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HomeMy WebLinkAboutCOM 0339.000 2002-2004 ~<v or ~ Harry Kim ~"'•'y:-~ ~~j~•'% William Takaba Mm~or Director Nancy E. Crawford Ueputy Uireemr oi~M~+ County of Hawaii Finance Department ~On rn 25 Aupuni Slrcet, Room 118 • Hilo, Hawaii 9G720 C ~ ~ (80R)9GI-8234 • Fax (8061961-8248 ZC '"r7 L ~ September 2, 2003 = Vim` Honorable James Arakaki, Chairperson and ° Members of the County Council = rN~-,-, Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 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 $15,000 Traffic Investigation Program Grant to the Hawaii County Police Department. The funds will be used to increase the quality of alcohol and speed related traffic fatality investigations by providing training and equipment to the officers. 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 $15,000 Traffic Investigation Program Grant. If thlIerrre)) are any questions, please do not hesitate to call the Police Department. UCl4~~ William Takaba Director of Finance AP ROVED: i ~ ~M.`, Harry Kim Mayor Comm. No. Enc. Ref. To- Rr:f. ;~,~ro SFP cc: Police 12e5. '03-03 li i~+~ 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 Traffic Investigation Program" for $15,000.00 the following object code 115. To enter into a contract with the State Department of Transportation Public Affairs-Safe Community Program under the HCPD Traffic Investigation Program Grant. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL HEET A NEED D~ The State Department of Transporation Public Affairs-Safe Community Program is providing a grant to increase the quality of alcohol and speed related traffic fatalities investigations by training officers in the traffic crash reconstruction course. SIGNED: - DATE: A~~ 2 6 203 ~ Depart ent ad GRANT SUMMARY (Supplement to B-52, Request for Council Action) r- Type ofGrant 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 attached? Has the original grant notification been transmitted to ~ ® Yes ~ No Council? ~ Yes ~ No Name of Grant Program: HCPD Traffic Investigation Program Grant 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: $15,000.00 Grant Period (Commencement & Completion): October 1, 2003 -September 30, 200 4 Purpose of Grant: To increase the quality of alcohol and speed related traffic fatality investigations by training officers in the traffic crash reconstruction course. County Match required?: Yes ®No If yes, Matching Amount? Budgeted in account# In-kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: Permanent: Temporary: Duration: Full-time: Part-time: Time Element: Qty: Contractual Explain: Explanation: Additional Comments about Grant: B-52 Grant Summary Form APPLICATION FOR HIGHVI'AY SAFETY PRO.IECT REIMBURSEMENT GRANT STATE OF HAWAII SAFE COMMUNITY PROGRAM -SAFETY OFFICE FOR SCP-SO USE ONLY PART I (Applicant to Complete) Project Number: 1. APPLICANT (Name and Addre:;s) 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 Kapiolani Street Federal Funds Obligated $ Hilo, Hawaii 96720 FY Funds Addendum YES NO 3. DURATION (Month, Day, Year) A. Grant Period P~. Project Period Benefit of STATE COUNTY From: 10-O1-03 Froni: 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. REIMBURSEMENT SCHEDULE DESIRED Monthly x Quarterly 6. PROJECT DESCRIPTION (Schedule A) 7. PROJECT OBJECTIVES AND TASKS SUMMARY FROM SCHEDULH A The project objective is to increase the quality of alcohol and speed related fatal crash investigations by providing training and equipment to officers. 8. BUDGET (Schedule B) SA. COST CATEGORY Total Expenditures Grant Period Prior Years Project Period (1) Personal Services $ls,ooo.oo $o $ls,ooo.oo (2) Consultant Services $o go (3) Commodities $o $0 $o (4) Other Direct/Indirect Costs $0 $0 $0 TOTAL ESTIMATED COSTS (Inc. Non-Fed. Share) $15,000.00 $0 $15,000.00 BB. SOIIRCE OF FUNDS C. SPECIFY HOW NON-FEDERAL (1) Federal (100 ~ of TOTAL) $15,000.00 SHARE WILL BE PROVIDED (2) Applicant Age 9. MILESTONES (Schedule C) 10. AGREEMENT OF UNDERSTANDING AND COMPLIANCE (See Schedule D, attached) 11. ACCEPTANC% OP 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 89-564 (Highway Safety Act of 1966) and all admi rti strative regulations: governing grants establ i_~.hed by the U. S. Department of Transportation and the State of Hawaii. It i; expressly agreed that this project constitutes an official part of the Hawaii Highway Safety Program and that sa iii applicant agency will meet the requirements as set forth herein, including accompanying schedules A, B,C & D, whrch are incorporated herein and made a part of this application. Authorization to prcceed with this Highway Safety Project is requested. 