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HomeMy WebLinkAboutCOM 0957.000 1998-2000 4oVN~, o~ yV' Stephen K. Yamashiro Dixie Kaetsu MaYm c• Director :r•,; { Prank Manalili ~h'•oi •M'~~ Deputy r t t Cattutp of TdbjAU DEPARTMENT OF FINANCE 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720-4252 (808) 961-8234 • Fax(808)961-8248 October 16, 2000 Honorable James Arakaki, Chairperson and Members of the County Council Hawai'i County Council 25 Aupuni Street Hilo, Hawai'i 96720 Re: Operating Budget Enclosed is a bill for an ordinance appropriating $22,000 for the Data Transmission Upgrade grant. The State Department of Transportation Public Affairs Office - Safe Community Program is providing a grant to provide data on a timely basis and increase the accuracy of motor vehicle crash reports. This grant will be used to purchase computers, printers, software and a FAX machine. Also enclosed is a resolution to authorize the Mayor to enter into an agreement with the State Department of Transportation. If there are any questions, please do not hesitate to call the Police Department. Dixie Kaetsu Director of Finance APPROVED: i Stephe K. Yam shlro Mayor Enc. Cc: Police Department e. ?r 3~s 1Q es. 3 ~7- o 0 No, %e To: ftef. Date 11 S 2000 Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 10/10/00 STAFF CONTACT: GARY MAESATO. BUSINESS MANAGER PHONE: 961-2274 A. REOUEST• To create an account entitled "Data Transmission upgrade" for $22,000.00 under object code 454. To enter into a contract with the State Department of Transportation Motor Vehicle Safety office to provide funding under the Data Transmission Upgrade Grant. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The State Department of Transportation Public Affairs Office-Safe Community Program is providing a grant to upgrade equipment necessary to transfer information on motor vehicle accident reports on a timely basis. SIGNED: In CZ~C~ DATE: I -11-cam W NE G. CARVALHO POLICE CHIEF APPLICATION FOR HIGHWAY SAFETY PROJECT REIMBURSEMENT GRANT STATE OF HAWAII MOTOR VEHICLE SAFETY OFFICE PART I ORD¢VSO [3 A 1¢ant Agency to Complete) ye, 1. APPLICANT AGENCY (Name and Address)?'` ry~ Hawaii County Police Department 349 Kapiolani Street Hilo, Hawaii 96720-3998 2. GOVERNMENTAL UNIT (Name and Address) ` County of Hawaii 25 Aupuni Street Hilo, Hawaii 96720-3998 01;00" 3. DURATION (Month, Day, Year-See Schedule C): A. Grant Period B. Project Period - From: 10/Ol/00 From: 10/01/00 To 09/30/01 To: 09/30/01 00 a ' ~-1V0 `BateSL = S +~CQ.Lfl~I',0" ;~?s _ 4. LOCATION OF PROJECT 5A. TYPE OF APPLICATION Hawaii County Police Department Initial Revision CONTINUATION 349 Kapiolani Street Hilo, Hawaii 96720-3908 5B. REIMBURSEMENT SCHDULE Telephone: (808) 961-2305 MONTHLY Quarterly 6. PROJECT DESCRIPTION (Schedule A) (See Appendix A, Project Procedures Manual) 7. PROJECT OBJECTIVES AND TASKS SUMMARY FROM SCHEDULE A To reduce fatalities and injuries to all occupants of motor vehicle collisions, and to raise the seat belt usage rate. 8. BUDGET (Schedule B) (See Appendix A, Project Procedures Manual)' SA. COST CATEGORY TOTAL EXPENDITURES GRANT PERIOD PRIOR YEARS PROJECT PERIOD (1) Personal Services --0-- 547,000.00 547,000.00 (2) Consultant Services --0-- --0-- --0-- (3) Commodities --0-- --0-- (4) Other Direct/Indirect Costs 522,000.00 $47,000.00 569,000.00 TO'T'AL ESTIMATED COSTS (Inc. Non-Fed. Share) 522,000.00 547,000.00 569,000.00 8B. SOURCE OF FUNDS 8C. SPECIFY HOW NON-FEDERAL SHARE (1) Federal(100%ofTOT.AL) 522,000.00 WILL BE PROVIDED (2) Applicant Agency ( 0% of TOTAL) --0-- 9. TIME AND COST (Schedule C) (See Appendix A, Project Procedures Manual)' 10. AGREEMENT OF UNDERSTANDING AND COMPLIANCE (See Schedule D, attached) 11. ACCEPTANCE OF CONDITIONS: It is understood and agreed by the undersigned that a reimbursement grant received as a result of this application is subject to Public Law S9-564 (Highway Safety Act o 1996) and all administrative regulations governing grants established by the U S. Department of Transportation and the State of Hawaii. It is expressly agreed that this project constitutes and an official part of the Hawaii Highway Safety Program and that said applicant agency will meet the requirements as set forth herein, including accompanying Schedules A, B, C, & D, which are incorporated herein and made a part of this application. Authorization to proceed with this Highway Safety Project is requested. Il:\. PR IIB. AUTHO ZING OFFICIAL GOVERNMENTAL UNIT ame 6prrEft, eputy Police Signamrc Acting FO -Tice Chief for: Signature Name W'AYNE G. CARVALHO