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4. Grant Acceptance - COPS Technology AwardKALISPELL POLICE DEPARTMENT 312 1 S-r AVE EAST — PO BOX 1997 — KALISPELL, MT 59903 TELEPHONE (406) 758-7780 — FAX (406) 758-7799 E-MAIL - KPD@KALISPELL.COM MEMORANDUM TO: Mayor Pamela B. Kennedy and Kalispell City Council FROM: Roger Nasset, Chief of Police SUBJECT: COPS Technology Grant Award MEETING DATE: October 5, 2009 `Policing V rough Partnelsbips' BACKGROUND: Over a year ago the City of Kalispell and Kalispell Police Department applied for a COPS Technology Grant for development of a Northwest Montana Regional Public Safety Training/ Testing Center. We received notification last week that we were partially successful in our grant application, and have been awarded $750,000. The grant monies are to be used in the development of a firearms training facility that would serve Northwest Montana's local, state, and federal law enforcement agencies. Additionally, we would partner with public firearms and hunting educational groups to teach and provide firearms safety courses. Our current firearms training facility is at a `borrowed' location and is a very basic outdoor facility. With the technology money we will be able to provide state of the art scenario based training which will more appropriately prepare regional law enforcement. FISCAL IMPACT: This is a no match required grant. RECOMMENDATION: The City of Kalispell accept the COPS Technology Grant. Respectfully submitted, Roger asset, Chief of Police ane Howington, City Manage ROGER NASSET, CHIEF OF POLICE * ROGER KRAUSS, ASSISTANT CHIEF OF POLICE KALISPELL POLICE DEPARTMENT 312 1 s-r AVE EAST — PO Box 1997 — KALISPELL, MT 59903 TELEPHONE (406) 758-7780 — FAx (406) 758-7799 E-MAIL - KPD@KALISPELL.COM REPORT: Honorable Mayor and City Council FROM: Roger Nasset, Chief of Police SUBJECT: Acceptance of 2009 COPS Technology Grant MEETING DATE: October 5, 2009 BACKGROUND: Technology Grant has been applied for to assist in developing a Northwest Montana Regional Public Safety/ Testing Center. RECOMMENDATION: Accept Technology Grant #2009CKWX0478. FISCAL EFFECTS: Federal Share = $750,000, Applicant/ City Share = $0. ALTERNATIVES: Not to accept grant. Respectfully submitted, 4,0'e7,04 zy�"' S-et' Roge asset Jane Howington Chief of Police City Manager ``Policing 7brorrgl PPaane7shipS ROGER NASSET, CHIEF OF POLICE • ROGER KRAUSS, ASSISTANT CHIEF OF POLICE U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Office ofthe Director 1100 Vermont Ave., NW Washington, DC 20530 September 21, 2009 Chief Roger Nasset Kalispell Police Department 312 1 st. 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 http://www.cops.usdoj.gov/Default.asp?Item=2200. The official start date of your grant is March 11, 2009. Therefore, you can be reimbursed for approved expenditures made on or after this date. Please carefully review the Financial Clearance Memorandum included in your award package to determine your approved budget, as some of your requested items may not have been approved by the COPS Office during the budget review process, and grant funds may only be used for approved items. Also, please be aware that any vendor or contractor who participated in drafting your grant application may not receive federal funding for any procurement under this award. Within a few weeks, you will receive a financial documentation package from the Office of the Chief Financial Officer, Office of Justice Programs. This important package will contain the forms and instructions necessary to begin drawing down funds for your grant. Once again, congratulations on your Technology Program award. If you have any questions about your grant, please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center at 1.800.421.6770. Sincerely, Te&� David M. Buchanan Acting Director =- U. S. Department of Justice Community Oriented Policing Services Grants Administration Division Law Enforcement Technology 1/ 00 Vermont Avenue, NW Washington, DC 20530 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/Adjusted - Reasons/Comments Equipment $750,000.00 $750,000.00 $0.00 Direct Costs: $750,000.00 $750,000.00 $0.00 Grand Total $750,000.00 $750,000.00 $0.00 Grand Total: Federal Share: $ 750,000.00 Applicant Share: $ 0.00 Cleared Date: 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 obtauied 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 member 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 POLICING SERVICE& U.Q. DEPARTMENT OF JUQTIC[ 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 - r 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 generally the highest-ranking officials within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent for law enforcement executives, and Mayor, City Administrator, or equivalent for government executives). For non -law enforcement agencies (universities, private organizations, etc.), the authorized officials are the programmatic and financial officials who have the ultimate signatory authority to sign contracts on behalf of your organization. Typically, these are the same executives who signed the forms located in your application package. ARE PHOTOCOPIED OR STAMPED SIGNATURES ACCEPTABLE ON THE AWARD DOCUMENT? No. All signatures on the award document must be original. Stamped or photocopied signatures will not be accepted. MAY I RETURN A SIGNED PHOTOCOPY OF THE AWARD DOCUMENT? No. Only a signed, original award document (i.e., the actual document mailed to you by the COPS Office) will be accepted. HOW LONG DO I HAVE TO RETURN THE SIGNED AWARD DOCUMENT? Your agency has 90 days from the date listed on the award congratulatory letter to return your signed award document to the COPS Office. Failure to return your signed award document within the 90-day time frame will result in your inability to access grant funds, and may result in your agency being