11A~. PROJE RE OR 11B. AUTHO ING OF ICIAL OF AGENCY UNIT Si nature Signature Name LAWRE S K. MAHUNA Narne HARRY KIM Title POLICE CHIEF Title MAYOR Date AUG 19 2003 Date To be prepared by applicant, use separate sheets as required. Form HS 3-71 Rev. 7/14/00 PART ZZ (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 TRAFFIC INVESTIGATION PROGRAM PT04-O1 (02-H-O1) MISSION/GOAL fhc goal of this program is to increase the quality of alcohol and speed related traffic fatality investigation by training off cers in the traffic crash reconstruction course and other related trainings and for equipment purchases approved by the Safe Community Office. STRATEGIF,S 1. Attendance of Traffic Enforcement Unit officers to the traffic crash reconstruction course offered on Oahu in 2004, as well as other related trainings during the fiscal year. 2. Purchase of equipment related to alcohol and speed related traffic investigation and enforcement as approved by the Safe Community Office. SOLUTION/IMPLEMENTATION Police personnel will attend traffic crash reconstruction training on Oahu in 2004 and identify and attend other traffic related training that would improve their traffic investigation skills. Equipment to improve traffic investigations will also be identified and purchased. EVALUATION The number of [raining attended and number of officers attending training will be tracked. An evaluation will be conducted to determine the effects of the training on the quality of alcohol and speed related traffic fatal investigations. Additionally, equipment to improve traffic investigations will be identified and purchased. EXHIBIT III SCHEDULE B SCHEDULE [3 HCPD TRAFFIC INVESTIGATION PROGRAM PT04-O1 (02-H-O1) (1) PERSONAL SERVICES Air and Surface Travel and Per lliem $9120.00* • Travel-Traffic Crash Reconstruction Course (Honolulu, Hawaii) Attendance of seven officers. o Airfare (7 officers x $180.00 x 2 round trips = $2520.00) o Per Diem (7 officers r $80.00 x 10 days = $5600.00) o Ground Transportation (2 vehicles @ $50.00 per day x 10 days = $1000.00) $5880.00* • Additional Traffic Crash Investigation training (to be determined and approved by Hawaii Department of Trans ortahon . ----per-- - - - (2) CONSULTANT SERVICES $0 (3) COMMODITIES _ (4) OTHER DIRECT/INDIRECT COSTS TOTAL PROJECT COST: $15,000.00* EXHIBIT IV SCHEDULE C SCHEDULE C HCPD TRAFFIC INVESTIGATION PROGRAM PT04-Ol (02-H-01) MILESTONES Month Activity February 2004 Traffic Crash Reconstruction Course. Other Traffic Crash Investigation training and equipment purchase to he coordinated, and upon approval from Hawaii Department of Transportation, scheduled or purchased during grant eriod. EXHIBIT V SCHEDULE D SCHEDL'I.P. D Agreement of Understanding & Compliance Project Number: PT04-O1 (02-EI-01) 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 R9S64) provides Federal funds to the STATE Cor approved highway safety projects, and WHEREAS, STATE may make said fiords available to various state, county or municipal agencies or govemnren[s or political subdivisions upon application and approval by STATE and the UNITED S"GATES DEPARTMENT OF "CRANSPORTATION, and WHEREAS, S'CATE is obligated to reimburse the UNITED STATES DEPARTMENT OP TRANSPORTATION out of its funds for any ineligible or unauthorized expenditures for which Federal fiords have been claimed and payment received, and W IIEREAS, the above name APPLIC.~NT 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: L Reimbursement of F,ligiblr. Expenditures A. It is mutually agreed and promised that upon written application by APPLICAN"f 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 [hat 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 OfSce 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 corrected by APPLICANT. II. 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 [he project agreement In such event, APPLICANT further agrees to either give credit to [he project cast or to 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 o[hernise dispose of such equipment as directed by STATE. B. [t is mutually agreed and promised by the APPLICANT [hat no purchased equipment under this project will be conveyed, sold, salvaged, transferred, etc. without the express written approval of the STATE. C. It is mutttally agreed and promised that the APPLICANT shall maintain or cause to be maintained for its useful life, any equipment purchased under this project. III. Application of Hatch Act A. It is mutually agreed and promised that the APPLICANT shall notify all employees of [he APPLICANT, whose principal employment is in connection with arty Highway Safety project, financed in whole or in part by loans or grants under the Highway Safety Act of 1966, of the provisions of Section 12 (a) of the Hatch Act [5 U.S.C. 1 I SK (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 Ac[ of 1966, hereby gives its assurance that employment in connection with the subject Highway Safety Program project will be provided without regard [o race, color, creed, sex, handicap, age, or national origin. 