the grant/cooperative agreement (provided in the above paragraph). If remaining funds are not drawn down within 90 days after the grant end date, your agency will forfeit the remaining eligible balance. We thank you for your continued support of the Technology Grant Program. If you have any questions regarding your extension, please feel free to contact the COPS Response Center at 1.800.421.6770. cc: COPS Records Center Finance Sincerely, 0- Andrew A. Dorr Assistant Director for Grants Administration ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING U.S. Department of Justice Office of Community Oriented Policing Sen ices COPS CONNUN?Y ONIVVY" POIICINO SINYICIS U.J. DI►AIYAIWr OPJUMCt 2009 COPS Technology Program Grant Owner's Manual U.S. Department of Justice Office of Community Oriented Policing Services 2009 COPS Technology Program Grant Owner's Manual This manual was created to assist COPS Technology grantees with the administrative and financial matters associated with the grant. For more information about your Technology Program grant, please contact your COPS Grant Program Specialist. If you do not know the name or telephone number of your Grant Program Specialist, please contact the COPS Office Response Center at 800.421.6770, U.S. Department of Justice Office of Community Oriented Policing Services 1100 Vermont Avenue, N.W. Washington, DC 20530 (For overnight delivery, please use 20005 as the ZIP Code) COPS Online: www.cops.usdoi.gov July 2009 Table of Contents I 1 Table of Contents GETTING STARTED.................................................................... 3 GRANT ACCEPTANCE, TERMS, AND CONDITIONS .................................... 5 The Award Document........................................................... 6 Grant Conditions................................................................ 7 Reasons for Grant Conditions .................................................. 7 Review of Grant Conditions.................................................... 8 1. Grant Owner's Manual .................................................. 8 2. Assurances and Certifications ........................................... 8 3. Allowable Costs.........................................................9 4. Travel Costs............................................................12 5. Technology and Information -Sharing Standards ........................13 6. Supplementing, Not Supplanting......................................15 7. Extensions.............................................................16 8. Modifications..........................................................17 9. Evaluations............................................................18 10.Reports...............................................................19 11. Grant Monitoring Activities............................................19 12. Equal Employment Opportunity Plan (EEOP) ........................... 21 13. Criminal Intelligence Systems ........................................... 22 14. Sole Source Justification ............................................... 23 15. Public Release Information ............................................. 23 16. Employment Eligibility.................................................24 17. State Information Technology Point of Contact ......................... 25 18. National Environmental Policy Act .............. . ...................... 25 19.False Statements......................................................26 What are the specific rules regarding termination of grant funding? ............. 26 Accepting the Grant Award ..................................................... 27 Who should sign the Award Document for our agency? .......................... 28 When must the Award Document be returned? .................................. 28 II. PROCUREMENT PROCESS.......................................................... 29 III. ACCESSING GRANT FUNDS ........................................................ 32 PaymentMethod.............................................................. 33 What method of payment is used? .............................................. 33 Setting Up Your Account........................................................ 33 How do we set up a PAPRS account? ........................................... 33 How do we fill out the payment enrollment forms? .............................. 33 When should Financial Status Reports be filed? .................................. 34 212009 COPS Technology Program Grant Owner's Manual Additional Payment Questions .................................................. 34 Can we receive advances?..................................................... 34 How often do we request reimbursement of costs? ............................... 35 Can we earn interest on our grant funds? ....................................... 35 MatchingFunds................................................................35 IV. FINANCIAL RECORD MAINTENANCE ............................................... 36 What accounting systems are required? ......................................... 37 What records must be kept?....................................................37 How long must documents be kept? ............................................. 37 What if we have more than one grant? .......................................... 38 Who may access our records? ................................................... 38 V. FEDERAL AUDIT REQUIREMENTS................................................... 39 What are the regulations governing SAA requirements? .......................... 40 Who must have an SAA audit?..................................................40 What is the role of the Office of the Inspector General (OIG)?...................... 41 How are COPS grants selected for an OIG audit? ................................. 41 Typical Audit Findings...........................................................41 VI. REPORTS..........................................................................43 Financial Status Reports.........................................................44 How do we file Financial Status Reports? ........................................ 44 How will grant funds be monitored?............................................45 Program Progress Reports.......................................................46 What kind of information will these reports require? ............................. 46 Do we need to request a progress report? ....................................... 46 Contact Points to Obtain Technical Assistance and Report Violations ..............46 VII. WHEN THE GRANT PERIOD HAS ENDED...........................................47 Final Financial Status Report.....................................................48 When should all of the grant monies be spent? ................................. 48 Final Program Progress (Closeout) Report........................................48 Equipment Disposition..........................................................49 Vill. CONCLUSION.................................................................... so IX. GLOSSARY OF TERMS............................................................ 52 APPENDIXES........................................................................57 A. List of Source Documents.....................................................58 B. Assurances and Certifications.................................................60 412009 COPS Technology Program Grant Owner's Manual Getting Started Congratulations on receiving a grant from the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS). The COPS Technology Program provides direct funding for the continued development of technologies and automated systems to assist in investigating, responding to, and preventing crime. This funding will allow you the opportunity to establish and enhance a variety of technical equipment and/or programs to encourage the continuation and advancement of community policing efforts within your jurisdiction. This COPS Technology Program Grant Owner's Manual will assist your agency with the administrative and financial matters associated with your grant. It was developed by the COPS Office to ensure that all COPS Technology Program grantees clearly understand and meet the requirements of their grant. Please review this manual carefully, because a failure to follow grant requirements can have serious ramifications. Please do not hesitate to call the COPS Office Response Center at 800.421.6770 if you need assistance with the implementation of your grant. Thank you for providing us with the opportunity to work in partnership with your community. 1. Grant Acceptance, Terms, r'" 612009 COPS Technology Program Grant Owner's Manual 1. GRANT ACCEPTANCE, TERMS, AND CONDITIONS To officially accept and begin your Technology Program grant, your agency must review, sign and return the original Award Document to: U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Attention: Sponsored Branch Control Desk 1100 Vermont Avenue, N.W., 9th Floor Washington, DC 20530 (For overnight delivery, please use 20005 as the ZIP Code.) Your agency will not be able to draw down grant funds until the COPS Office receives your original, signed Award Document. Signatures on the Award Document must be original —photocopies, faxed copies, stamps, and/or electronic signatures will not be accepted. For more information on drawing down grant funds, please see Section III, "Accessing Grant Funds" The Award Document The Award Document is the document indicating your official grant funding amount, the grant number, the grant conditions, and the award start and end dates. The Award Document is preprinted with your agency's law enforcement and government executives' names and addresses. If this information is incorrect or has changed, please complete the Change of Information (COI) form online at www.cops.usdoii.gov through the Account Access option. If the law enforcement or government official has changed since the time of application, please have the current law enforcement executive and/or government executive for your agency sign the Award Document. Please do not make corrections to the original Award Document (including the use of correction fluid). The COPS Office will not accept an altered Award Document. Once you have reviewed your Award Document, please sign it, make a copy of the document for your records, and mail the original document (copies cannot be accepted) with original signatures back to the COPS Office within 90 days of the date shown on the award congratulatory letter. The award start date indicated on the Award Document means that your agency may be reimbursed for any allowable costs incurred on or after this date. The duration of your Technology Program grant award is three years or 36 months. Your grant number is in the following format: 2009-CKWX-0000 for grants awarded in FY 2009. The COPS Office tracks grant information based upon this number. Therefore, it is important to have your agency's grant number (and/or your agency's ORI number) readily available when corresponding with the COPS Office. Your ORI number begins with your state abbreviation followed by five numbers and/or letters (e.g., VA00000). This number is assigned by the Federal Bureau of Investigation (FBI) for use in tracking information for the Uniform Crime Report (UCR). The COPS Office tracks programmatic grant information based upon this ORI number. If your agency does not have an ORI number assigned by the FBI, the Grant Acceptance, Terms, and Conditions 17 COPS Office assigns a non -official ORI code to use as an agency identifier (in such cases, the last two digits will be "ZZ"). If you have any questions regarding your grant, please refer to your grant award number or your agency's ORI number when you contact the COPS Office. Your OJP vendor number, in most circumstances, is your agency's nine -digit federal tax identification number assigned to you by the internal Revenue Service. If your OJP vendor number differs from your tax identification number, the OJP vendor number is only to be used for administrative purposes in connection with this grant program, and should not be used for Internal Revenue Service purposes. Grant Conditions The grant conditions are listed on your agency's Award Document. By accepting this grant, you are obtaining federal funds from the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS Office). As part of that agreement, your agency acknowledges that it will comply with these conditions (and, if applicable, additional special conditions specific to your agency). The section that follows describes in detail each of the award conditions, their rationale, and their implications. It also addresses many frequently asked questions. If you have additional questions concerning any of these grant conditions, please contact your COPS Grant Program Specialist at 800,421.6770. In limited circumstances, your award may be subject to special conditions that prevent your agency from drawing down or accessing grant funds until the special conditions are satisfied as determined by the COPS Office. Any special conditions will be included with your award package. However, if you have questions about the special conditions, please call your COPS Grant Program Specialist at 800.421.6770. Reasons for Grant Conditions The requirements of your Technology grant are established within: • The Public Safety Partnership and Community Policing Act of 1994 which established the COPS Office. • Applicable rules, regulations and policies issued by the U.S. Department of Justice, Office of Management and Budget (OMB), the Government Accountability Office (GAO), and the United States Treasury. • The specific Technology Program programmatic requirements established by the COPS Office. A list of source documents for this booklet is provided in Appendix A. You may request copies of any source reference document from: Office of Administration, Publication Unit New Executive Office Building, Room G 236 Washington, DC 20503 COPS -specific documents may be requested directly from the COPS Office. 812009 COPS Technology Program Grant Owner's Manual Review of Grant Conditions By signing the Award Document to accept this Technology Program grant, your agency agrees to abide by the following grant conditions: 1. GRANT OWNER'S MANUAL 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 CF.R. Part70 as applicable (governing administrative requirements forgrants and cooperative agreements); 2 C.F.R. Part225 (OMB CircularA-87), 2 C.F.R. Part220 (OMB CircularA-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 CircularA-133 (governing audits); representations made in the COPS Technology Program grant application; and all other applicable program requirements, laws, orders, regulations, or circulars. Why This Condition: This manual has been designed to inform you of the requirements, laws, regulations, and policies that apply to your grant. Your agency will be responsible for the information and rules contained in this manual and for implementing your grant in compliance with the applicable terms, conditions, and regulations. More detailed guidance regarding any particular grant requirement or your agency's specific circumstances can be requested through your COPS Grant Program Specialist. What You Should Do: Please read the entire Technology Program Grant Owner's Manual carefully prior to signing the grant Award Document. If you have any questions, please contact your COPS Grant Program Specialist. When accepting your grant award, you should ensure that the proper reporting and financial systems are in place to satisfy the grant requirements. 2. ASSURANCES AND CERTIFICATIONS The grantee acknowledges its agreement to comply with the Assurances and Certifications forms that were submitted as part of its Technology Program application. Why This Condition: Although the COPS Office has made every effort to simplify the process of applying for and receiving grants, several provisions of federal law require us to seek your assurances and certification regarding certain matters. Most of the assurances and certifications apply to all federal grant programs. 