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Home My WebLink AboutCOM 0962.000 1998-2000 ~tV Of y~•;`y 4.0`'1' . •'4 Stephen K. Yamashiro Dixie Kaelsu Mayor Director Frank Manalili '+~If 0 Deputy o Couutp of 31)aWa t DEPARTMENT OF FINANCE 25 Aupuni Street,Room 118 • Hilo, Hawaii 96720-4252 (808) 961-8234 • Fax(808)%1-8248 October 17, 2000 Honorable James Arakaki, Chairperson and Members of the County Council Hawai'i County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget Enclosed is a bill for an ordinance appropriating $47,000 for the Data Records Project grant. The State Department of Transportation Public Affairs Office - Safe Community Program is providing a grant to provide equipment necessary to transfer reports on motor vehicle accidents on a timely basis to the Department of Transportation. This grant will be used to purchase computers, scanners, imaging software, and alcohol sensor screeners. 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: S hen K. Yara hiro Mayor Enc. Cc: Police Department ,Bi// JV0 Res . 3~a o0 9lo.Z Comm. NoC File No. r-t, Ref. To:FC Ref. Date OU 22 0 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• f, To create an account entitled "Datb, Records Project" for $47,000.00 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 Records Project 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 provide equipment necessary to transfer reports on motor vehicle accidents on a timely basis to Department of Transportation. SIGNED: GC~rGy~ DATE: W E G. CARVALHO POLICE CHIEF Oct-04-2000 03:42pm From-SAFE COMMUNITY OFFICE +5876303 T-012 P.002/010 F-018 Flt 7' Le V/^7 7 1 OI Y f \Jf"\ 1 #1 %.71 f MPPI 7 I 7:L 7 f F r N %.AJL_'V I REIMBURSEMENT GRANT STATE OF HAWAII MOTOR VEHICLE SAFETY OFFICE PART I A 6cant an to Cam icte 1. APPLICANT AGENCY (Name and Address) [n~.k [ a . tv.' +^C7 p , r: Hawaii County Police Department t a1i N µt ' ! '!wx' ALh""~ " 349 Kapiolani Street 1 ! t Hilo, Hawaii 96720-3998 p S P( ' s ~?rl'' ~t1!5~ix. !a ~IL b I. i! , 2. GOVERNMENTAL UNIT (Name and Address) Coup of Hawaii ? ,t , , • t a 4 i 25 Aupind Street Hi Hilo, , Hawaii 96720-3998 w.. yl'A ~ c 3, DURATION (Month, Day, Year-See Schedule C): a 7 tn, , , r, A. Grant Period B. Project Period From: 30-01-99 From, 10-01-99 To: 09-30-00 To: 09-30-00 P>4 a dddSnHriurO cr S 4. LOCATION OF PROJECT SA. TYPE OF APPLICATION Hawaii County Police Department Initial Revision INITIAL 349 Kapiolani Street Hilo, Hawaii 96720-3908 5B. REIMBURSEMENT SCHEDULE 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 provide data on a timely basis and increase the accuracy of motor vehicle crash reports. 8. BUDGET (Schedule B (See A dix A. Project Procedures Manual ' 8A. COST CATEGORY I TOTAL EXPENDITURES GRANT PERIOD PRIOR YEARS PROJECT PERIOD (1) Personal Services _ S5,000.00 -4-- 55,000.00 2 Consultant Services -0- --0-- --0-- 3 Commodities -0- --0-- -0-• 4 Other Direct/Indirect Costs 542,000.00 --0-- 542,000.00 TOTAL EST4~lATF.D COSTS (Inc. Non-Fed. Share) $47,000.00 --0-- $47,000.00 8B. SOURCE OF FUNDS 8C. SPECIFY HOW NON-FEDERAL SHARE Federal (100% of TOTAL $47,000.00 WILL BE PROVIDED (2 A Agency 0%ofTOTAL- -0- 9. TIME AND COST Sclicdule C) See A cndix A PTbjed-Proccdures Manual) - ' 10, AGREENIENT 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 89-564 (Highway Safety Act of 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 Safcry Program and that said applicant agency will meet the rcquiremcnts as set forth herein, including accompanying Schedules A, B, C, & D, which are incorporarcd herein and made a pan of this application. Authorization to proceed with this Highway Safety Project is requested. 11A. PROJECT DIRECTOR 11B. AUTHORIZING OFFICIAL GOVE"NSENTALUMf Signature tA, ~ Signature r.L- Name WA G.CARV.ALHO Name STEPHENYAMASHIRO Title POLICE CHIEF Title /MAYOR, COUNTY OF HAWAII Date S.