Name AKAr7r Title POLICE CHIEF Title CTINGMAYOR, COUNTY OF HAWAII Date Q9-26-UO Date C/>-';ZG %"7 PART II (Motor Vehicle Safety Office to complete) Project Number 7?,P/-03 a/- 1. ADDENDUM (For MVSO Use Only) 2. AGREEMENT AND AUTHORIZATION TO PROCEED by State Official Responsible to Govemor for Administration of the State Highway Safety Program. A. Effective Date (O/ (/0-t B. Federal Funds Obligated/ 7J ZZ~ O-D-0 C. Approval Date //d 1~ D. Signature'*~] E. Name (C. K. vf~' n F. Title / /l~le SCHEDULE A HCPD DATA TRANSMISSION UPGRADE MISSION/GOAL: To provide data on a timely basis and increase the accuracy of motor vehicle crash reports. SOLUTION/IMPLEMENTATION: • Purchase one (1) computer. • Purchase three (3) lap top computers for field reporting. • Purchase 6 Laserjet printers. • Purchase one (1) FAX machine. • Purchase crime/traffic scene software. • Purchase CD Writer software and blank CD's EVALUATION: The project will be evaluated administratively. The Department of Transportation, Highway Division, Traffic Section who is the depository of all crash data will determine if the timeliness and accuracy of the data transmitted by the counties has improved. TASKS: • Purchase of one computer. • Purchase of three lap top computers. • Purchase of 6 Lasedet printers. • Purchase of one FAX machine. • Purchase of crime/traffic scene software. • Purchase of CD Writer software and blank CD's SCHEDULE B HCPD DATA TRANSMISSION UPGRADE r(2) Personal Services Consultant Services (3) Commodities __p__ (4) Other Direct/Indirect Cost $22,000.00 1. One computer with 21" monitor $3000.00 2. Three Lap Top computers $12,000.00 3. Six Laserjet printers $5000.00 4. One FAX machine $1000.00 5. Crime/Traffic scene software $500.00 6. CD Writer software and blank CD's $500.00 TOTAL DIRECT COST: $22,000.00 Federal (Share) Funds Requested* $22,000.00 Total Cost $22,000.00 SCHEDULE D Agreement of Understanding 3 Compliance Project Number: THIS AGREE:.MENT made and entered into by and between the STATE OF HAWAII by and through its Director of Transportation, hereinafter referred to as "State", and the Governmental Unit named in this application, hereinafter referred to as 'Applicant". WHEREAS, the National Highway Safety Act of 1966 (Public Law 89-564) provides Federal funds to the STATE for approved highway safety projects, and WHEREAS, STATE may make said funds available to various state, counry or municipal agencies or governments or political subdivisions upon application and approval by STATE and the UNITED STATES DEPARTMENT OF TRANSPORTATION, and WHEREAS, STATE is obligated to reimburse the UNITED STATES DEPARTMENT OF TRANSPORTATION out of its funds for any ineligible or unauthorized expenditures for which Federal funds have been claimed and payment received, and WHEREAS. the above name APPLICANT has submitted an application for Federal funds for highway safety projects. NOW, THEREFORE, IN CONSIDERATION OF MUTUAL PROMISES AND OTHER GOOD AND VALUABLE CONSIDERATION, THE PARTIES AGREE AS FOLLOWS: 1. Reimbursement of Eligible Expenditures A. It is mutually agreed and promised that upon written application by APPLICANT and approval by STATE and the UNITED STATES DEPARTMENT OF TRANSPORTATION, STATE shall obligate said Federal funds to APPLICANT'S account for reimbursement of eligible expenditures as set forth in the application. B. It is mutually agreed and promised that APPLICANT shall reimburse STATE for any ineligible or unauthorized expenditures for which Federal funds have been claimed and payment received as determined by a State or Federal audit. Costs are not allowable for construction, rehabilitation, remodcling, or for ofrce furnishings and fixtures - for State, local or private buildings or structures. The following arc examples of items considered as furnishings or fixtures, for which reimbursement is not eligible: Desks Credenzas Storage Cabinets Chairs Bookcases Portable Partitions Tables Filing Cabinets Pictures, Wall Clocks Shelving Floor Coverings Draperies Coat Racks Office Planers Fixed Lighting/1-amps C. It is furthcr agreed and promised that where reimbursement is made to APPLICANT in installments, STATE shall have the right to withhold any installments to make up reimbursement received for any ineligible or unauthorized expenditures until such time as the ineligible claim is made up or corrected by APPLICANT. 