1 Grant Acceptance, Terms, and Conditions 19 What You Should Do: Applicants to COPS grant programs are required to sign and submit the Assurances and Certifications forms at the time of application. Signing these documents assures the COPS Office that you have read, understand, and accept the grant terms and conditions outlined in the Assurances and Certifications. Your agency is required to keep the Assurances and Certifications forms containing the original signatures of the law enforcement executive and government executive named on the COPS Application Attachment to the SF-424. The original signed forms must be furnished upon request. Please read these documents carefully as signatures on these documents are treated as a material representation of fact upon which reliance will be placed when the U.S. Department of Justice determines whether to award the covered grant. Additional copies of the Assurances and Certifications forms are contained in Appendix B of this manual. If you have any questions about them, please contact your COPS Grant Program Specialist at 800.421.6770. 3. ALLOWABLE COSTS 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. Why This Condition: The funding under this project is for the purchase of items and services approved by the COPS Office as reflected in the Financial Clearance Memorandum, The 2009 COPS Technology Program funds the purchase of technology, services, and other items that will allow recipients the opportunityto establish'and enhance.a variety of technical equipment and/ or projects to encourage the continuation and advancement of community policing efforts within their jurisdictions. To be eligible for payment under this grant, the purchase of approved items must be made after the grant award start date and comply with the guidelines described in Section III, "Accessing Grant Funds; of this manual. Section IV, "Financial Record Maintenance, outlines the types of records you must keep to document that you followed this grant condition. Purchases must also reflect the costs that were approved as shown in the Financial Clearance Memorandum. 1012009 COPS Technology Program Grant Owner's Manual Refer to your Financial Clearance Memorandum for the list of approved allowable costs. Listed below are the budget categories that may appear on your Financial Clearance Memorandum. As long as funds are spent during the grant period on the equipment and technology, supplies, travel, contracts/consultants, salaries and benefits, and other costs that were documented in your application's budget summary and were approved through the issuance of the Financial Clearance Memorandum, this grant condition will be satisfied. To be eligible for payment under this grant, the purchase of equipment and technology must occur on or after the award start date, the items must be those specifically applied for and approved by the COPS Office, and they must meet the guidelines described in 28 C.F.R. 66 or 28 C.F.R. 70, as applicable. Equipment or technology purchased on or after the award start date must be in addition to purchases that the grantee is obligated or funded to make in its current budget. Funds currently budgeted to purchase equipment or technology may not be reallocated to other purposes or reimbursed upon the award of a Technology Program grant. Supplies All supplies must be solely used for the project identified in your project proposal. Reimbursements for office supplies that are consumed by routine administrative purposes instead of project -related activities are prohibited. Items must meet the guidelines described in 28 C.F.R.66.33 or 28 C.F.R. 70.35, as applicable. Travel/Training Travel costs for transportation, lodging, subsistence, and related items are allowable under the Technology Program with prior approval from the COPS Office. For grantees subject to 2 C.F.R. Part 220 (OMB Circular A-21) Cost Principles for Educational Institutions; 2 C.F.R. Part 225 (OMB Circular A-87) Cost Principles for State, Local and Indian Tribal Governments; or 2 C.F.R. Part 230 (OMB Circular A-122) Cost Principles for Non -Profit Organizations, travel costs incurred directly by the grantee or costs incurred for project -related non -grantee travel will be reimbursed based upon the grantee's written institutional travel policy (if available) and if the costs are reasonable and allocable under the project. In the absence of an acceptable and available institutional travel policy, allowable per diem travel costs for lodging, meals and incidentals will be reimbursed based on the established GSA per diem rates for the relevant geographic area. These rates can be found at www.gsa.g_ov. Allowable airfare travel costs will be reimbursed based upon the lowest discount commercial airfare, the federal government contract airfare, if authorized and available, or standard coach airfare. GrantAcceptance, Terms, and Conditions 111 For grantees subject to 48 C.F.R. Part 31.000, et seq. (FAR-31.2) Cost Principles for Commercial Organizations, travel costs incurred directly by the grantee will be reimbursed if the costs are reasonable and allocable under the project. Travel costs for lodging, meals and incidental expenses may be reimbursed based upon per diem, actual expenses or a combination of these methods, as long as the reimbursement rate does not exceed established GSA per diem rates as set forth in the Federal Travel Regulation. Transportation costs may be reimbursed based on mileage rates, actual costs incurred, or a combination of these methods. Allowable airfare travel costs will be reimbursed based upon standard coach fare, unless otherwise authorized in advance by the COPS Office. The COPS Technology Program will fund grant -related travel costs for the grantee agency or other (non -grantee) individuals to attend training and technical assistance conferences, seminars, or classes, or to visit a site specified in the application. Allowable expenses for grant -related lodging, meals and incidental expenses that were included in the application have been approved by the COPS Office as part of the Technology Program grant and final budget. Your agency should keep timely and accurate records of all travel expenses. If at any time these costs change, you should immediately contact your COPS Grant Program Specialist to obtain a grant modification. Contracts/Consultants Any consultant fees in excess of $550 per day must receive prior written approval from the COPS Office if the consultant or contractor is hired through a noncompetitive bidding process. Specific and detailed justification must be submitted to and approved by the COPS Office prior to obligation or expenditure of such funds. Civilian/Non-sworn Personnel (Salaries and Benefits) Civilian support personnel must be hired on or after the grant award start date, and specifically for the Technology Program project. In addition, a position's salary must be reasonable for the services rendered, and must be paid to a person appointed under the law or rules governing hiring by your agency. Salary payments must be based on payroll records. Time and attendance records or the equivalent must support payroll records. Grant - funded salary and benefit costs must supplement, not supplant (replace), locally -funded personnel costs that would have been funded even in the absence of this grant. If any civilian personnel are employed on a part-time or temporary basis, then the agency must have specified the percentage of time that each person is working solely on the project identified in the agency's Technology Program proposal. Fringe benefits may be paid if they are part of a reasonable compensation package offered to your employees. Particular items of fringe benefits must fall within the categories authorized by the COPS Office. Authorized fringe benefits include FICA, Social Security, health insurance, life insurance, vacation, sick leave, retirement, worker's compensation, and unemployment insurance. 1212009 COPS Technology Program Grant Owner's Manual Other Costs The purchase of project -related expenditures that do not conform to any other category descriptions specified above were included in this section of your Financial Clearance Memorandum. In addition, items that have a direct correlation to the overall success of a grantee's project objectives and are necessary for the project to reach full implementation will be considered on a case -by -case basis by the COPS Office. Requests may be made only for items or positions that are not otherwise budgeted with state, local, or Bureau of Indian Affairs funds, and would not be funded in the absence of the Technology Program grant. If at any time you are unsure if an item is considered allowable or not, please contact your COPS Grant Program Specialist for further assistance. Please be advised that grantees may not use COPS funding for the same item or service also funded by an Office of Justice Programs (OJP) award. 4. TRAVEL COSTS 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 CircularA-87, Cost Principles for State, Local, and Indian Tribal Governments), 2 C.F.R. Part 220 (OMB Circular A-2 1, Cost Principles for Educational Institutions), 2 C.F.R. Part 230 (OMB CircularA-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. Why This Condition: The COPS Technology Program will fund grant -related travel costs for the grantee agency or other (non -grantee) individuals to attend training and technical assistance conferences, seminars, or classes, or to visit a site specified in the original application. Allowable expenses for grant -related lodging, meals, and incidental expenses that were included in the application were approved by the COPS Office as part of your agency's Technology Program award and final budget. For more information, please refer to Grant Condition #3, "Allowable Costs." What You Should Do: Your agency should refer to your Financial Clearance Memorandum for a list of approved travel costs and use Technology Program funds only for those approved travel costs incurred during the grant period. In addition, your agency should keep timely and accurate records of all travel expenses. If at any time these costs change, you should immediately contact your COPS Grant Program Specialist to obtain a grant modification. Grant Acceptance, Terms, and Conditions 113 5. TECHNOLOGY AND INFORMATION -SHARING STANDARDS 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. Land Mobile Radio (LMR) Systems All new digital voice systems should be compliant with the Project 25 (P25) suite of standards. This recommendation is intended for government -owned or -leased digital land mobile public safety radio equipment. Its purpose is to ensure that such equipment or systems can interoperate with other digital emergency response land mobile equipment or systems. It is not intended to apply to commercial services that offer other types of interoperability solutions. Further, it does not exclude any application if the application demonstrates that the system or equipment being proposed will lead to enhanced interoperability. With input from the user community, these standards have been developed to support backward compatibility with existing digital and analog systems and to provide for interoperability in future systems. The FCC adopted the P25 suite of standards for voice and low -speed data interoperability in the new nationwide 700 megahertz (MHz) frequency band for the designated interoperability channels. Most federal agencies with a public safety mission that operate mission critical Push -To -Talk (PTT) radio systems have chosen the P25 suite of standards for their digital radio solutions. This includes the U.S. Department of Defense, which uses this technology for its non -tactical communications. This guidance does not preclude funding non-P25 equipment when there are compelling reasons for using other solutions. However, the first priority of federal funding (subject to the statutory authority of the grantor agency or the objectives of the grant program when the applicant is seeking federal grant funding) for improving public safety communications is to provide basic, operable communications within a department, with safety as the overriding consideration. Funding requests by agencies to replace or add radio equipment to an existing non-P25 system (such as procuring new portables for an existing analog system) will be considered if there is an explanation for how the radio selection will improve interoperability or support eventual migration to interoperable systems. Absent these compelling reasons, the Department of Homeland Security SAFECOM Program intends that P25 equipment will be preferred for LMR systems to which the standard applies. When purchasing Project 25 land mobile radio equipment/systems, grantees should, at a minimum, ensure that the vendor has participated in the Project 25 Compliance Assessment Program (P25 CAP) by testing that equipment. Where such equipment is covered in the Project 25 Compliance Assessment Program Requirements document found at http://`www.safecomprociram. gov/SAFECOM/currentprojects/proiect25cap, it must be tested in accordance with applicable standards and policies of the P25 CAP, and evidence of this 1412009 COPS Technology Program Grant Owner's Manual testing will be presented through Supplier's Declarations of Compliance and Summary Test Reports that have been posted to the FEMA Responder Knowledge Base website at https://www.rkb.us. Data -Related Information -Sharing Systems Grant funded systems, developmental activities, or services related to emergency response information sharing should comply with the Organization for the Advancement of Structured Information Standards (OASIS) Emergency Data Exchange Language (EDXL) data messaging standards. OASIS is a not -for - profit consortium that drives the development, convergence and adoption of open standards for the global information society. Compliance should include the OASIS EDXL Common Alerting Protocol (CAP), version 1.1 or latest version, and the OASIS EDXL Distribution Element (DE), version 1.0 or latest version. Systems should also comply with the Hospital Availability Exchange (HAVE) and Resource Messaging (RM) standards, which are expected to be finalized in late 2009. More information on the OASIS EDXL standards can be found at: http://www.oasis-ol2en.org/specs. This guidance does not preclude funding of non -OASIS EDXL-compliant systems when there are compelling reasons for using other solutions. Absent such compelling reasons, the OASIS EDXL standards identified above are the preferred standards. Grant funded systems, developmental activities, or services related to emergency response information sharing should also leverage the National Information Exchange Model (NIEM) for data component or element standards. More information on other OASIS standards can be found at: http://www.oasis-open.orq. For any procurements of equipment with Geographical Information Systems (GIS), equipment must conform to applicable standards, which may include a common operating picture or minimum level of data layers. Why This Condition: 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. What You Should Do: For more details on the information -sharing standards, specifications, implementation guidelines, and other helpful information related to your project, please refer to the following online resources: OJP Information Technology Initiatives - www.it.ojpoov National Fusion Center Guidelines - http://www.it.o,ip.gov/default.aspx?area= nationallnitiatives&page=1181 LEITSC Specifications for CAD and RMS - www.leitsc.org Grant Acceptance, Terms, and Conditions I is 6. SUPPLEMENTING, NOT SUPPLANTING 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. Why This Condition: The COPS statute nonsupplanting requirement mandates that grant funds may not be used to replace state or local funds (or, for tribal grantees, Bureau of Indian Affairs funds) that would, in the absence of federal aid, be made available for the grant purposes. What You Should Do: Technology Program grantees may not use grant funds to pay for any item or cost funded under the grant (equipment, personnel, training, etc.) if that item or cost was otherwise budgeted with state, local, or Bureau of Indian Affairs funds, or committed to the grantee's budget. In addition, state and local grantees may not reallocate state, local, or BIA funds from one area within the law enforcement budget to another as a result of receiving Technology Program grant funds. Personnel - To meet this grant condition, you must ensure that: • Each individual employed under the Technology Program is newly hired on or after the grant award start date, unless an exception is authorized in writing by the COPS Office. If current personnel are redeployed into this program, they must be paid with local funds. The COPS grant funds may be used to backfill the resulting vacancy with newly hired personnel for an equivalent amount of time. • Any civilian(s) that you are hiring not only brings your force to a number over and above the number of funded civilian positions that you had on the date of your Technology Program application (including funded but vacant positions), but over and above the number of locally -funded positions during the grant award period. • During the life of your grant, you must continue to hire as many new, locally -funded civilians as you would have if you had not received your grant. You may not cancel or postpone spending money in your budget that is committed to hiring other new civilians. • You must take expeditious and timely steps to fill any vacancies that were created on or after the date of your grant application by retirement, resignation, or other reasons with new civilians other than your Technology Program civilians. 