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HomeMy WebLinkAboutCOM 0051.000 2002-2004Harry Kim Mayor December 10, 2002 County of Hawaii Finance Department 25Aupuni Sliect, Room 118 • Ifilo, Ilawaii 96720 (808) 961-8234 • Fax(808)961-8248 Honorable James Arakaki, Chairperson and Members of the County Council Hawai'i County Council 25 Aupuni Street Hilo, Hawai'i 96720 Re: Operating Budget William Takaba Director Nancy E. Crawford Deput} Director The U.S. Department of Transportation, through the State of Hawai'i Department of Transportation, Public Affairs Office - Safe Community Program, has authorized a $24,000 Alcohol Reconstruction ist Grant to the Hawai'i County Police Department. The funds will be used to hire a traffic crash reconstruction expert who will assist in at least twelve fatal collision investigations. This will improve the required information submitted to the Department of Transportation's Fatal Analysis Reporting System. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawaii Department of Transportation, Public Affairs Office. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $24,000 Alcohol Reconstructionist Grant. If there are any questions, please do not hesitate to call the Police Department. William Takaba Director of Finance PROVED: Harry Kim Mayor Com] Enc. Iles- 2 / - D File 8,1/ aO cc: Police Ref• Ref. Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 12/6/02 STAFF CONTACT: Nori Ishii A. REQUEST• PHONE: 961-2273 To appropriate funds under the "Alcohol Reconstructionist Grant' account number 010-201-5219.96-115, revenue number 3302.93. To enter into a contract with the State Department of Transportation Public Affair -Safe Community Program to provide funding under the Alcohol Reconstruction ist Grant. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS A NEEDED) - The State Department of Transportation Public Affairs Office -Safe Community Program is providing funds to hire a traffic crash reconstruction expert in at least 12 fatal collisions to assist with these investigations. This will improve the information submitted to the State Department of Transportation Fatal Analysis Reporting System. SIGNED: DATE: Department Head GRANT SUMMARY (Supplement to B-52, Request for Council Action) Type of Grant Appropriation being requested: (New or an additional appropriation) ©� New (for this fiscal year period). OR i Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to Q Yes 0 No Council? []Yes [ No IF* Name of Grant Program: Alcohol Reconstructionist Grantor: State Department of Transportation Public Affairs Office -Safe Community Program County Grantee Department or Agency: Police Department County Grantee Contact Person: Sergeant Randy Apele Phone Number: 961-2305 Amount of Grant: $24,000.00 Grant Period (Commencement & Completion): October 1, 2002 - September 30, 2003 Purpose of Grant: To hire a traffic crash reconstruction expert in at least 12 fatal collisions to assist with these investigations. County Match required?: F� Yes ® No If yes, Matching Amount? In-kind? Explain: Explanation: Budgeted in account# : County's personnel requirements: Amount of new position(s)? Qty: Permanent: Temporary: Duration: Full-time: Part-time: Time Element: Qty: Contractual: E] Explain: Explanation: Additional Comments about Grant: 9-52 Grant Summary Form APP! ATION FOR HIGHWAY `' :ETY PROJECT REIMBURSEMENT 6, SANT STATE OF HAWAII MOTOR VEHICLE SAFETY OFFICE FOR SCP -SCO USE ONLY PART I A licant A encu to Com lete 1. APPLICANT AGENCY (Name and Address) Hawaii County Police Department Project Number PT03-01 (U2—A-01 349 Kapiolani Street Hilo, Hawaii 96720-3998 Title HCPD ALCOHOL RECO TRIItyTIQ IST 2. GOVERNMENTAL UNIT (Name and Address) PROGRAM County of Hawaii 25 Aupuni Street Standard Area PT Effective Date 10/ 1/02 Hilo, Hawaii 96720-3998 3. DURATION (Month, Day, Year -See Schedule C): Federal Funds Obligated $12,000.00 A. Grant Period B. Project Period From: 10/01/02 From: 10/01/02 FY Funds 2003 Addendum: Yes X To: 09/303/03 To: 09/30/03 Benefit of County 4. LOCATION OF PROJECT 5A. TYPE OF APPLICATION CONTINUATION Hawaii County Police Department Initial Revision 349 Kapiolani Street Hilo, Hawaii 96720-3908 SB. 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 Improve fatal investigations and information provided to State Department of Transportation Fatal Analysis Reporting System (FARS). 8. BUDGET (Schedule B) (See Appendix A, Project Procedures Manual)* TOTAL EXPENDITURES 8A. COST CATEGORY GRANT PERIOD PRIOR YEARS PROJECT PERIOD (1) Personnel Services $24,000.00 $24,000.00 $48,000.00 (2) Consultant Services --0-- --0-- --0-- I 3 Commodities __0__ --0-- 0 4 Other Direct/indirect Costs $2 4,000.00 $24,000.00 $48,000.00 TOTAL ESTIMATED COSTS (Inc. Non -Fed. Share) 8C, SPECIFY HOW NON-FEDERAL SHARE 8B. SOURCE OF FUNDS $24,000.00 WILL BE PROVIDED (1) Federal (100% of TOTAL) 0-- (2) Applicant A enc ( 0% of TOTAL)- 9. TIME AND COST (Schedule C) (See Appendix A, Project Procedures Manual AGREEMENT OF UNDERSTANDING AND COMPLIANCE (See Schedule D, attached) 10. 