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HomeMy WebLinkAboutCOM 0335.000 2002-2004 MtY Oe Harry Kim ~,c~ ~ William Takaba b>aror Dir eclnr Nancy E. Crawford b~~ o}~~~~~ Deputy Direc(or County of Hawaii Finance Department 25 Aupuni Stree[, Room 118 • Hflq Hawaii 96720 ~RUB)961-8234 • Fax (8081961-824ft C°..) n September 2, 2003 C~ ~ Z ~ -n ~1 1 . Honorable James Arakaki, Chairperson and = ° _ Members of the County Council ~ Hawaii County Council r--• 25 Aupuni Street ° Hilo, Hawaii 96720 - N Re: Operating Budget The U.S. Department of Transportation, through the State of Hawaii Department of Transportation, Public Affairs Office -Safe Community Program, has authorized a $900 Community Policing Grant to the Hawaii County Police Department. The funds will be used to purchase three (3) digital cameras to increase the effectiveness and professionalism of the Community Policing Officers in Kona. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawaii Department of Transportation, Public Affairs Office for this grant. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $900 Community Policing Grant. If there are any questions, please do not hesitate to call the Police Department. William Tak ba Director of Finance APP VED: Harry K Mayor ~j C Comm. No. f~ J Enc. Ref. To: Ref. iJate cc: Police ReS. J`7-C~3 Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 8/25/03 STAFF CONTACT: Nori Ishii PHONE: 961-2273 A. REQUEST: To create an account entitled "HCPD Community Policing" for $900.00 the following object code 480. To enter into a contract with the State Department of Transportation Public Affairs-Safe Community Program under the HCPD Community Policing Grant. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED The State Department of Transporation Public Affairs-Safe Community Program is providing a grant to purchase (3) digital camera increase the effectiveness and professionalism of the Community Policing Officers in Kona. SIGNED: ~ DATE: AUG Q 6 ZOOS Depa en d-- 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 ~ Additional appropriation (to an existing grant); is a draft agreement attuched? Has the original grant notification been transmitted to ®Yes ~ No Council? ~ Yes ~ No Name of Grant Program: HCPD Community Policing Grant Grantor: State Department of Transportation Public Affairs OfTice-Safe Community Program County Grantee Department or Agency: Police Department County Grantee Contact Person: Sergeant Randy Apele Phone Number: 961-2305 Amount of Grant: $900.00 Grant Period (Commencement & Completion): October 1, 2003 -September 30, 200 4 Purpose of Grant: To purchase (3) digital cameras to increase the effectiveness and professionalism of the Community Policing Officers in Kona. County Match required?: Yes ®No If yes, Matching Amount? Budgeted in account# In-kind? Explain: Explanation: County's persomtel requirements: Amount of new position(s)? Qty: Permanent: Temporary: Duration: Full-time: Part-time: Time Element: Qty: Contractual Explain: Explanation: Additional Comments about Grant: 13-SZ Grant Summary Form APPLICATION FOR HIGHWAY SAFETY PRO.JEC'F REIMI3URSF,MEN'C GRAN'P STATE OF HAWAII SAFE COMMUNITY PROGRAM -SAFETY OFFICE FOR SCP-SO USE ONLY PART I (Applicant to Complete) Project Number: 1. APPLICANT (Name and Address) Title: Hawaii County Police Department 349 Kapiolani Street Standard Area Hilo, Hawaii 96720 2. AGENCY UNIT (Name and Address) Effective Date: Hawaii County Police Department 349 Kap j.o lani Street Federal Funds Obligated $ Hilo, Hawaii 96720 FY Funds Addendum YES NO 3. DIIRATZON (Month, Day, Yeal) - - A. Grant Period B. Project Period Benefit of STATE COUNTY From: 10-01-03 From: 10-01-03 - - To: 09-30-04 To: 09-30-04 4. LOCATION OF PROJECT Sa. Type of Application (Check Appropriate Item(s) Hawaii County Police Department x Initial Revision Continuation 349 Kapiolani Street ~ Hilo, Hawaii 96720 Sb. REZMBIIRSEMENT SCHEDULE DESIRED Monthly _x -Quarterly 6. PROJECT DESCRIPTION (Schedule A) 7. PROJECT OBJECTIVES AND TASKS SSTDIIdARY FROM SCHE:DIILE A The project objectives are to increase the effectiveness and professionalism of the Community Policing Officers by purchasing equipment to assist in documentation for crime prevention presentations. 8. BUDGET (Schedule B) 8A. COST CATEGORY Total Expenditures Grant Period Prior Years Project Period Personal Services $p Sp $o (2) Consultant Service:; $0 50 $0 (3) Commodities $900.00 $0 $900.00 (9) Other Direct/Indirect Costs $0 $p $0 TOTAL ESTIMATED COSTS (Inc. Non-Fed. Share) $900.00 $0 $900.00 BB. SOIIRCE OF FUNDS C. SPECIFY HOW NON-FEDERAL (1) Federal (100 ~ of TOTAL) $900.00 SHARE WILL BE PROVIDED (2) Applicant Age 9. MILESTONES (Schedule C) 10. AGREEMENT OF UNDERSTANDING AND COMPLIANCE (See Schedule D, attached) 11. ACCHPTANCH OP CONDITIONS. It is understood and agreed by the undersigned that a reimbursement granC received as a result of this application is subjec' to Public Law 89-564 (Highway Safety Act of 1966) 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 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. 