1612009 COPS Technology Program Grant Owner's Manual Example: If you are redeploying a current employee who would otherwise be paid $30,000 in salary and benefits during the life of the grant project, your agency must continue to pay this employee with local funds. The COPS grant funds may be used to "backfill"the resulting vacancy with a new hire, even though the COPS -funded civilian will not be working directly on the Technology Program project. Equipment and Technology - To meet this grant condition, you must ensure that: • Equipment and technology must be purchased on or after the award start date (unless an exception is authorized in writing by the COPS Office) and must be in addition to purchases that the grantee is obligated or funded to make in the current budget. Funds currently allocated to purchase equipment or technology may not be reallocated to other purposes or reimbursed upon the award of a Technology Program grant. For example, grantees who have budgeted local funds to pay for a new computer system may not reallocate those funds to pay for any other law enforcement cost as a result of receiving Technology Program funds for the same computer system. Training - To meet this grant condition, you must ensure that: • Any training provided by the Technology Program grant is in addition to the number of hours of training already provided by your agency. Funds currently allocated for training may not be reallocated to other purposes. Note: This grant condition applies to all state or locally -funded agencies working in partnership with your agency under this grant. Your agency is responsible for ensuring that any state or locally -funded partnership agencies use COPS funds only to supplement, not supplant, their state or local funding as described in this condition. 7. EXTENSIONS 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. Why This Condition: Under federal regulations, requests to extend the grant award period require prior written approval from the COPS Office. Without an approved extension, your agency is not permitted to draw down federal funding for costs incurred beyond the official grant award end date. However, if justified, the COPS Office seeks to accommodate reasonable requests for no -cost time extensions to fully implement the COPS grant. Grant Acceptance, Terms, and Conditions 117 What You Should Do: The COPS Office will contact your agency during the last quarter of the grant award period to determine whether a no -cost time extension is needed. Requests to extend the grant award period must be received by the COPS Office before the official grant award end date. Failure to submit a request for a no -cost time extension by the end date may result in the immediate deobligation of any remaining grant funds. 8. MODIFICATIONS 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 (109/0) 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. Why This Condition: The COPS Office realizes that agencies may need to reprogram grant funds. Acceptable examples of such award modifications include purchasing additional equipment using cost -savings from approved items, or purchasing a different type of equipment due to changing needs. Grantees may reprogram their budget up to an aggregate of ten percent of the total project cost without prior approval from the COPS Office. Grantees should consult with their COPS Grant Program Specialist before reprogramming funding, and then notify the COPS Office in writing of any reprogramming that falls below the ten percent threshold. Once the reprogramming of funds totals an aggregate of ten percent or more of the award, grantees must seek written approval from the COPS Office. Please be advised that reprogramming requests for unallowable costs will not be approved (e.g., construction, indirect costs, etc.). What You Should Do: Agencies have the ability to reprogram their grant budget as long as modifications remain within the scope of the project. If an agency needs to reprogram their project, they should first consult with their COPS Grant Program Specialist. 1812009 COPS Technology Program Grant Owner's Manual If the grant reprogramming exceeds ten percent in aggregate, grantees must request a modification to the award by submitting a letter on official letterhead that includes: • ORI number • Grant number • Details of the original award • A description of the proposed changes, including each new item proposed for purchase, its purpose, and how it relates to the overall project • Revised budget worksheets that reflect all changes. The COPS Office will then evaluate your request and notify your agency, in writing, of our decision. 9. EVALUATIONS 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. Why This Condition: The Public Safety Partnership and Community Policing Act of 1994 states that evaluations of the program may be carried out or commissioned by the Attorney General for the furtherance of the purposes of the Act. The COPS Office conducts evaluations to determine what programs are working, how programs may be improved, and why certain programs are more successful than others. Specifically, the COPS Office may assess the way in which your agency implements its Technology Program grant. In some jurisdictions, COPS staff or evaluators may study the effectiveness of funded programs, projects, and activities. Evaluators may collect information about the programs effect on data information sharing and voice interoperability capabilities, crime, victims of crime, and the quality of life in communities. In addition, they may ask questions about the challenges encountered during project implementation, how residents feel about community policing and how police feel about their work. This information will be useful to other communities and police agencies across the country. What You Should Do: When evaluations are undertaken, you may be contacted in writing with specific requests for information. In general, evaluators may need to speak with individuals in your agency or department, observe activities, and obtain written reports about and from your agency or department. You will be asked to facilitate any site visits and information -gathering activities. In addition, you will be asked to provide accurate and timely information about your grant activities. You should fully comply with any requests made regarding these evaluations. ZO Grant Acceptance, Terms, and Conditions 1 19 10. REPORTS 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. Why This Condition: The Public Safety Partnership and Community Policing Act of 1994 and other federal regulations and policies require that financial assistance provided by the federal government be monitored carefully to ensure the proper use of federal funds. In addition, the COPS Office seeks to document, on a continuing basis, the progress of our programs and grantees. What You Should Do: This grant condition is designed to make your agency aware of reporting requirements associated with Technology Program grants. These reports are discussed in greater detail in Section VI, "Reports, of this manual. All reports should be submitted within the deadlines given to avoid suspension or possible termination of grant funds or other remedial actions. 11. GRANT MONITORING ACTIVITIES 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 oflustice. 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. Why This Condition: The Public Safety Partnership and Community Policing Act of 1994 states that each grant program must contain a monitoring component. The COPS Office actively monitors how grantees are adhering to COPS grant requirements and develops the best technical assistance based on this feedback. 2012009 COPS Technology Program Grant Owner's Manual What You Should Do: Your agency may be required to accommodate routine and non -routine efforts by the COPS Office, or an entity designated by COPS, to examine your agency's use of federal funds, both programmatically and financially. The most common ways are: Site Visits —The COPS Office conducts grantee site visits to ensure compliance with grant terms and conditions. These visits also provide firsthand observation of the grantee's community policing strategies. Promising practices identified during site visits are documented and may be shared with the law enforcement community. Technical assistance and follow-up are conducted to address potential and actual vulnerabilities. The purpose of site visits is therefore three -fold: review community policing activities, ensure grantee compliance, and provide service and technical assistance. If selected, you will be notified in writing in advance of any on -site review of your COPS grants. This review is generally performed over a one or more day period and also provides an opportunity for agency representatives to seek assistance on any grant implementation issues. Your agency will be notified in writing of the results and any action required to remedy identified grant violations. 2. Office -Based Grant Reviews (OBGRs)—Certain grants are selected for a review conducted at the COPS Office. If selected, your agency will be contacted at the start of this review and our staff will work with your agency to correct any grant problems or deficiencies through telephone, fax and/or written correspondence with your agency. 3. Complaints —The COPS Office responds to complaints from citizens, labor associations, media, and other sources. Written complaints or allegations are reviewed by the COPS Office Grant Monitoring Division, and may result in a review of your agency's grants to determine compliance with grant conditions. Grantees are responsible for remedying any grant noncompliance that is identified through these or other monitoring or auditing activities. Remedies for noncompliance may include, but are not limited to: suspending grant funding, repaying misused grant funds, voluntary withdrawal from or involuntary termination of remaining grant funds, and bars from receiving future COPS grants. To avoid findings of noncompliance, grantees are strongly encouraged to contact the COPS Office at any time during the life of a COPS grant with questions concerning grant requirements and also to maintain all relevant documentation that may demonstrate grant compliance. For more information, please contact the COPS Office Grant Monitoring Division at 800.421.6770 or at ask.Cops@usdoj.gov. Gran tAcceptance, Terms, and Conditions 121 12. EQUAL EMPLOYMENT OPPORTUNITY PLAN (ESOP) All recipients of funding from the COPS Office mustcomply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan (28 C.F.R. Part 42 subpart E). Why This Condition: It is the experience of the Justice Department in implementing its responsibilities under the Omnibus Crime Control and Safe Streets Act of 1968 (Safe Streets Act), the statute that established the COPS Office, that "the full and equal participation of women and minority individuals in employment opportunities in the criminal justice system is a necessary component to the Safe Streets Act's program to reduce crime and delinquency in the United States." 28 C.F.R. § 42.301. The Equal Employment Opportunity Plan (EEOP) does not impose quotas or hiring requirements on recipients of federal funds. What You Should Do: The obligations to comply with the EEOP requirement differ depending on your organization's legal status, the number of its employees, and the amount of the award. If your organization received an award for less than $25,000; or if your organization has less than 50 employees, regardless of the amount of the award; or if your organization is a medical institution, educational institution, nonprofit organization, or Indian tribe, then your organization is exempt from the EEOP requirement. However, your organization must complete Section A of the Certification Form, which explains that your organization is eligible for this exemption, and then return the form to the Office for Civil Rights (OCR), Office of Justice Programs, U.S. Department of Justice, 810 7th Street, N.W., Washington, DC 20531. The Certification Form can be found at www.oip.usdoi.gov/about/ocr/eeop.htm, Recipients that are exempt from the EEOP requirement are still responsible for complying with all applicable federal civil rights laws that prohibit recipients from discriminating in employment or in the delivery of services or benefits. If your organization is a governmental agency or a business and has received a single award between $25,000 and $500,000 and has 50 or more employees (counting both full- and part-time employees but excluding political appointees), then your organization has to prepare an EEOP Short Form, but it does not have to submit the EEOP Short Form to the OCR for review. Instead, your organization has to maintain the EEOP Short Form on file and make it available to the OCR for review on request. For assistance in developing an EEOP Short Form, please consult OCR's website at www.oip.usdoj.aov/about/ocr/eeop.htm. You may also request technical assistance from an EEOP specialist at the OCR by calling 202,616.3208. In addition, your organization has to complete Section B of the Certification Form, which explains that your organization is eligible for the exemption from the submission requirement, and your organization must return the form to the OCR at the above address. The Certification Form can be found at www.oip.usdoi.ciov/about/ocr/eeop.htm. 2212009 COPS Technology Program Grant Owner's Manual If your organization is a governmental agency or business and has received a single award for $500,000 or more and has 50 or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare an EEOP Short Form and submit it for review to the OCR at the above address within 60 days of the notification of the award. For assistance in developing an EEOP Short Form, please consult OCR's website at www.oip.usdoi.ciov/about/ocr/eeop.htm. You may also request technical assistance from an EEOP specialist at the OCR by calling 202.616.3208. 