withdrawn from your COPS grant program. THE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE GIVING FINAL APPROVAL TO ACCEPT THIS GRANT. WHAT DO I DO? If your agency needs more than 90 days to sign and return the award document, please contact your Grant Program Specialist at 1.800.421.6770 to request an extension of the return period. All time extensions for purposes of returning the award document will be considered on a case -by -case basis. WHERE DO I MAIL THE SIGNED AWARD DOCUMENT? Your signed award document should be mailed to the following address: For the Technology Program, Methamphetamine Initiative, or Safe Schools Initiative (SSI): U.S. Department of Justice, COPS Office ATTN: [Grant Program Name] Control Desk, 9`h Floor 1100 Vermont Ave, NW Washington, DC 20530 (20005 for overnight delivery) For the COPS Hiring Recovery Program (CHRP), Child Sexual Predator Program (CSPP), Tribal Resources Grant Program (TRGP), or Secure Our Schools (SOS): U.S. Department of Justice, COPS Office ATTN: [Grant Program Name] Control Desk, 8 h Floor 1100 Vermont Ave, NW Washington, DC 20530 (20005 for overnight delivery) Before you can draw down these grant funds, the COPS Office must receive the signed award document from your agency. To ensure that we receive your signed award in a timely manner, we encouraLye you to submit vour signed award by express or overnight delivery service. WHAT IF THE GOVERNMENT AND/OR LAW ENFORCEMENT EXECUTIVE INFORMATION ON THE AWARD DOCUMENT HAS CHANGED? Please review the information on your award document carefully. If a change in information (address, phone number, etc.) has occurred, do not change or correct that information on the award document. Rather, a Change of Information form should be submitted to our office. You may submit a Change of Information online through Account Access at www.cops.usdoj.gov or you may print a fillable form to submit via fax or mail. Complete the relevant part(s) of that document and submit it to the COPS Office. The COPS Office will then update our records to reflect any changes. If the actual law enforcement or government executive listed on the award document has changed, the new executive in that position should simply sign the award document. Again, do not alter any executive information shown on your award document, even if it needs to be updated. Simply complete a Change of Information form as described above in order to reflect the new executive. WHERE CAN I FIND A LIST OF CONDITIONS THAT APPLY TO MY GRANT? Rogirniing on (hr reverse side. of your dwarf) documnn(, yiiu will find yoin- awiu,d's grant terms and conditions. The same conditions can also be found in the Grant Owner's Manual, which is available on online at www.cops.usdoj.gov. Please read and familiarize yourself with these conditions. I STILL HAVE QUESTIONS ABOUT MY AWARD. WHAT DO I DO? If you still have questions, please feel free to call the COPS Office Response Center at 1,800,421.6770 and ask to speak with your Grant Program Specialist. Office of Conunar.nith Oriented Policing Services Technology Program Grant Terms and Conditions By signing the Award Document to accept this Technology Program grant, your agency agrees to abide by the following grant conditions I. The grantee agrees to comply with the terms and conditions in this 2009 COPS Technology Program Grant Owner's Manual; COPS statute (42 U.S.C. §. 3796dd, et seq.); 28 C.F.R. Part 66 or 28 C.F.R. Part 70 as applicable (governing administrative requirements for grants and cooperative agreements); 2 C.F.R. Part 225 (OMB Circular A-87), 2 C.F.R. Part 220 (OtiIB Circular A-21), 2 C.F.R. Part 230 (OMB Circular A-122) and 48 C.F.R. Part 31.000 et seq. (FAR 31.2) as applicable (governing cost principles); OMB Circular A-I33 (,ovenning audits); representations made in the COPS Technology Program grant application; and all other applicable program requirements, laws, orders, regulations, or circulars, 2. The grantee acknowledges its agreement to comply with the Assurances and Certifications forms that were submitted as part of its Technology Program application. 3. The funding under this project is for the payment of approved costs for the continued development of technologies and automated systems to assist state, local, and tribal law enforcement agencies in investigating, responding to, and preventing crime. The allowable costs for which your agency's grant has been approved are limited to those listed on the Financial Clearance Memorandum, which is included in your agency's award package. The Financial Clearance Memorandum specifies the costs that your agency is allowed to fund with your Technology grant. It also describes any costs which have been disallowed after review of your proposed budget. Your agency may not use Technology grant funds for any costs that are not identified as allowable in the Financial Clearance Memorandum. 4. Tra%cl costs for transportation, lodging and subsistence, and related items are allowable under the Technology Program with prior approval from the COPS Office. Payment for allowable travel costs will be in accordance with 2 C.F.R. Part 225 (OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments), 2 C.F.R. Part 220 (Oiv1B Circular A-21, Cost Principles for Educational Institutions), 2 C.F.R. Part 230 (OMB Circular A-122, Cost Principles for Non -Profit Organizations), and 48 C.F.R. Part 31.000, et seq. (FAR-31.2, Cost Principles for Commercial Organizations), as applicable. 5. When procuring information -sharing services, hardware, software, or other equipment, the grantee agrees to procure and implement those items in accordance with the applicable standards outlined in the terms and conditions of the Grant Owner's Manual. 