11. Property Agreement A. It is mutually agreed and promised that the APPLICANT shall immediately notify the STATE if any equipment purchased under this Project ceases to be used in the manner as set forth by the project - agreement. In such event, APPLICANT furiher agrees to either give credit to the project cost or to anoLSer active Hitthway Safety project for the residual value of such equipment in an amount to be determined by the STATE, or to transfer or othenvise dispose of such equipment as directed by STATE. B. It is mutually agreed and promised by the APPLICANT that no purchased equipment under this project will be conveyed, sold, salvaged, transferred, etc. without the express written approval of the STATE. C. It is mutually agreed and promised that the APPLICANT shall maintain or cause to be maintained for its useful lift, any equipment purchased under this project. M. Application of Hatch Act A. It is mutually agreed and promised that the APPLICANT shall notify all employees of the APPLICANT, whose principal employment is in connection with my Highway Safety project, financed in whole or in part by loans or grants under the Highway Safety Act of 1966, of Ste provisions of Section 12 (a) of the Hatch Act (5 U.S.C. 11SK (a)). IV. Equal Opportunity A. It is mutually agreed and promised that pursuant to the requirements of Section 22 (a) of the Federal- Aid Highway Act of 1968, Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), and the Age Discrimination Act of 1975, the APPLICANT, as a condition to receiving approval of this application submitted under the Highway Safety Act of 1966, hereby give its assurance that employment in connection with the subject Highway Safety Program project will be provided without regard to race, color, creed, sex, handicap, age, or national origin. The APPLICANT further agree that. as a condition to receiving approval of this application, it will be subject to, and will comply ,hh, Title VI of the Civil Rights Act of 1964, 73 StaL 252, 42 U.S.C. 2000d to 2000d-4 (hereinafter referred to as the .Act), and all applicable requirements pursuant to the Regulations of the Department of Commerce (Title l5, Code of Fcdcml Regulations, Part 3, which have been adopted by the Department of Tr..nsportation, and h=inartcr referred to m the Regulations), to the end that. in accordance with the Act and the Regulations, no person in the United States shall on the ground of race, color, creed, sex, handicap, age, or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under the subject Highway Safety Program or project. B. R is mutually agreed and promised that if the APPLICANT fails or refuses to comply with its undertaking as set forth in these provisions, the STATE of the UNITED STATES DEPARTMENT OF TRANSPORTATION may take any or all of these following actions. (I) Cancel, terminate, or suspend in whole or in part the agreement, contract, or other arrangement with respect to which the failure or refusal occurred; and (2) Refrain from extending any further Federal financial assistance to the applicant agency under the program with respect to which the failure or refusal occurred until satisfactory assurance of future compliance has been received from the applicant agency. 2 V. Non-duolication of Grant Fund Expenditures A. It is mutually agreed and promised that the APPLICANT has no oneoing or completed projects under agreement with any other Federal fund source which duplicate or overlap any work contemplated or described in this project. B. It is mutually agreed and promised that the APPLICANT will either revise this project or revise any pending or proposed request for other Federal grant funds which would duplicate or overlap work under this project to exclude any such duplication of grant fund expenditures. C. It is further mutually agreed and understood that the APPLICANT shall reimburse the STATE OF HAWAII for any such duplicate expenditures for which Federal grant funds have been claimed and payment received as determined by State or Federal audit. VI. Project Income and Applicable Credits A. It is mutually agreed and understood that the APPLICANT shall apply all proceeds or credits generated under the project, such as but not restricted to: The sale of real or personal property royalties received from copyrights and patents, sale of publications or from personal or incidental services, to the project in accordance with OMB Circular A-37 (RMC 73-7) or A-2I, as applicable and NHTSA/FH WA Order 460- 1I7510.1. VII. Copyrights and Patents. A. It is mutually agreed that any copyrightable materials produced in the course of a project may be the property of the State or applicant agency; however, provisions should be made to obtain for the United States Government, the