~ = 7.000 Date '4 S ..1 Oct-04-2000 03:42aa From-SAFE COWUNITY OFFICE +5876303 T-012 P.003/010 F-016 StBDULE A 7WK-W141-02) HCPD DATA RECORDS PROJECT n,~sslox: To provide data or a timely basis and increase the accuracy of motor vehicle Gash rcpon& SOLUTION: ¦ Prrchae two (2) COMPACM ¦ Purchase two (2) scanners. • Purchase two (2) imaging so8wares. • ]'ttrebm two (2) lap top oomputm for field reporting ¦ Purchase thirty (30) alcohol sensor scrosaers. ¦ Attend annual data, eonference. ¦ Attend quarterly data rmvrds meetiap. EVALUATION: The pmjoot will be evaluated adwiv a vcly. Thu Dopartmart of7bMTMU60n, Highway Division, Traffic Section who is the depository of all crash data will detamiue if the timelium and accuracy of the data transmitted by the counties has improved. The following tasks will also be tracked as to what was complcud during the great year. ¦ Purchase of two computers ¦ Purchase of two scafiners • pMvbAae of two imaging so$wares ¦ Purchase of two lap top oomputas • Purchase of 30 alcohol sensor screeners • Annual data conference ¦ Aaendaoce at quarterly da wwords meet uVL Oct-04-2000 03:43pm From-SAFE COIANNITY OFFICE +5876303 T-012 P.004/010 F-016 SCMDULE B T=-"MI-B-02) HCPD DATA RECORDS PROJECT Pawsuch 1. QuartclY meeting is Hwolulu $2,000 Z Annual Data Confarartca $3,000 Total Pcsnmtel cost $5,000 TG lndhvct/Dhvd Cost; 1. Two CompwM $ 61000 2. Two scan= $ 2,000 3. T" imams SoRwam 4- Thirty Alcohol Sam= S 2,000 5. Ttvo Iap Tap Cosaputeis $24,000 Total Direct Cost: a 81000 $42,000 GRAND TOTAL $47,000 TDTgL P.03 Oct-04-2000 03:43pm Froo-SAFE COWUNITY OFFICE +5876303 T-012 P.005/010 F-016 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 89.364) 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 INTTED STATES DEPARTMENT OF TRANSPORTATION out of its funds for any ineligiblc 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 wrincn application by APPLICANT and approval by STATE and the UNITED STATES DEPARTMENT OF TRANSPORTATION, STATE shall obligate said Federal funds to APPLICANTS 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 metived as determined by a State or federal audit. Costs arc 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: Dcs", Credenzas Storage Cabincrs Chairs Bookcases Portable Partitions Tables Filing Cabinets Pictures, Wail 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 ineligiblc claim is made up or corrected by APPLICANT. Oct-04-2000 03:43pm Froa-SAFE COMNITY OFFICE +5076303 T-012 P.006/010 F-016 11. Property Agreement A- It is mutually agreed and promised that the APPLICt4NT 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 further agrees to either give credit to the project cost 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 otherwise 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, em. 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 life, any equipment purchased under this project. 111. 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 any 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. i 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 304 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 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 Vt of the Civil Rights Act of 1964, 78 Stat. 252,42 U.S.C. 20004 to 2000d-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 Regulations, Part 9, which have been adopted by the Department of Transportation, and hereinafter referred to as the Regulations), to the end that, in accordance with the Act and the Regulations, no person in the United States shall an the ground of rue, color, creed, sat, handicap, age, or notional origin be excluded from participation in, be denied the benefits oC or be otherwise subjected to discrimination under the subject Highway Safety program or project 8. it 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 ) Canccl, terminate, or suspend in whole or in part the agrccmem, 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 Oct-04-2000 03:43pm From-SAFE COIAIUMITY OFFICE +5876303 T-012 P.007/010 F-016 V. Non-duplication of Grant Fund Expenditure 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 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-87 (FMC 74-7) or A-21, as applicable and NHTSA/FHWA Order 460- 4n5IO.l. 