13. CRIMINAL INTELLIGENCE SYSTEMS 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. Why This Condition: If your agency receives funding for equipment or technology that will be used to operate an interjurisdictional criminal intelligence system, you must comply with the operating principles found at 28 C.F.R. Part 23. An "interjurisdictional criminal intelligence system" is generally defined as a system which receives, stores, analyzes, and exchanges or disseminates data regarding ongoing pre -arrest criminal activities (examples of such activities include, but are not limited to, loan sharking, drug or stolen property trafficking, gambling, extortion, smuggling, bribery, and public corruption) and shares this data with other law enforcement jurisdictions. 28 C.F.R. Part 23 contains operating principles for these interjurisdictional criminal information systems which protect individual privacy and constitutional rights. If your agency will use Technology Program grant funds simply to operate a single agency database (or other unrelated forms of technology) and will not share criminal intelligence data with other jurisdictions, 28 C.F.R. Part 23 does not apply to this grant. What You Should Do: All Technology Program recipients were required to agree to the Criminal Intelligence Systems/28 C.F.R. Part 23 Compliance Special Condition as part of their application proposal so the COPS Office can track which agencies intend to use their grant funds to operate interjurisdictional criminal intelligence systems. If your agency intends to use grant funds to operate an interjurisdictional criminal intelligence system, you should have indicated this in your application and certified your agency's agreement to comply with the operating principles found at 28 C.F.R. Part 23. Your agency now must comply with 28 C.F.R. Part 23 in operating the interjurisdictional criminal intelligence system funded through your Technology Program grant. Gran tAcceptance, Terms, and Conditions 123 14. SOLE SOURCE JUSTIFICATION Grantees who have been awarded funding for the procurement of an item (or group of items) or service in excess of $100,000 and who plan to seek approval for use of a noncompetitive procurement process must provide a written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down grant funds for that item. Why This Condition: In general, grant recipients are required to procure funded items through open and free competition. However, in some instances, grantees may have already determined that competition is not feasible. What You Should Do: If you have received an award for an item (or group of items) or service in excess of $100,000 and have already determined that the award of a contract through a competitive process is infeasible, you must provide a written justification that explains why it is necessary to contract noncompetitively. The initial determination that competition is not feasible can be made if one of the following circumstances exists: 1. The item (or group of items) or service is available only from a single source; 2. Public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation; or 3. Competition is determined inadequate after solicitation of a number of sources. The COPS Office will review your request and the supporting information that you provide and will make a determination as to whether or not an exception can be granted to the general rule regarding competition. If submitting a sole source justification request to the COPS Office, please use the format described in Section II, "Procurement Process." 15. PUBLIC RELEASE INFORMATION 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 ofJustice, Office of Community Oriented Policing Services. The opinions contained herein are those of the author(s) and do not necessarily represent the official position or policies of the U.S. Department ofJustice. References to specific companies, products, or services should not be considered an endorsement by the author(s) or the U.S. Department of Justice. Rather, the references are illustrations to supplement discussion of the issues." 2412009 COPS Technology Program Grant Owner's Manual Why This Condition: The COPS Office wants to ensure the quality, objectivity, utility and integrity of information in funded projects that are disseminated to the public. However, grant -funded reports and publications are not official federal documents and should not be construed to reflect the official policy or position of the U.S. Department of Justice. In addition, the COPS Office reserves a royalty -free, nonexclusive and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use, for federal government purposes, the following: (1) the copyright in any work developed under the Technology Program grant, subgrant or contract, and (2) any copyright to which a grant recipient, subgrantee, or a contractor purchases ownership with support from the Technology Program. What You Should Do: Ensure that all publications (where applicable) relating to your COPS Technology Program grant contain the required statement listed above. In addition, ensure that your agency acquires rights for copyrighted material for inclusion in Department of Justice publications that are compiled, written or prepared under the award, including the payment of required fees. Any copyright holders should be notified that the federal government reserves a royalty -free, non-exclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use the publication for federal government purposes. Additionally, any publication and distribution agreements with a publisher shall include provisions giving the federal government a royalty -free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use the publication for federal government purposes. The agreements with a publisher should contain information on the awarding agency requirements. If you have any specific questions regarding when this statement must be included, please contact the COPS External Affairs Division at 800.421.6770. 16. EMPLOYMENT ELIGIBILITY The grantee agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form (I-9). This form is to be used by recipients of federal funds to verify that persons are eligible to work in the United States. Why This Condition: Under federal immigration law, all employers are required to take certain steps to ensure that persons that are hired are legally permitted to work in the United States. The Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form (1-9) outlines the types of documents that an employer should review to confirm that a new hire is eligible for employment. GrantAcceptance, Terms, and Conditions 125 What You Should Do: You do not need to submit any documentation to the COPS Office to satisfy this condition. Rather, you should complete and maintain the 1-9 forms for all new employees under the guidelines set forth by the Bureau of Citizenship and Immigration Services. For further information about this requirement, you may contact the Bureau's Office of Business Liaison at 800.357.2099 or the National Customer Service Center at 800.375.5283. 17. STATE INFORMATION TECHNOLOGY POINT OF CONTACT To facilitate communication among local and state governmental agencies regarding various information technology projects, the grantee agrees to notify the appropriate State Information Technology Point of Contact of the receipt of this grant award. For a list of State Information Technology Points of Contact visit htW.- www.it.o1p.govldefault.aspx?area=12olicyAndProctice&page=7046. Why This Condition: The COPS Office is committed to promoting communication between state and local law enforcement. What You Should Do: Upon receiving the award, your agency should contact your State Information Technology Point of Contact for further guidance. The COPS Office is committed to avoiding duplication of existing law enforcement information -sharing networks or IT systems that involve interagency connectivity between jurisdictions. Therefore, such COPS -funded systems should employ, to the extent possible, existing systems such as Law Enforcement Online (LEO), Regional Information Sharing Systems (RISS), Joint Regional Information Exchange System (DRIES), etc. as the communication backbone to achieve interstate connectivity. 18. NATIONAL ENVIRONMENTAL POLICY ACT The grantee agrees to comply with 28 C.F.R. Part 61 (Procedures for Implementing the National Environmental Policy Act). Why This Condition: The National Environmental Policy Act (NEPA) establishes a national goal of protecting the environment. NEPA's requirements apply to federal projects, decisions, or actions, including grants in aid, that might have a significant impact on the quality of the human environment. Renovation and construction initiated by state or local law enforcement agencies with COPS grant funding are subject to NEPA. These projects are usually subject to related environmental impact review and consultation provisions within the following environmental statutes and executive orders: Coastal Zone Management Act; Coastal Barrier Resources Act; Clean Air Act; Safe Drinking Water Act; Federal Water Pollution Control Act; Endangered Species Act; Wild and Scenic Rivers Act; National Historic Preservation Act; Farmland Protection Policy Act; and Executive Orders related to the protection of wetlands, flood plain management, and environmental justice. 2612009 COPS Technology Program Grant Owner's Manual What You Should Do: Please note that construction and renovation costs are unallowable under the Technology Program, and grant funds cannot be awarded and/or expended for a project that has the potential of impacting the environment. To minimize harm to the environment, the COPS Office may encourage grantees to modify their projects to minimize adverse environmental impacts. If your agency needs guidance, you may contact the COPS Legal Division at 202.514.3750 for further assistance. 19. FALSE STATEMENTS False statements or claims made in connection with COPS grants may result in fines, imprisonment, or debarment from participating in federal grants or contracts, and/or any other remedy available by law. Why This Condition: This condition advises recipients of the consequences of submitting false claims or statements on applications, financial and programmatic reports, or other grant documents. What You Should Do: Ensure that all documentation related to your agency's receipt and use of grant funding (grant applications, progress reports, Financial Status Reports, etc.) is true and accurate. What are the specific rules regarding termination of grant funding? The COPS Office has the right to sanction or terminate your agency's project when there is reason to believe that your agency: • Is not substantially complying with the grant requirements or other applicable provisions of federal law; • Is failing to make satisfactory progress toward the goals or strategies outlined in its application; • Is not adhering to grant requirements or conditions; • Is proposing substantial plan changes to the extent that, if originally submitted, would have resulted in the application being denied funding; • Is not submitting financial or programmatic reports in a timely manner; • Is filing false statements or certifications in connection with an application, periodic report, or other grant -related documents; and/or • Is providing other good cause for sanctions or termination as determined by the COPS Office. Grant Acceptance, Terms, and Conditions 127 In these instances, the COPS Office may: • Temporarily withhold payments pending correction of the situation by youragency; • Disallow all or part of the cost of the activity or action not in compliance; • Wholly or partly suspend or terminate your grant; • Require that some or all of the grant funds be remitted to the U.S. Department of Justice, - Condition a future grant or elect not to provide future grant funds to your agency until appropriate actions are taken to ensure compliance; • Withhold or bar your agency from obtaining future awards; • Recommend civil or criminal enforcement by other agencies; and/or • Take other remedies that may be legally available. In the event that sanctions are imposed or your grant is terminated, your agency will be notified in writing of our decision and the reason(s) for that decision. Accepting the Grant Award After you have reviewed the conditions of your Technology Program award and your agency agrees with these conditions, you are ready to accept the award. The Acting Director of the COPS Office has signed the Award Document indicating approval of your grant, an obligation of federal funds to your organization, and our commitment to the award. As stated at the beginning of this section, to officially begin your grant and draw down your funds, the authorized officials (see Section IX, "Glossary of Terms") must sign the Award Document and return the original document to: U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Attention: Sponsored Branch Control Desk 1100 Vermont Avenue, N.W., 9th Floor Washington, DC 20530 (For overnight delivery, please use 20005 as the ZIP Code.) Since COPS is required to maintain the original Award Document with original signatures in our files, faxed or altered copies of the Award Document cannot be accepted. 2812009 COPS Technology Program Grant Owner's Manual Who should sign the Award Document for our agency? The"authorized officials" are the law enforcement and government executives who have ultimate and final responsibility for all programmatic and financial decisions regarding this grant as representatives of the legal grantee. COPS grants require that both the top law enforcement executive (e.g., Chief of Police, Sheriff, or equivalent) and the top government executive (e.g., Mayor, Board Chairman, or equivalent) sign the Award Document. 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 Technology Program application package (if one or both of these individuals have changed, please complete a Change of Information form online at www.cops.usdoi.g_ov through the Account Access option). If you have any questions as to who should sign the award, please contact your jurisdiction's local legal advisor. When must the Award Document be returned? Please return the original signed Award Document within 90 days of the date on the award congratulatory letter. Grant funds will not be released until we have received your agency's original signed Award Document, your budget has received final clearance, and any other relevant grant conditions particular to your agency have been satisfied. Failure to submit your signed Award Document within the 90-day award acceptance period may result in your Technology Program award being withdrawn and the funds deobligated without additional notification. If your agency requires an extension for accepting the award beyond the 90-day acceptance timeframe, please submit a written request to your COPS Grant Program Specialist. Be sure to explain the circumstances that prevent your agency from returning the Award Document within the 90-day period, and identify the date by which the Award Document will be signed and mailed to the COPS Office. The COPS Office will review such requests on a case -by -case basis. The COPS Office reserves the right to deny requests to extend the 90-day award acceptance period. 