11A. PROJ D OR 11B. AUTHO IZ NG O FILIAL OF AGENCY UNIT Signature Signature Name LAWRENCE K. MAHUNA Name HARRY KIM Title POLICE CHIEF Title MAYOR Date AUG 19 2003 Date, ZA03 To be prepared by applicant, use separate sheets as required. Fo rm HS 3-71 Rev. 7/14/00 PART II (Safe Community Program - Safety Office to complete) Project Number: 1. ADDENDUM (For MVSO Use Only) 2. AGREEMENT AND AUTHORIZATION TO PROCEED by State Official Responsible to Governor for Administration of the State Highway Safety Program. A. Effective Date B. Federal Funds Obligated C. Approval. Date D. Signature E. Name Gordon K.K. Hong F. Title Highway Safety Manager EXHIBIT II SCHEDULE A SCHEDULE A HCPD COMMUNITY POLICING SA04-07 (06-H-01) MISSION/GOAL To increase the effectiveness and professionalism of the Community Policing Officers in Kona by purchasing equipment to assist in documenting conditions seen in the community to be used in proactive crime prevention presentations. STRATEGIES I. Purchase digital cameras for use in community presentations. 2. Coordinate and implement at least ten community presentations on traffic safety and crime prevention. SOLUTION/IMPL EMENTATI ON Cameras will be purchased for use by the Community Policing Officers and used to document conditions and events for use in community presentations. EVALUATION The number of digital cameras purchased and number of community presentations implemented will be tracked to determine the effectiveness of the program. EXHIBIT III SCHEDULE B SCHEDULE B HCPD COMMUNITY POLICING SA04-07 (06-H-01) (1) PERSONAL SERVICES _ _ _ $p (2) CONSULTANT SERVICES _ _ $p (3) COMMODITIES _ _ _ _ $0 • Three digital cameras ~a $300.00 each. _ ~ $900.00* (4) OTHER DIRECT COSTS _ - $0 _ TOTAL PROJECT COST: $900.00* EXHIBIT IV SCHEDULE C SCHEDULE C HCPD COMMUNITY POLICING -I-tE-P{j~r}(~]{-I-'pfjR=p~~{~j~' PROGRAM ~~e~~ fer=~t=e~~ SA04-07 (06-H-Ol) MILESTONES Month Activity October-December 200 i Purchase of three digital cameras. January-September 2004 Development and presentation of at least ten community presentations. EXHIBIT V SCHEDULE D SC}IEDULE D Agreement of Understanding & Compliance Project Number. SA04-07 (06-H-Ol) THIS AGREEMENT made and entered into by and between the STATE OF HAW All by and through its Director of Transportation, hereinafter referred [o as "State," and the Governmental Uni[ 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 higher ay safety projects, and WHEREAS, STATE may make said (ands available to various state, county or municipal agencies or governments or political subdivisions upon application and approval by STA"FE and the UNITED STATES DEPARTMENT OF TRANSPORTA"LION, 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, INCONSIDERATION OF MUTUAL PROMISES AND OTHER GOOD AND VALUABLE CONSIDERATION, THF, PARTIES AGREE AS FOLLOWS: L Reimbursement of Eligible Expenditures A. It is mutually a~~eed 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 prondsed 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 oc 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 Fixerd 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 corrected by APPLICANT. IL Property Agreement A. It is mutually agreed and promised [hat the APPL[CAN'f shall immediately notify the STATE if any equipment purchased under this project ceases to be used in [he manner as set forth by the project agreement. In such event, APPLICANT further agrees [o either give credit to the project cost or [o another active Highway Safety project for the residual value of such equipment in an amount to be determined by the STATE, or to transfer or otherwise dispose of such equipment as directed by STATIi. B. [t is mutually agree~.i and pronused 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. [t is mutually agreed and prouused that the APPLICANT shall maintain or cause to be maintained for its useful life, any equipment purchased under this project. Ili. Application of Hatch Act A [t is mutually agreed and promised that the APPLICANT shall notify all employees of the APPLICANT, whose principal employment is in connection with any Highway Safety project, financed in whole ur in part by loans or grants under the Highway Safety Act of 1966, of the provisions of Section 12 (a) of the Hatch Ac[ [5 U.S.C. 118K (a)J. IV. Equal Opportunity A. His 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 Diserirnination Act of 1975, the APPLICANT, as a condition to receiving approval of this application submitted under the Highway