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 orapplicant agency; however, provisions should be made to obtain for the United States Government, the State Governments and their political subdivisions a royalty-tree nonexclusive, and irrevocable license to use in any manner such copyrightabic material. S. It is mutually agreed that the ownership of all rights acciving 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 pan of the work under the agreement should be obtained for the United States Government, the State Governments and their political subdivisions. Vlll. Certification Regarding Debarment and Suspension A. instructions for Certificarinn 1. By signing and submirde g 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 Teams that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 3 Oct-04-2000 03:44pm From-SAFE COMMUNITY OFFICE +5876303 T-012 P.008/010 F-016 1 4. The terms covered transaction, "debarred," "suspended," "ineligible," "Iowa 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. S. 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 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, 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. Each 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 it 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 5 of these insuuetions, if a participant in a coveted transaction knowingly entcro 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. DC. 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 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 atach an explanation to this proposal. X. Minority Business Enterprise Requirements It is [he policy of the Department of Transportation that minority business enterprises, as defined in 49 CFR Pon 23, shall have the maximum opportunity to participate in the pafermancc of contracts financed in whole or in pan with Federal funds under this agreement. Consequently, the MBE requirements of 49 CFR Par 23 apply to this agreement. The recipient or its contractor agrees to ensure that minority business enterprises as dellned in 49 CFR Pan 23 have the maximum opportunity to participate In the performance of contacts 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 Oct-04-2000 03:44pm From-SAFE CONUNITY OFFICE +5676303 T-012 P.006/010 F-016 necessary and reasonable steps in accordance with 49 CFR Pare 23 to ensure that minority business enterprise have the maximum opportunity to compete for and perform cottracts. Recipients and their contractors shall not discriminate on the basis of nee, color, national origin, or mac in the award and performance of DOT-assisted contracts. XI- Requirements A. Is is mutually agreed and promitcd that the applicant shall follow the State and Federal requirements and guidelines set forth in the Sate of Hawaii Project Procedures Manual u amended. All project expenditure records are to be retained for at least three years after the dace of the final expenditure report. XII. Authorization to Procced A. It is mutually agreed berween the STATE and the APPLICANT that this AGREEMENT OF UNDERSTANDING AND COMPLIANCE shall become effective upon the STATE'S agrecmcut and authorization to proceed as sec forth in PART 31(2) of this application. Oct-04-2000 03:45pm From-SAFE COMMUNITY OFFICE +5876303 T-012 P.010/010 F-016 PART II (Safe Community Program - safety Office to complete) Project Number: TR2K-09(01-11-02) 1. ADDENDUM (For MVSO Use only) In order to ensure consistency of equipment between our departments we request that the computer equipment have the following minimum standards: A) Desk Top Personal Computers: 700 to $00 MHz range Pentium III processor; 256 KB memory; 10 GH hard Drive: 40X CD ROM; CD R/W; video Card with 8 to 16 MB Memory; WINDOWS NT Operating System. B) Laptop Personal Computers: Pentium III processor; 10 GB hard Drive; 256 MB memory; 4OX CD-ROM. C) Scanners: A scanner similar to Hewlett-Packard ScanJet 53000 with hands-free document feeder. A OCR (Optical Character Recognition) software for PC to run scanl:er such as Hewlett-Packard Omni Page professional software. D) UPS (Uninterruptible Power Supply) Need good UPS to protect PC from electrical surges and other glitches - due to lighting strikes, brown-outs, black-outs or other related factors. 2. AGREEMENT AND AUTHORIZATION TO PROCEED by State Official Responsible to Governor for Administration of the State Highway Safety Program. A. Effective Date: August 28, 2000 B. Federal Funds Ob gated: $47,000 C. Approval Date: Augu 8, Goo D. Signature E. Name: Gor K.K. Hong F. Title: iighway Safety Coordina or