3p* "lam 3012009 COPS Technology Program Grant Owner's Manual II. PROCUREMENT PROCESS In general, grant recipients are required to procure funded items through open and free competition when feasible. For the purchase of equipment, technology or services under a COPS grant award, grant recipients must follow their own policies and procedures on procurement as long as those requirements conform to the federal procurement requirements set forth in 28 C.F.R. § 66.36 and 28 C.F.R. § 70 (as applicable). As described in Grant Condition #14, grantees will be required to submit a sole source justification (SSJ) request if a competitive bidding will not be possible and the threshold of $100,000 for goods or services to be procured through a sole source is met. The COPS Office will review your request and supporting information to determine whether an exception can be granted to the general rule of open competition. Written approval from the COPS Office for the use of a sole source must be received prior to purchasing items or services, obligating funding for a contract, or entering into a contract with grant funds. All grantees are expected to review and abide by 28 C.F.R. Part 66.36 Procurement (or 28 C.F.R. Part 70.40 - 70.48 for institutions of higher education, hospitals and other non-profit organizations) in determining if an SSJ must be completed. Please contact your COPS Grant Program Specialist at 800.421.6770 for further assistance with this federal regulation. A sole source justification request should be submitted if a grant recipient determines that the award of a contract through a competitive process is infeasible, and if one or more of the following circumstances apply: 1. The item (or group of items) or service is available only from one source; 2. The public exigency or emergency for the item/service will not permit a delay resulting from competitive solicitation; or 3. Competition is determined inadequate after solicitation of a number of sources. If your agency is submitting the written request for approval for a sole source justification, the documentation should follow the format provided below: Letterhead -The sole source request must be signed and submitted on grantee department letterhead, and include the agency ORI and the grant number for which the approval is being sought. The request should also include the following information: Section 1- A brief description of the project, the amount to be designated for the sole source procurement, and the purpose of the contract. Procurement Process 131 Section 11- a) An explanation as to why it is necessary to contract in a noncompetitive manner, and b) Which one (or more) of the three circumstances identified below applies to the procurement transaction. Include supporting information as identified below under the applicable section(s). 1. If the item/service is available only from one source, please include the following: • Uniqueness of items/services to be procured from the proposed contractor or vendor (compatibility, patent issues, etc.) • How the agency determined that the item/service is only available from one source (e.g., market survey results, independent agency research, patented or proprietary system, etc.) • Explanation of need for contractor's expertise linked to the current project (e.g., knowledge of project management, responsiveness, experience of contractor personnel, prior work on earlier phases of project, etc.) • Any additional information that would support the case 2. If the public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation, please include the following: • When the contractual coverage is required by your department and why • Impact on project if deadline/dates are not met • How long it would take an alternate contractor to reach the same required level of competence (equate to dollar amounts, if desired) • Any additional information that would support the case 3. If competition is determined inadequate after solicitation of a number of sources, please include the following: • Results of a market survey to determine competition availability; if no survey is conducted, please explain why not • Any additional information that would support the case Section III - A declaration that this action/choice is in the best interest of the agency. Failure to provide all of the necessary information will delay the processing of your request. Your agency will be contacted if any of the identified information is missing or if additional supporting information is required. If the COPS Office determines that the request does not meet the standards set forth above, the request will be denied. Please be advised that conflicts of interest are prohibited under the procurement standards set forth in 28 C.F.R. Part 66 and 28 C.F.R. Part 70. If you have any questions regarding the federal requirements that guide procurement procedures, please contact your COPS Grant Program Specialist at 800.421.6770. IIL Accessing Grant Funds Accessing Grant Funds 1 33 111. ACCESSING GRANT FUNDS This section provides answers to payment -related questions, including all the information needed to set up your payments. For assistance with financial management and grant administration, please contact the COPS Office Response Center at 800.421.6770 or visit our website at www.cops.usdg gov. Payment Method What method of payment is used? There is currently one method of payment available for accessing federal grant funds —the Phone Activated Paperless Request System (PAPRS). PAPRS enables grantees to use their touch-tone telephone to request funds. Approved payment requests will be automatically scheduled for payment by the U.S. Treasury Department. The system also provides online information to grantees about the status of their requests. If you do not have a touch-tone telephone, please contact the COPS Office Response Center at 800.421.6770. If you need to request a reprinted PAPRS package, please contact the Office of the Chief Financial Officer, Customer Service Center, Office of Justice Programs at 800.458.0786. COPS grantees will be informed of any additional payment options that may become available during the grant life cycle. Setting Up Your Account How do we set up a PAPRS account? If you are a new grantee to the COPS Office, you should receive a packet of financial documents shortly after COPS receives your original signed Award Document. This packet will contain all of the information that your agency needs to set up your payment method. You will receive a PAPRS user's manual under separate cover from the Office of the Chief Financial Officer, Office of Justice Programs (OJP). Once you receive your Office of Justice Programs vendor number (which may or may not be the same as your taxpayer identification number), please use your PIN and Grant ID numbers (included in the PAPRS package) and follow the directions in the user's manual to access your funds. How do we fill out the payment enrollment forms? Your agency will receive an Automated Clearing House (ACH) Vendor/ Miscellaneous Payment (SF-3881) enrollment form from OJP. Prior to accessing your grant funds, your agency must mail the original form to: Office of Justice Programs Office of the Chief Financial Officer 810 7th Street, N.W. Washington, DC 20531 3412009 COPS Technology Program Grant Owner's Manual Your agency must complete the "Payee/Company Information" section following the directions on the back of the form and also provide the grant number (printed on the Award Document). Next, your financial institution must complete the "Financial Institution Information" section and have the appropriate financial official sign the form. If you are already a COPS grantee, you should already have filled out an ACH enrollment form. Therefore, your agency will not be required to submit a new ACH enrollment form for the newly awarded grant as long as your OJP vendor number has not changed. If you have any questions, please call the COPS Office Response Center at 800.421.6770. When should Financial Status Reports be filed? After your agency returns the signed Award Document to the COPS Office, under current regulations, you are required to submit quarterly Financial Status Reports (FSRs) using a Standard Form 269A (SF-269A).This report reflects the actual monies spent and unliquidated obligations incurred by your agency. You will not be able to make drawdowns from your grant account if the SF-269A for the most recent reporting quarter is not on file with the COPS Office by the deadline date. Grantees are encouraged to submit their SF-269A reports via the Internet at https://www.cops.usdoi.gov. For more information on how to complete and where to submit your quarterly FSRs, see Section VI of this Grant Owner's Manual titled "Reports: Please be advised that on or after October 1, 2009, the COPS Office plans to discontinue the use of the SF-269A and recipients will be required to use the government -wide Standard Form 425 (SF-425) Federal Financial Report. The COPS Office will notify grantees in advance of any changes to the quarterly Financial Status Report requirement. Until further notice, recipients should continue to submit their quarterly SF-269A. Filing the Financial Status Report identifies your federal and local expenditures made during that calendar quarter. However, to receive actual payment, you must request it through PAPRS. Additional Payment Questions Can we receive advances? Yes. If you receive funds through electronic transfer, the period allowed is ten (10) days in advance. In general, the concept of"minimum cash on hand" applies to COPS grants. This concept requires that your agency request funds based upon immediate cash disbursement needs. You should time your request for payment to ensure that federal cash on hand is the minimum that you need. There should be no excess federal grant funds on hand, except for advances not exceeding ten days, as noted above. Accessing Grant Funds 135 The federal government has four basic rules regarding advances. Advances can be terminated if the grantee: • Is unwilling or unable to attain project goals; • Maintains excess cash on hand; • Does not adhere to the terms and conditions of the grant; or • Fails to submit reliable and/or timely reports. How often do we request reimbursement of costs? There are no limitations on how often your agency may request reimbursements. However, reimbursement is only for costs that were approved in the Financial Clearance Memorandum under the Technology Program grant. As a general guideline, most agencies request reimbursement on a monthly or quarterly basis. Can we earn interest on our grant funds? Your agency should minimize the time between your drawdown of grant funds and your payment of grant costs to avoid earning excess interest on your grant funds. You must account for interest earned on advances of federal funds as follows: • Local units of government may keep interest earned on all advances of federal funds up to $100 per federal fiscal year in the aggregate. Interest earned in excess of $100 must be remitted promptly, but at least quarterly, to the U.S. Department of Health and Human Services, Payment Management Systems, P.O. Box 6021, Rockville, MD 20852. • Except as provided in 28 C.F.R. 70.22(I), nonprofit organizations may keep interest earned on all advances of federal funds up to $250 per federal fiscal year in the aggregate. Interest earned in excess of $250 must be remitted annually to the U.S. Department of Health and Human Services, Payment Management Systems, P.O. Box 6021, Rockville, MD 20852. • State governments, including any agency or instrumentality of a state, should follow the provisions of the Intergovernmental Cooperation Act (31 U.S.C. 6501 et. seq.) pertaining to the disposition of interest earned on federal funds. Matching Funds Under the COPS Technology Program, no local match is required. The COPS Office is funding 100 percent of the allowable items approved in your Financial Clearance Memorandum. Any agency desiring to contribute additional funds to this project is encouraged to do so. }i f \ §. . r§y . =ram � . .. y�.w . ( ! ><< � :<1 �> 17 - �, § y {:(� /t» \ ,< ^>±1 . . �� � � : jf© v� f >\ . � �a ,\\ � � ~ ° ` > � . ;!> !2, ,1:(� (� ,� ( �\��/�\ r « . : « « � :_� + e d> } K>>>>�:� � � � � �;z,� >, , .ram <\. _� : � 1»r: � °�I<� {\\t I1:� }{(\� :« _ Financial Record Maintenance 137 IV. FINANCIAL RECORD MAINTENANCE Under the COPS Technology Program grant, your agency is required to establish and maintain accounting systems and financial records to accurately account for funds awarded and disbursed. These records must include both federal funds and any local funds contributed to this project. What accounting systems are required? Your agency needs to establish and maintain accounting systems and financial records to accurately account for the funds awarded. Your accounting system should: • Present and itemize actual expenditures of funded items; • Demonstrate that funds are spent in compliance with your grant conditions; and • Be able to provide the necessary information for periodic financial review and audit. What records must be kept? Your agency's fiscal control and accounting systems should enable you to make accurate, current and complete disclosure of the financial activity under your Technology Program grant. Your accounting records should contain information showing expenditures under the grant and must be supported by items such as payroll records, time and attendance records, canceled checks, purchase orders, or similar documents. Your agency must adequately safeguard grant funds and make sure that they are used for authorized purposes only. Your agency will be responsible for refunding any unallowable expenses. How long must documents be kept? All financial records, including payroll, time and attendance records, canceled checks, purchase orders, and similar documents associated with your Technology Program grant should be kept for at least three years from the date COPS officially closes the grant. If any litigation, claim, negotiation, audit or other action involving these records has been started before the end of the three-year period, the records should be kept until completion of the action. These records should be easily located and should be properly protected against fire or other damage. Failure to maintain adequate records to document grant expenditures may result in a requirement to repay all federal funds that cannot be supported with appropriate records. Your agency should maintain records so that you can identify them by grant year or by fiscal year, whichever you find more convenient. 3812009 COPS Technology Program Grant Owner's Manual What if we have more than one grant? If your agency has more than one COPS grant or a grant from another federal agency, funds received under one project may not be used to support another project without specific written authorization from COPS, or in the case of a grant from another agency, from both awarding agencies. Your accounting systems and financial records must reflect expenditures for each project separately. Who may access our records? Authorized federal representatives, including representatives from the U.S. Department of Justice, the Comptroller General of the United States, the COPS Office, and any entity designated by the COPS Office may access these records for the purposes of conducting audits, site visits or other examinations. Records must be kept for at least three years from the date that the COPS Office has officially closed your agency's grant. 