'Che APPLICANT further agrees that, as a condition [o receiving approval of this application, it will be subject to, and will comply with, Title V [ of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 20004 to 20004-4 (hereinafter referred to as the Act), and all applicable requirements pursuant to the Regulations of the Department of Commerce (Title 15, Code of Federal Kegulations, Part 8, which have been adopted by the Department of Transportation, and hereinafter referred to as the Regulations), to the end [hat, in accordance with the Act and the Regulations, no person in the United Stales shall on the ground of race, color, creed, sex, handicap, age, or national origin be excluded from partcipation in, be denied 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 [he 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 faihae or refusal occurred; and (2) Refrain from extending any further Federal financial assistance to the applicant agency under the program with respect [o which the failure or refusal oceurzed until satisfactory assurance of future compliance has been received from the applicant agency. V. Non-duplication of Grant Fwxl Expenditures A [t 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 [his pmjec[. 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 tiom 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 NHTSA/FH W A Order 460-4/7510.1. VIL Copyrights and Patents A. It is mutually agreed that any copyrightable materials produced in Ure course of a project maybe the property of the Slate or applicant agency; however, provisions should be made to obtain for the United States Government, the State Governments and [heir 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 Govemments and their political subdivisions. VIII. Certification Regarding Debarment and Suspension A. Instmctions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification sel 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 [o other remedies available to the Federal government, [he department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower ties 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. 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 Part 29. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting 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 48 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 onginated. 6. The prospective lower tier participant further agrees by submitting this proposal that is it will include [his clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -Lower Tier Covered Transaction," without modification, in all Lower tier covered h.msactions end 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, 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. F_ach 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 construed to require establishment of a system oC 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 pmdent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instmc[ions, 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 [his transaction, in addition to other remedies available to [he Federal government, the department or agency with which this h~ansaction originated may pursue available remedies, including suspension antUor debarment. IX. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower 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 debarment, declared ineligible, or voluntarily excluded from participation in [his transaction by any Federal department or agency. 2. Where [he 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 the Deportment of Transportation that minority business enterprises, as defined in 49 CiR Part 23, shall have the maximum opporhmity to participate in the performance of contracts financed in whole or in part with Federal funds under this agreement. Conseyucntly, the MBE requirements of 49 CFR Part 23 apply to 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 tinder this agreement. In this regard, all recipients or contractors shall take al] 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 ofrace, 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 se[ 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. XIL 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 [o proceed as set forth in PART II (2) of this application.