Safety Act of 1966, hereby gives 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 agrees that, as a condition to receiving approval of this application, it will be subject to, and will comply with, Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 (hereinafter referred to as the Act), and all applicable requirements pursuant hi the Regulations of the lleparhnen[ of Commerce (Title 15, Code of Federal Regulations, Part 8, which have been adopted by the Department of Transportation, and hereinafter referred to as the Regulations), to the end that, m 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 tienied the benefits of, or be otherwise subjected to discrimination under the subject Highway Safety Program or project. B. It is mutually agreed and promised that if the APPLICANT fails or refuses to comply with its undertaking as set forth in these provisions, [he STATE of the UNITED STATES DEPARTMENT OF TRANSPORTATION may take any or all of these following actions. (1) 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. V. Non-duplication of Grant Fund Expenditures A. is mutually agreed and promised that [he APPLICANT has no ongoing or completed projects under agreement with any other Federal fund source which duplicate or overlap any work contemplated or de:;cribed in this project. B. It is mutually agreed and promised that the APPL[CAN'1' 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 [o: 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) or A-21, as applicable and NI{TSA/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 [he property of the State or applicant agency; however, provisions should be made to obtain for the United States Government, the Slate Governments and their political subdivisions aroyalty-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. [nstmctions for Ceriiftcation 1. By signing and submitting this proposal, the prospective lower tier panicipant is providing the certification set out below. 2. The certification in this clause is a raterial representation of fact upon which reliance was placed when this transaction was entered into. If it is later detertttined that the prospective lower tier participant knowingly rendered an erzoneous 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 submined if a[ any time the prospective lower tier participant learns [hat its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms covered transacting "debarred," "suspended," "incligihle," "lower uer 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 PaR 29. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. 5. "fhe prospective lower tier participant agrees by submitting this proposal that, should the proposed covered [ransacuon be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR Part9, subpart 9.4, debared, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which [his transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that is i[ will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion --Lower "Pier Covered 'Cransactiog" 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, debaned, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Bach participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Non-procurement List. 8. Nothing contained in the foregoing shall be constmed to require establishment of a system of records in order to render in good faith the certification required by this clause. "fhe 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 5 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 48 CFR Part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, 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. IX. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Tnmsac[ions I. The prospective lower tier participant certifies, by submission of this proposal, [hat neither i[ nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. L Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participants shall attach an explanation to this proposal. X. Minority Business Enterprise Requirements It is the policy of [he Department of Transportation that minority business enterprises, as defined in 49 CFR Part 23, shall have [he maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds under this agreement Consequently, the MBE requirements of 49 CFR Part 23 apply [o this agreement. The recipient or its contractor agrees to ensure that minority business enterprises as defined 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 necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that 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 ofDOT-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 leas[ 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 SPATE'S agreement and authorization to proceed as se[ forth in PART II (2) of this application.