State Governments and their political subdivisions a royalry-frec nonexclusive, and irrevocable license to use in any manner such copyrightable material. B. It is mutually agreed that the ownership of all rights accruing from any patentable discoveries or inventions resulting from a project should be covered in the agreement. An irrevocable, nonexclusive. nontransferable, and royalty-free license to practice each discovery or invention in the manufacture, use and disposition, according to law, of any article or material, and in the use of any method developed as part of the work under the agreement should be obtained for the United States Govcmrncnt, the State Governments and their political subdivisions. VIII. Certification Regarding Debarment and Suspension A. Instructions for Certification 1. By signing and submirting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tic. participant knowingly rendered an eroncous ccnitieation, in addition to other remedies available to the Federal government, the department or agency with which this transaction originated may pursue available r_mcdics, including suspension and/or debarment. 3. The prospective lower tier panicipant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospectivc lower tie. participant Teams that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 3 4. The terms covered transaction, *debarred," "suspended," "ineligible," "lower tier covered transaction." "participant." "person," "primary covered transaction: 'principal," "proposal,' and "voluntarily excluded," as used in this clause, have the meanings set out in the Definition and Coverage sections of 49 CFR Pan 29. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. i. The prospective lower tier participant agrees by submining this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 43 CFR Part9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. _ 6. The prospective lower tier participant further agrees by submitting this proposal that is it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. (See below) 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR Part 9, subpart 9.4, debarred, suspended, ineligiblc, or voluntarily excluded from the covered transaction, unless it knows that the certifcanion is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Yon-proeurrnent List 3. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph i of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 43 CFR Pan 9, subpart 9 .4, suspended, debarred, ineligible, or voluntarily excluded from participation in this trannction, in addition to other remedies available to the Federal government, the department or agency ,ith which this transaction originated may pursue available remedies, including suspension and/or debarment. IX. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lotxer Tier Covered Transactions 1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarmenL. declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participants shall anaeh an explanation to this proposal. X. Nlinority Business Enterprise Requircmenis It is the policy of the Department of Transportation that minority business enterprises, as defined in 49 CFR Part 23, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds under this agreement. Consequently, the NIBE requirements of 49 CFR Part 23 apply to this aercmcnt. The recipient or its contractor agrees to ensure that minority business enterprises as defmcd in 49 CFR Part 23 have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds provided under this agreement. In this regard, all recipients or contractors shall take all 4 necessa.-y and reasonable steps in accordance a'i.h 49 Cr % Part 23 to ensure that mi-.or ity business enterprises have the maxim,,.., ooporp city to compete for and perform contracts. Recipieau and their contractors shall not disc. iminate on the basis of race, color, national origin, or sex in the award and performance of DOT-assisted contracts. :Q. Requirements A. It is mutually agreed and promised that the applicant shall follow the State and Federal requirements and guidelines set forth is the State of Hawaii Project Procedures Manual as amended All project expenditure records are to be retained for at least three years after the date of the final expenditure report. XII. Authorization to Proceed A. It is mutually agreed between the STATE and the APPLICANT that this AGREFNIENT OF LNDERSTANDLNG AND CO\LPLIANCE shall become effeai.e upon the STATE'S agreement and authorization to proceed as set forth in PART 11(2) of this 20pli=i0a. S