6. State, local, and tribal governments must use Technology Program grant funds to supplement, and not supplant, state, local, or Bureau of Indian Affairs (BIA) funds that are already committed or otherwise would have been committed for grant purposes (hiring, training, purchases, and/or activities) during the grant period. In other words, grantees may not use COPS funds to supplant (replace) state, local, or Bureau of Indian Affairs funds that would have been dedicated to the COPS -funded item(s) in the absence of the COPS grant. 7. Your agency may request an extension of the grant award period to receive additional time to implement your grant program. Such extensions do not provide additional funding. Only those grantees that can provide a reasonable justification for delays will be granted no -cost extensions. Extension requests must be received prior to the end date of the award. Any extension requests received after an award has expired will be approved only under very limited circumstances. 8. Occasionally, a change in an agency's fiscal or law enforcement situation necessitates a change in its Technology Program award. Grant modifications under the Technology Program are evaluated on a case -by -case basis. 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 tip to ten percent (10%) of the total award atnount 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. '). The COPS Oflice may conduct monitoring or sponsor national evaluations of the COPS Technology Program. The grantee agrees to cooperate with the monitors and evattrators. 10. 1`0 assist the COPS Office in the monitoring of your award, your agency will be responsible for submitting periodic programmatic progress reports and quarterly financial reports. 11. Federal law requires that law enforcement agencies receiving federal funding from the COPS Office must be monitored to ensure compliance with their grant conditions and other applicable statutory regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of grant implcnnentation—cotpliance and programmatic benefits —are part of the monitoring process coordinated by the U.S. Department of Justice. Grant monitoring activities conducted by the COPS Office include site visits, office -based grant reviews, alleged noncompliance reviews, financial and program reporting, and audit resolution. As a COPS Technology grantee, you agree to cooperate with and respond to any requests for information pertaining to your grant. 12. All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan (28 C.F.R. Part 42 subpart E). 13. Grantees using Technology Program funds to operate an interjurisdictional criminal intelligence system must comply with operating principles of 28 C.F.R. Part 23. The grantee acknowledges that it has completed, signed and submitted with its grant application the relevant Special Condition certifying its compliance with 28 C.F.R. Part 23. 14. Grantees who have been awarded funding for the procurement of an item (or group of items) or service in excess of $100,000 and who plan to seek approval for use of a ioncompetitive procurement process must provide a written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down grant imds for that item. 15. The grantee agrees to submit one copy of all reports and proposed publications resulting from this grant 20 days prior to public release. Any publications (including written, software, visual, or sound, but excluding press releases, newsletters, and issue analyses), whether published at the recipient's or government's expense, shall contain the allowing statement: "This project was supported by Grant # , awarded by the U.S. Department of Justice, Office of Community Oriented Policing Services. The opinions contained herein are those of the author(s) and do not necessarily represent the official position or policies of the U.S. Department of Justice. References to specific ontpanics, 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 upplemcnt discussion of the issues." 6. 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 arm is to be used by recipients of federal funds to verify that persons are eligible to work in the United States. U. S. Department of Justice Cofnmunity Oriented Policing Services Grants Administration Division Law Enforcement Technology Treasury Account Symbol (TAS) 15X0406 Grant#: 2009CKWX0478 ORI #: MT01503 Applicant Organization's Legal Name: Kalispell Police Department OJP Vendor #: 816001281 DUNS#: 021996665 Law Enforcement Executive: Chief Roger Nasset .-Address: 312 1st. Avenue East P.O. Box 1997 City, State, Zip Code.: Kalispell, MT 59901 _ - - Telephone: (406) 758-7-786= Fox: (406) 758-7799 Government Executive: Mayor Pamela Kennedy Address. 201 1 st Avenue East 01State, Zip Code. Kalispell, MT 59901 Telephone: (406) 758-7703 Signature if Law Enforcement Official with the Authority to Accept this Grant Award Fax: (406) 758-7754 Typed Name and Title of Law Enforcement Official Pamela Kennedy, Mayor- S�gnature of Government Official with the Authority to. Typed Name grid Title of Government Official Accept this Grant Award False statements or claims made in connection with COPS 0rants may result in fines. imnrisonment alehnrmPif from_ participating in federal grants or contracts, and/or any remedy available by law to the Federal Government. Date 95351 Offrce of'Community Orienied Policirr, Services Technology Program Grant Terms and Conditions 17. TO facilitate Communication among; local and state governmental agencies regarding various information technology projects, the grantee agrees to notify the appropriate State II11-61"Inatit) n Technology Point of Contact oft lie receipt of this grant award. For a list of State Information Technology Points of Contact, visit kith, olp-_t _'drliult,asp Brea.=p(jlic An(lPiacticC�& O}6. IS,. The grarucc agrees to comply with 78 C.F.R. Part 61 (Procedures for Implementing the National Environmental Policy Act). 19. FAse srncmenCs 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 remady available by law.