40 � �z 4012009 COPS Technology Program Grant Owner's Manual V. FEDERAL AUDIT REQUIREMENTS In addition to oversight by the COPS Office, your grant may be subject to an audit by independent examiners. The two primary types of audit are Single -Audit Act (SAA) audits and Department of Justice (DOJ) Office of the Inspector General (OIG) audits. What are the regulations governing SAA requirements? The Single Audit Act of 1984 established uniform guidelines for state and local governments receiving federal financial assistance. The 1984 Act was amended in July 1996 and revised again June 27, 2003, and is effective for fiscal years after December 31, 2003, to reflect revised audit criteria and reporting requirements. The Office of Management and Budget Circular A-133 (OMB A-133), Audits of States, Local Governments and Non -Profit Organizations, provides additional guidelines regarding the implementation of SAA requirements. Who must have an SAA audit? Each non-federal entity that expends a total amount of federal awards equal to or in excess of $500,000 in a fiscal year is required to have a Single Audit conducted, except when it elects to have a program -specific audit conducted. SAA audits are conducted annually unless a state or local government is required by constitution or statute, in effect on January 1, 1987, to undergo audits less frequently than annually. The primary objective of an SAA audit is to express opinions on the grantee's financial statements, internal controls, major and non -major grant programs, and compliance with government laws and regulations. Single Audits may also address specific compliance issues with respect to COPS grant requirements. Failure to have an audit performed may result in sanctions imposed by federal agencies for noncompliance with Circular A-133. These sanctions could include withholding part of your federal award until a required audit is completed satisfactorily, withholding or disallowing unnecessary or unreasonable audit costs, or suspending your award until the audit is performed. Your Single Audit Act reports should not be sent to the COPS Office. If the U.S. Department of Justice is your Cognizant Federal Agency (see Section IX, "Glossary of Terms"), they should be sent to the Federal Audit Clearinghouse at: Federal Audit Clearinghouse Bureau of Census 1201 E.1Oth Street Jeffersonville, IN 47132 The U.S. Department of Justice, Office of Justice Programs (OJP) serves as the liaison between grantees and auditors in the conduct of SAA audits. Questions and comments regarding SAA audits may be directed to the COPS Office Response Center at 800.421.6770. Federal Audit Requirements 141 What is the role of the Office of the Inspector General? The OIG is a separate component of the U.S. Department of Justice and is independent of the COPS Office. The primary objective of OIG audits is to assess compliance with grant conditions. OIG audits are designed to promote economy, efficiency, and effectiveness in the administration of grants by evaluating compliance with laws, regulations, policies, and procedures governing the operations encompassed in the scope of the audit. How are COPS grants selected for an OIG audit? The OIG may conduct a COPS grant audit in response to a referral that the OIG believes warrants further evaluation. The OIG also surveys DOJ agencies on an annual basis to solicit input on suggested audit areas for the upcoming fiscal year. In most instances, however, the OIG selects grants based on a number of factors, including the geographical distribution of grants awarded, award amount, population served, and type of grant (both active and expired). As such, the fact that your grant has been selected for an OIG audit is not necessarily indicative of a suspected concern or problem area. The COPS Audit Liaison Division serves as the liaison between grantees and the OIG's Audit Division, which conducts the audit. After the OIG notifies COPS of upcoming audits to be conducted, the COPS Audit Liaison Division will send out a notification letter to the grantee outlining the scope of each audit and the anticipated audit timeframe. This notification letter also advises grantees of the supporting documentation required and information necessary for the OIG during their scheduled field work, and provides a COPS point of contact to address questions and concerns. If you have any questions regarding an OIG audit, please contact the COPS Audit Liaison Division at 800.421.6770. Questions and comments regarding the administration of your Technology Program grant, not specifically related to an audit, should be referred to your COPS Grant Program Specialist. Typical Audit Findings The OIG has typically reported the following audit findings pertaining to grants as a result of lack of proper documentation, poor business practices, or inadequate accounting and record keeping systems: • Unallowable costs - Grantee incurred costs which were not approved in the original budget, were in excess of the approved budget, or were charged to the grant after the expiration date and a grant extension was not obtained. • Unsupported costs - Specific grant expenditures and reimbursements could not be supported, or grant expenditures were in excess of actual grant costs. • Lack of complete/timely programmatic and financial reporting - Grantee failed to submit required programmatic and financial reports in a timely manner and/or had inadequate record keeping systems. • Supplanting - Grantee could not document efforts to backfill vacant positions and/or grantee could not explain reductions in local law enforcement budget during the grant award period. 4212009 COPS Technology Program Grant Owner's Manual • Funds to better use - Funds could be used more efficiently based on management actions such as: a) reductions in outlays; b) deobligation of funds; c) withdrawal; d) costs not incurred by implementing recommended improvements; or e) any other savings which are specifically identified. • Questioned costs - Costs that are questioned by the auditor because of an audit finding which resulted from a violation or possible violation of a provision of law, regulation, grant terms and conditions, or other document governing the use of federal funds; or because costs incurred appear unreasonable and do not reflect the actions a prudent person would take under the same circumstances; or because costs at the time of the audit are not supported by adequate documentation. After the final OIG audit report has been issued, the COPS Audit Liaison Division will continue working as the liaison between your agency and the OIG to obtain closure on any audit findings. COPS will issue a closure letter once all audit recommendations have been closed by the OIG. You must keep all documentation related to the audit for a period of three years following the audit's closure. r�� i�: �' �# � �' 4412009 COPS Technology Program Grant Owner's Manual VI. REPORTS As part of the Technology Program, your agency will be required to submit quarterly Financial Status Reports as well as program progress reports. Awarded agencies should be prepared to track and report Technology grant funding separately from other funding sources (including other COPS and federal grants) to ensure accurate financial and programmatic reporting on a timely basis. Your agency should ensure that you have financial internal controls in place to monitor the use of Technology funding and ensure that its use is consistent with the grant terms and conditions. Good practices in this area would include written accounting practices, an accounting system that tracks all drawdowns and grant expenditures, and the ability to track when grant -funded positions are filled or approved purchases are made. Failure to submit complete reports, or submit them in a timely manner, may result in the suspension and possible termination of your agency's COPS grant funding or other remedial actions. Financial Status Reports Your agency is required to submit quarterly Financial Status Reports (FSRs) using a Standard Form 269A (SF-269A). This report reflects the actual federal monies spent, unliquidated obligations incurred, and the unobligated balance of federal funds. Please be advised that on or after October 1, 2009, the COPS Office plans to discontinue the use of the SF-269A and recipients will be required to submit quarterly financial status reports within 30 days after the end of each calendar quarter using the government -wide Standard Form 425 (SF-425) Federal Financial Report. A final SF-425 will be due within 90 days after the end of the grant period. The COPS Office will notify grantees in advance of any changes to the quarterly financial status report requirement, including instructions on how to submit the new SF-425. Until further notice, recipients should continue to submit their quarterly SF-269A. How do we file Financial Status Reports? Under current regulations, the FSR is due at the COPS Office no later than 45 days following each calendar quarter. However, please be advised that the 45-day requirement may be shortened in the future. The COPS Office will notify grantees in advance of any changes to this reporting requirement. A chart showing the reporting quarter end dates and due dates under the current regulations is provided on the next page. Grantees are strongly encouraged to submit their SF-269A reports via the Internet at: https://www.cops.usdoi.gov. If you are unable to complete the FSR online, please contact the COPS Office Response Center at 800.421.6770, or by e-mail at AskCopsRCAusdoi.gov. If you need assistance in completing the SF-269A properly, please contact the COPS Office Response Center at 800.421.6770, by e-mail at AskCopsRC@usdoi.gov, or review the"Helpful Hints Guide for Completing a Financial Status Report" at www.cops.usdoi.gov/files/RIC/publications/ e02O85123.pdf. Reports 145 For your first SF-269A submission, use the chart below to determine when the most recent SF-269A reporting quarter ended and complete an SF-269A to cover the period from the award start date of your grant to that particular end date. You are required to submit an SF-269A even if you have not spent any money or incurred any costs during a reporting period. The due dates for online filing of SF-269As are the same as for the submission of paper copies. Under current regulations, the SF-269As must be submitted not later than 45 days after the last day of each reporting quarter as follows: Example: If your award start date is 02-01-09 and the current date is 04-15-09, then your first SF-269A would be due no later than 05-15-09 and would cover the period 02-01-09 (award start date) through 03-31-09 (end of the most recent reporting quarter). This SF-269A must be on file with the COPS Office so that you can successfully complete a drawdown of funds through PAPRS. The online SF-269A requires the same reporting information as the paper version. The use of this online application enables authorized users to view current and past SF-269As, and allows them to file or amend the SF-269A for the current quarter. Grantees who do not submit SF-269As by the due date will be unable to draw down funds. The payment system contains a function which checks for SF-269A delinquency and will reject a drawdown attempt if the SF-269A is not up to date. E-mail reminders will be sent prior to the SF-269A submission due date, and subsequent e-mail, fax, and/or hard copy reminders may be sent to the grantee should SF-269As be delinquent. How will grant funds be monitored? The COPS Office and designated representatives from the Office of the Chief Financial Officer, Office of Justice Programs monitor the financial aspects of your agency's grant through financial reports, meetings, telephone contacts, reports, audits, reviews of grant change requests and special request submissions. In specific cases, information may also be requested during an on -site visit. 4612009 COPS Technology Program Grant Owner's Manual Program Progress Reports Program progress reports and a final closeout report will be required as requested by the COPS Office during the life of the grant. The COPS Office will notify the agency when the progress report is due and provide instructions for submission. The report may be submitted online or by phone by the grantee agency's representative. What kind of information will these reports require? These reports will request information about the status of your grant in terms of the purchase of equipment and services and hiring of personnel, as well as general information about your department. Do we need to request a progress report? No. The COPS Office will contact your agency at any time when progress reports are being requested. Contact Points to Obtain Technical Assistance and Report Violations Any alleged violations, serious irregularities, or acts that may result in the use of public funds in a manner inconsistent with the Public Safety Partnership and Community Policing Act of 1994 or the purposes of this grant must be reported to the U.S. Department of Justice. Furthermore, the COPS Office welcomes the opportunity to provide assistance regarding the implementation of grant provisions to help ensure that federal grant funds are spent responsibly. As such, the following contacts are provided to address noncompliance and technical assistance issues: If you suspect grant violations, you must promptly refer to the Office of the Inspector General (OIG) any credible evidence that a person has submitted a false claim under the False Claims Act or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity or similar misconduct involving COPS grant funds. The OIG may be contacted at OIG.hotline@usdoigov. http://www.usdoi.ciov/oici/`FOIA/hotline.htm, and 800.869.4499. If you suspect grant violations (not criminal in nature) related to the grant conditions listed in this manual, please contact the COPS Grant Monitoring Division at 202.514.9202. If you have any questions and/or need assistance regarding your grant, please contact your COPS Grant Program Specialist at 800.421.6770. r 4812009 COPS Technology Program Grant Owner's Manual VI1. WHEN THE GRANT PERIOD HAS ENDED At the end of your agency's Technology Program grant period, the COPS Office is responsible for the"closeout" of your grant. As part of this process, the COPS Office requires documentation demonstrating that your agency has met all of the programmatic and financial requirements of the grant. After the end of the grant period, your agency will be asked to submit a final Financial Status Report and any applicable final program reports. Final Financial Status Report The final Financial Status Report (SF-269A) for your grant is due to the COPS Office no later than 90 days after the end of the grant period. The final report should reflect the total amount of federal expenditures and the amount of unobligated funds, if any. Additionally, it should reconcile with the amount of funds drawn down by your agency. When should all of the grant monies be spent? Grant funds reflecting allowable project costs must be obligated before the end of the grant period. Obligated funds cover monies spent and expenses for all approved items in the Financial Clearance Memorandum that your agency has incurred but not yet paid. Your agency has up to 90 days after the end of the grant period to request reimbursement for funds obligated. Please be advised that 28 C.F.R. 66.50(c) requires grantees to submit final SF-269As and to draw down the final reimbursement for expended funds within 90 days after the expiration of the grant. In addition, be advised that failure to complete the drawdown of funds within the 90-day period following award expiration will result in the forfeiture of the remaining eligible balance. It is possible that your agency may have excess grant funds remaining in your account following the grant period due to an overestimate of item costs during the grant period. Your agency should review its records carefully to ensure that it draws down and expends only the amount required for actual costs incurred during the grant period. Any excess unobligated or unspent funds should remain in your account, and will be deobligated during the closeout process. Final Program Progress (Closeout) Report After your grant period has ended, your agency may be sent a final progress or closeout report from the COPS Office and asked to complete it. This report will serve as your agency's final programmatic report on the grant, and the information your agency provides in this report will be used to make a final assessment of your grant progress. '�:4 When the Grant Period Has Ended 149 Equipment Disposition Each grantee must use any equipment funded through a COPS award for approved grant -related purposes and must retain the equipment for the life of the grant. After the conclusion of the grant period, property records must be maintained by the grantee. The records should include a description of the property, a serial number or other identification number; the source of the property; the name of the person or entity that holds the title; the acquisition date and cost of the property; the percentage of federal participation in the cost of the property; the location, use, and condition of the property; and any ultimate disposition data, including the date of disposal and sale price of the property. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of the property. When the grant has expired and original or replacement equipment obtained under the grant is no longer needed for the original project or for other activities currently or previously supported by a federal agency, disposition of the equipment shall be made as follows: • Items of equipment with a current per -unit fair market value of less than $5,000 may be retained, sold, or otherwise disposed of with no further obligation to the awarding agency. • Items of equipment with a current per -unit fair market value in excess of $5,000 may be retained or sold and the awarding agency shall have a right to an amount calculated by multiplying the current market value or proceeds from sale by the awarding agency's share of the equipment. For more information, please see 28 C.F.R. Part 66.32 or 28 C.F.R. Part 70.34, as applicable. � � � � l �� � � �, Conclusion I Sl VI11. CONCLUSION We hope that this manual has assisted you and your agency with your grant questions. We welcome and encourage any comments you have regarding the COPS Technology Program and the materials we have developed for its administration. If you have specific comments regarding this manual, please send them to: U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Attention: Sponsored Branch Control Desk 1100 Vermont Avenue, N.W. Washington, DC 20530 (For overnight delivery, please use 20005 as the ZIP Code.) If you have any questions about your grant, please call your COPS Grant Program Specialist or the COPS Office Response Center at 800.421.6770. Glossary 153 IX. GLOSSARY OF TERMS Allowable Costs Allowable costs are expenses that may be funded by this grant program. The COPS Technology Program provides funding for technology and services purchased on or after the award start date. Upon review of your submitted budget, any unallowable costs were removed. The Financial Clearance Memorandum that was included in your award package outlined your allowable costs and noted any relevant revisions that were made to your original budget submission. Audit Work done by auditors, including both the Office of the Inspector General (OIG) and state or local auditors, to examine financial statements and to review: (a) compliance with laws and regulations; (b) economy and efficiency of operations; (c) effectiveness in achieving program results; and (d) allowability of costs claimed against the award. Authorized Officials The authorized officials are the individuals in your organization who have final authority and responsibility for all programmatic and financial decisions regarding this grant award. At the time of application, your agency listed the law enforcement executive (usually the chief of police, sheriff, etc.) and the government executive (usually the mayor, board president, etc.) for your agency. These executives are listed on your Award Document and are understood to be your authorized officials. If any of the executive information is incorrect, please submit the correct information to the COPS Office by completing an official Change of Information form available online at www.cops.usdoi.gov. Award Start Date This is the date on or after which your agency is authorized to purchase any allowable technology or services that were approved by the COPS Office. The award start date is found on your grant Award Document. Grantees may not expend funds prior to this date without written approval from the COPS Office. Career Law Enforcement Officer The COPS statute defines a "career law enforcement officer" as a person hired on a permanent basis who is authorized by law, or by a state or local public agency, to engage in or oversee the prevention, detection, or investigation of violations of criminal laws. Catalog of Federal Domestic Assistance (CFDA) The CFDA is an annual government -wide publication that contains a description and index of all forms of federal assistance. Each program is assigned a "CFDA number," which is used by auditors to track grant revenues under the Single Audit Act. It is also used in participating states by State Single Points of Contact in conducting the required intergovernmental reviews under Executive Order 12372. The CFDA number for the COPS Technology Program grant is 16.710. 5412009 COPS Technology Program Grant Owner's Manual Closeout This is the process in which the awarding agency, the COPS Office, determines that all applicable administrative actions and all required work and conditions of the award have been completed and met by the recipient and awarding agency. Cognizant Federal Agency Your Cognizant Federal Agency is generally the federal agency that provides your agency with the most federal money. The Office of Management and Budget (OMB) may have already assigned your Cognizant Federal Agency to you. If this is the first federal grant that your organization has received, the U.S. Department of Justice (DOJ) is your Cognizant Federal Agency. Community Oriented Policing Community policing is a philosophy that promotes organizational strategies, which support the systematic use of partnerships and problem -solving techniques, to proactively address the immediate conditions that give rise to public safety issues such as crime, social disorder, and fear of crime. All newly hired, additional or rehired officers (or an equal number of redeployed veteran officers) funded under COPS programs must engage in community policing activities. COPS Finance Staff The COPS Finance Staff handles your agency's financial and budgetary needs related to this Technology Program grant. A staff accountant has been assigned to your state, and is available to answer any questions that you may have concerning the financial aspects of your grant. To identify your staff accountant, please call the COPS Office Response Center at 800.421.6770, or visit the COPS web site at www.cops.usdoj.gov. COPS Office The Office of Community Oriented Policing Services (COPS) is the division of the U.S. Department of Justice that is the "grantor agency" for your Technology Program grant. The COPS Office is responsible for assisting your agency with the administration and maintenance of your grant for the entire grant period. You can reach the COPS Office at 800.421.6770. Data Universal Numbering System (DUNS) Number Since FY 2004, the Office of Management and Budget (OMB) has required all agencies applying for federal funding to obtain this number prior to application. The DUNS number is a unique nine -digit identification number that is assigned upon request to agencies by Dun & Bradstreet (D&B). This number will be used by the federal government to better track grant recipient information throughout the grant cycle and to provide consistent name and address data for electronic grant application systems. To obtain a DUNS number, visit the Dun & Bradstreet web site at www.dnb.com or call 866.705,5711. Glossary 155 Employer Identification Number (EIN) / OJP Vendor Number This number is usually your agency's nine -digit federal tax identification number as assigned to you by the Internal Revenue Service (IRS). Your accounting/bookkeeping department should have this number. In some cases, the EIN has been previously assigned to another agency within your jurisdiction. In this instance, a new vendor number will be assigned to you by the Office of the Chief Financial Officer. The newly assigned number is to be used for COPS administrative purposes only and should not be used for IRS purposes. Grant Monitoring Specialist Grant Monitoring Specialists are trained and available to assist you in addressing any compliance -related questions regarding your grant. Grant Monitoring Specialists plan and conduct site visits and office -based grant reviews. During the life of your grant, you may be randomly selected for a monitoring site visit to assess your compliance with the terms and agreements of the grant program, to review your community policing initiatives, and to provide technical and administrative support for your grant award. Please contact the COPS Office Response Center at 800.421.6770 if you have any compliance -related questions. Grant Number The grant number identifies your agency's specific Technology Program grant, and can be found on your grant Award Document. This number should be used as a reference when corresponding with the COPS Office. Your grant number is in the following format: 2009-CKWX-0000 for grants awarded in FY 2009. The COPS Office tracks grant information based upon this number. Grant Program Specialist COPS Grant Program Specialists are trained to assist you with implementing and maintaining your Technology Program grant. A Grant Program Specialist is assigned to your state, and is available to answer any questions that you may have concerning the administrative aspects of your grant. Your Grant Program Specialist can assist you with such matters as requesting an extension on your grant or modifying the grant award. To obtain the name and phone number of your Grant Program Specialist, please contact the COPS Office Response Center at 800.421.6770. Interoperable Communications Communications interoperability refers to the ability of emergency response officials to share information via voice and data signals on demand, in real time, when needed, and as authorized. Interoperable communications policies, procedures, and technology are used to increase voice and data information sharing among the law enforcement, fire service, and emergency medical service communities. S6I 2009 COPS Technology Program Grant Owner's Manual Obligation of Funds The COPS Office obligates federal funds when the grant Award Document is signed by the COPS Director or his/her designated official. For the grantee, grant funds are obligated when monies are spent or orders are placed for purchasing approved technology or services under your Technology Program grant. The term "encumbrance" is often used at the local and state levels to describe this type of transaction. Liquidated obligations are considered cash outlays or monies actually spent. Unliquidated obligations are obligations incurred and recorded but not yet paid (accrual basis of accounting) or not yet recorded and not yet paid (cash basis of accounting). Originating Agency Identifier (ORI) Number This number is assigned by the FBI, and it is your agency's unique identifier. The first two letters are your state abbreviation, the next three numbers are your county's code, and the final two numbers identify your jurisdiction within your county. If your agency does not have an ORI number assigned by the FBI, the COPS Office assigns a non -official ORI code to use as an agency identifier (in such cases, the last two digits will be "ZZ"). It can be found on your grant Award Document. When you contact the COPS Office with a question, please reference your ORI number (and/or your grant number). The Public Safety Partnership and Community Policing Act of 1994 The COPS Office is charged with fulfilling the mandates of this law. The purposes of the law are to: • Increase the number of community policing officers on the beat • Provide additional and more effective training to law enforcement officers to enhance their problem -solving, service, and other skills needed in interacting with members of the community • Encourage the development and implementation of innovative programs to permit members of the community to assist law enforcement agencies in the prevention of crime • Encourage the development of new technologies to assist law enforcement agencies in reorienting the emphasis of their activities from reacting to crime to preventing crime. Supplanting For the purposes of your COPS Technology Program grant, supplanting means replacing state or local funds which otherwise would have been spent on law enforcement purposes with federal COPS funds. State and local governments are prohibited from supplanting throughout the grant period. This means that your agency may not use COPS funds to pay for any equipment/technology, services, personnel, or other items which, in the absence of the COPS program, would otherwise have been funded with state and/or local funds, or funds supplied by the Bureau of Indian Affairs. COPS funds must instead be used to supplement, or increase, your law enforcement budget. For additional information on supplanting, please review Grant Condition #6 in this manual. S8 1 2009 COPS Technology Program Grant Owner's Manual APPENDIXES Appendix A - List of Source Documents A. Primary Sources Public Safety Partnership and Community Policing Act of 1994,42 U.S.C. B. Secondary Sources Code of Federal Regulations (CFR)/Office of Management and Budget (OMB): 4 CFR Parts 101-105, Department of Justice/Government Accountability Office, "Joint Federal Claims Collections Standards" 5 CFR Part 1320, "Controlling the Paperwork Burden on the Public" 5 CFR Part 151, "Political Activities of State and Local Officials or Employees" 28 CFR Part 23, "Criminal Intelligence Systems Operating Policies" 28 CFR Part 61, "Procedures for Implementing the National Environmental Policy Act' 28 CFR Part 66,"Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments" 28 CFR Part 67, "Government -wide Requirements for Drug -Free Workplaces (Grants)" 28 CFR Part 69, "Government -wide New Restrictions on Lobbying" 28 CFR Part 70, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations" 31 CFR Part 205, "Treasury Department Regulations Implementing for Cash Management Improvement Act of 1990" 2 CFR Part 220 (OMB Circular A-21), "Cost Principles for Educational Institutions" OMB Circular A-33, "Audits of Educational Institutions" 2 CFR Part 225 (OMB Circular A-87),"Cost Principles for State and Local Governments" 2 CFR Part 230 (OMB Circular A-122),"Cost Principles for Non -Profit Organizations" OMB Circular A-129, "Managing Federal Credit Programs" OMB Circular A-133, "Audits of States, Local Governments, and Non -Profit Organizations" 48 CFR Part 31.000, et seq. (FAR-31.2), "Cost Principles for Commercial Organizations" Appendixes 159 Executive Orders: Executive Order 12291, "Regulations" Executive Order 12372, 28 CFR, Part 30 "Intergovernmental Review of Federal Programs" Executive Order 12547, "Non -Procurement Debarments and Suspension" 6012009 COPS Technology Program Grant Owner's Manual (Appendix B - Assurances Several provisions of federal law and policy apply to all grant programs. 8. The Office of Community Oriented Policing Services needs to secure your assurance that the applicant will comply with these provisions. If you would like further information about any of these assurances, please contact your state's COPS Grant Program Specialist at 800.421.6770. By the applicant's authorized representative's signature, the applicant assures that it will comply with all legal and administrative requirements that govern the applicant for acceptance and use of federal grant funds. In particular, the applicant assures us that: 1. It has been legally and officially authorized by the appropriate governing body (for example, mayor or city council) to apply for this grant and that the persons signing the application and these assurances on its behalf are authorized to do so and to act on its behalf with respect to any issues that may arise during processing of this application. 2. It will comply with the provisions of federal law, which limit certain A political activities of grantee employees whose principal employment is in connection with an activity financed in whole or in part with this grant. These restrictions are set forth in 5 U.S.C. § 1501, et seq. 3. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act, if applicable. 4. It will establish safeguards, if it has not done so already, to prohibit B. employees from using their positions for a purpose that is, or gives the appearance of being, motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. 5. It will give the Department of justice or the Comptroller General access to and the right to examine records and documents related to the grant. 