11. ACCEPTANCE OF CONDITIONS: It is understood and agreed by the undersigned that a reimbursement grant received as a result of this regulations governing grants established by the U.S. application is subject to Public Law 89-564 (Highway Safety Act o 1996) and all administrative It is expressly agreed that this project constitutes and an official part of the Hawaii Highway Safety Department of Transportation and the State of Hawaii. that said applicant agency will meet the requirements as set forth herein, including accompanying Schedules A, B, C, & D, which are Program and incorporated herein and made apart of this application. Authorization to proceed with this Highway Safety Project is requested. 11B. AUTH IZING OFFICIAL GOVERNMENTAL UNIT 11A. PROJECT DIREC Signature 9YKIM Signature Name LAWRENCE K. MAHUNA Name Title MAYOR, COUNTY OF HAWAII Title ACTING POLICE CHIEF SEP 3 2002 Date Date SCHEDULE A HCPD ALCOHOL RECONSTRUCTIONIST MISSION/GOAL: Improve fatal investigations and information provided to the State Department of Transportation Fatal Analysis Reporting System (FARS). STRATEGIES: • Use federal grant to fund a traffic crash reconstruction expert. • Use traffic crash reconstruction expert in at least twelve fatal collision investigations. • Use of traffic crash reconstruction expert will assist with the problem of personnel rotation caused by retirements, transfers and promotions. • Use information provided by traffic crash reconstruction expert to improve the required information provided to FARS. SOLUTION/IMPLEMENTATION: • Use federal grant to fund a traffic crash reconstruction expert who will assist in the investigation of at least twelve fatal collision investigations. • Improve required information provided to FARS. EVALUATION: Use of traffic crash reconstruction expert in at least twelve fatal collision investigations. • Improvement of required information provided to FARS. TASKS: • Hire a traffic crash reconstruction expert. • Use traffic crash reconstruction expert in at least twelve fatal collision investigations. 0 Provide required information to FARS. SCHEDULE B HCPD ALCOHOL RECONSTRUCTIONIST 1 Personal Services (2) Consultant Services ($2000.00 per investigation) x (12 investigations) $24,000.00 $24,000.00 (3) Commodities -0 ' (4) Other Direct/Indirect Cost Federal(Share)(Share) Funds Requested* $24,000.00 Total Cost $24,000.00 SCHEDULE C HCPD ALCOHOL RECONSTRUCTIONIST MILESTONES MONTH ACTIVITY October -December 2002 (I51 Quarter Use traffic crash reconstruction expert in fatal collision investi ations. January -March 2003 ndd Quarter (2 Use traffic crash reconstruction expert in fatal collision investigations. April -June 2003 3`d Quarter) Use traffic crash reconstruction expert in fatal collision investigations, July -September 2003 (4`h Quarter) Use traffic crash reconstruction expert in fatal collision investigations. SCHEDULE D Agreement of Understanding & Compliance Project Number: THIS AGREEMENT 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, county 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: I. 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, remodeling, or for office furnishings and fixtures - for State, local or private buildings or structures. The following are 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 Planters Fixed Lighting/Lamps C. It is further 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 correct by APPLICANT. V. Non -duplication of Grant Fund Expenditures A. It is mutually agreed and promised that the APPLICANT has no ongoing 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 feuds 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-87 (FMC 74-7) and NHTSA/FHWA Order 460-4/7510.1. 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 royalty -free 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 Government, the State Governments and their political subdivisions. VIII. Certification Regarding Debarment and Suspension A. Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. minority business enterprises have the maximum opportunity to compete for and perform contracts. Recipients and their contractors shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of DOT -assisted contracts. XI. Requirements A. It is mutually agreed and promised that the applicant shall follow the State and Federal requirements and guidelines set forth in 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 AGREEMENT OF UNDERSTANDING AND COMPLIANCE shall become effective upon the STATE'S agreement and authorization to proceed as set forth in PART 11(2) of this application. i PART II (Safe Community Program - Safety Office to complete) Project Number: PT03-01 (02-H-01) 1. ADDENDUM (For MVSO Use Only) The funds for federal fiscal year 2003 have yet to be appropriated by Congress. Until we receive FFY 2003 funds, we will only be able to fund approximately SOW of this project, we will be able to fund the remaining balance as soon as Congress appropriates the funds - 2 . unds. 2. AGREEMENT AND AUTHORIZATION TO PROCEED by State official Responsible to Governor for Administration of the State Highway Safety Program. A. Effective Date October 1, 2002 E. Federal Funds^Obligated $12,000.00 C. Approval Dat 11/ B/ D. Signature E. Name Gordo .K. Ho F. Title Hiqhway Safety