6. It will comply with all requirements imposed by the Department of Justice as a condition or administrative requirement of the grant, including but not limited to: the requirements of 28 CFR Part 66 and 28 CFR Part 70 (governing administrative requirements for grants and cooperative agreements); 2 CFR Part 225 (OMB Circular A-87), 2 CFR 220 (OMB Circular A-21), 2 CFR Part 230 (OMB Circular A-122) and 48 CFR Part 31.000, et seq. (FAR 31.2) (governing cost principles); OMB Circular A-133 (governing audits) and other applicable OMB circulars; the applicable provisions of the Omnibus Crime Control and Safe Streets Act of 1968, as amended; 28 CFR Part 38.1; the current edition of the COPS Grant Monitoring Standards and Guidelines; the applicable COPS Grant Owner's Manuals; and with all other applicable program requirements, laws, orders, regulations, or circulars. 7. if applicable, it will, to the extent practicable and consistent with applicable law, seek, recruit and hire qualified members of racial and ethnic minority groups and qualified women in order to further effective law enforcement by increasing their ranks within the sworn positions in the agency. Itwill not, on the ground of race, color, religion, national origin, gender, disability or age, unlawfully exclude any person from participation in, deny the benefits of or employment to any person, or subject any person to discrimination in connection with any programs or activities funded in whole or in part with federal hinds. These civil rights requirements are found in the non-discrimination provisions of the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. § 3789d); Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000d); the Indian Civil Rights Act (25 U.S.C. §§ 1301- 1303); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794); Title II, Subtitle A of the Americans with Disabilities Act (ADA) (42 U.S.C. § 12I01, et seq.); the Age Discrimination Act of 1975 (42 U.S.C. § 6101, et seq.); and Department of Justice Non - Discrimination Regulations contained in Title 28, Parts 35 and 42 (subparts C, D, E and G) of the Code of Federal Regulations. In the event that any court or administrative agency makes a finding of discrimination on grounds of race, color, religion, national origin, gender, disability or age against the applicant after a due process hearing, it agrees to forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs, 810 7th Street, NW, Washington, D.C. 20531. If your organization has received an award for $500,000 or more and has 50 or more employees, then, it has to prepare an EEOP and submit it to the Office for Civil Rights ("OCR"), Office of Justice Programs, 810 7th Street, N.W., Washington, DC 20531, for review within 60 days of the notification of the award. If your organization received an award between $25,000 and $500,000 and has 50 or more employees, your organization still has to prepare an EEOP, but it does not have to submit the EEOP to OCR for review. Instead, your organization has to maintain the EEOP on file and make it available for review on request. In addition, your organization has to complete Section B of die Certification Form and return it to OCR. If your organization received an award for less than $25,000; or if your organization has less than 50 employees, regardless of the amount of the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your organization is exempt from the EEOP requirement. However, your organization must complete Section A of the Certification Form and return it to OCR. 9. Pursuant to Department of Justice guidelines (June 18, 2002 Federal Register (Volume 67, Number 117, pages 41455-41472)), under Title VI of the Civil Rights Act of 1964, it will ensure meaningful access to its programs and activities by persons with limited English proficiency. 10. It will ensure that any facilities under its ownership, lease or supervision which shall be utilized in tie accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that it will notify us if advised by the EPA that a facility to be used in this grant is under consideration for such listing by the EPA 11. If the applicant's state has established a review and comment 16. procedure under Executive Order 12372 and has selected this program for review, it has made this application available for review by the state Single Point of Contact. 12. It will submit all surveys, interview protocols, and other information collections to the COPS Office for submission to 17, the Office of Management and Budget for clearance under the Paperwork Reduction Act of 1995 if required. 13. It will comply with the Human Subjects Research Risk Protections requirements of 28 CFR Part 46 if any part of the funded project contains non-exempt research or statistical activities which involve human subjects and also with 28 CFR Part 22, requiring the safeguarding of individually identifiable information collected from research participants. 18 14. Pursuant to Executive Order 13043, it will enforce on-the-job seat belt policies and programs for employees when operating agency -owned, rented or personally -owned vehicles. 15. It will not use COPS funds to supplant (replace) state, local, or Bureau of Indian Affairs funds that otherwise would be made available for the purposes of this grant, as applicable. Appendixes 161 If the awarded grant contains a retention requirement, it will retain the increased officer staffing level and/or the increased officer redeployment level, as applicable, with state or local funds for a minimum of 12 months following expiration of the grant period. It will not use any federal funding directly or indirectly to influence in any manner a Member of Congress, a jurisdiction, or an official of any government, to favor, adopt, or oppose, by vote or otherwise, any legislation, law ratification, policy or appropriation whether before or after the introduction of any bill, measure, or resolution proposing such legislation, law, ratification, policy or appropriation as set forth in the Anti - Lobby Act, 18U.S.C. 1913. In the event that a portion of grant reimbursements are seized to pay off delinquent federal debts through the Treasury Offset Program or other debt collection process, it agrees to increase the non-federal share (or, if the awarded grant does not contain a cost sharing requirement, contribute a non-federal share) equal to the amount seized in order to fully implement the grant project. False statements or claims made in connection with COPS grants (including cooperative agreements) may result in fines, imprisonment, disbarment from participating in federal grants or contracts, and/or any other remedy available by law. I certify that the assurances provided are true and accurate to the best of my knowledge. Elections or other selections of new officials will not relieve the grantee entity of its obligations under this grant. Signature of Law Enforcement Executive (or Official with Date Programmatic Authority, as applicable) Signature of Government Executive (or Official with Date Financial Authority, as applicable) Rev. 07/09 6212009 COPS Technology Program Grant Owner's Manual Appendix B - Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug -Free Workplace Requirements Coordination with Affected Agencies. Although the Department of Justice has made every effort to simplify the application process, other provisions of federal law require us to seek your agency's certification regarding certain matters. Applicants should read the regulations cited below and the instructions for certification included in the regulations to understand the requirements and whether they apply to a particular applicant. Signing this form complies with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying," 2 CFR Part 2867, "Government - Wide Debarment and Suspension (Nonprocurement)," 28 CFR Part 83 Government -Wide Requirements for Drug -Free Workplace (Grants)," and the coordination requirements of the Public Safety Partnership and Community Policing Act of 1994. The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant. I. Lobbying ii. As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28 CFR Part 69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 CFR Part 69, the applicant certifies that: A. 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 making of any federal grant; the entering into of any cooperative agreement; and the extension, continuation, renewal, amendment or modification of any federal grant or cooperative agreement; B. 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 grant or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in accordance with its instructions; and C. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all sub -recipients shall certify and disclose accordingly. M iv N Have not within a three-year period preceding this application been convicted oforhad 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) or private agreement or transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion or receiving stolen property, malting false claims, or obstruction of justice, or commission of any offense indicating a lack of business integrity or business honesty that seriously and directly affects your present responsibility; 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 (A)(ii) of this certification; and Have not within a three-year period preceding this application had one or more public transactions (federal, stare or local) terminated for cause or default. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. Drug -Free Workplace (Grantees Other Than Individuals) As required by the Drug -Free Workplace Act of 1988, and implemented at 28 CFR Part 83, for grantees, as defined at 28 CFR Part 83, Sections 83 and 83.510 - 2. Debarment, Suspension and Other Responsibility Matters A. The applicant certifies that it will, or will continue to, provide (Direct Recipient) a drug- free workplace by: As required by Executive Order 12549, Debarment and Suspension, and implemented at 2 CFR Part 2867, for prospective participants in primary covered transactions, as defined at 2 CFR Part 2867, Section 2867.437 - A. The applicant certifies that it and its principals: i. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of federal benefits by a state or federal court, or voluntarily excluded from covered transactions by any federal department or agency; i. 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; ii. Establishing an on -going drug -free awareness program to inform employees about - a. The dangers of drug abuse in the workplace; b. The grantee's policy of maintaining a drug -free workplace; C. Any available drug counseling, rehabilitation and employee assistance programs; and d. The penalties that may be imposed upon employees for dnrg- abuse violations occurring in the workplace; iii. Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (i); iv. Notifying the employee in the statement required by paragraph (i) that, as a condition of employment under the grant, the employee will - a. Abide by the terms of the statement; and b. Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction, V. Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph (iv)(b) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to: COPS Office, 1100 Vermont Ave., NW, Washington, D.C. 20530. Notice shall include the identification number(s) of each affected grant; vi. Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (iv)(b), with respect to any employee who is so convicted - a. Taking appropriate personnel action against such an employee, up to and including termination, consistent with die requirements of the Rehabilitation Act of 1973, as amended; or Grantee Agency Name and Address: Grantee IRS/ Vendor Number: Appendixes 1 63 b. 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; vii. Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (i), (ii), (iii), (iv), (v), and (vi). Grantee Agency Name and Address: B. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with the specific grant: Place of performance (street address, city, county, state, zip code) Check ❑ if there are workplaces on file that are not identified here. 4. Coordination The Public Safety Partnership and Community Policing Act of 1994 requires applicants to certify that there has been appropriate coordination with all agencies that may be affected by the applicant's grant proposal if approved. Affected agencies may include, among others, the Office of the United States Attorney, state or local prosecutors, or correctional agencies. The applicant certifies that there has been appropriate coordination with all affected agencies. False statements or claims made in connection with COPS grants (including cooperative agreements) may result in fines, imprisonment, disbarment from participating in federal grants or contracts, and/or any other remedy available by law. I certify that the assurances provided are true and accurate to the best of my knowledge. Elections or other selections of new officials will not relieve the grantee entity of its obligations under this grant. Typed Name and Title of Law Enforcement Executive (or Official with Programmatic Authority, as applicable): Signature: Date: Typed Name and Title of Government Executive (or Official with Financial Authority, as applicable) Signature: Date: Rev. 07/09 FOR MORE INFORMATION: U.S. Department of Justice Office of Community Oriented Policing Services I100 Vermont Avenue, N.W. Washington, DC 20530 To obtain details on COPS programs, call the COPS Response Center at 800.421.6770 Visit COPS Online at www.cops.usdoj.gov. e070915214 July 2009 KALISPELL POLME DEPARTMENT 312 1 STAVE EAST — PO BOX 1997 — KALISPELL, MT 59903 TELEPHONE (406) 758-7780 — FAX (406) 758-7799 E-MAIL - KPDC�KALISPELL.COM April 4, 2011 US Department of Justice Office of Community Oriented Policing Services Grants Administration Division Washington D.C. 20530 Dear Mr. Reid (GPS), `Policing Through Partnerships" The City of Kalispell is respectfully requesting a grant modification for grant 2009CKWX0478. The project scope and description has remained unchanged from the initial grant request. However, with the award being substantially less than the requested amount we have successfully partnered with the private community to accomplish our goal of providing a multi- disciplinary public safety training/ testing facility. To accomplish this goal we are requesting modification, as detailed in the modification worksheet, move money from item to item to more appropriately reflect actual costs. You will also find two additional components included for the training facility that were not in the original budget. The new items are essential components of a safe, user friendly training facility that provides the best training for the public and law enforcement entities. I will explain in detail the additional pieces of equipment requested in the budget narrative. Thank you for your consideration! Sincerely, Roger Nasset Chief of Police ROGER NASSET, CHIEF OF POLICE ♦ ROGER KRAUSS, ASSISTANT CHIEF OF POLICE I.S. Department of Justice n� y Office of Community Oriented Policing Services (COPS) Grants Administration Division 145 N Street, NE Washington, DC 20530 May 6, 2011 Chief of Police Roger Nasset Kalispell Police Department 312 1 st Avenue East P.O. Box 1997 Kalispell, MT 59901 Re: Technology Program Grant 4: 2009CKWX0478 ORI 4: MT01503 Dear Chief of Police Nasset: This letter confirms that the COPS Office has received and approved the Kalispell Police Department's proposed budget changes to the 2009 COPS Technology grant award listed above. The modification includes: Within Category Changes: A. Equipment: Due to a cost savings in previously approved equipment, the Kalispell Police Department will now purchase a Target System and Acoustical Wall Treatment. This new equipment will be essential for a safe, user friendly training facility which will provide the nest training for the public and law enforcement entities. The COPS Office understands that this requested change would permit your agency to secure the necessary items and services needed to complete the initiatives outlined in your original grant application. 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