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HomeMy WebLinkAboutCOM 0961.000 1998-2000 MYV o~ y Stephen K. Yamashiro Dixie Kaetsu Mayor ' Director ij•, •p art ofn~'M~ Frank Manalili Countp of JAabnak Deputy DEPARTMENT OF FINANCE 25 Aupum Street, Room 118 • Hilo, Hawaii 96720425?. (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, Hawaii 96720 Re: Operating Budget Enclosed is a bill for an ordinance appropriating $2,000 for Pi'ihonua Speed Checking grant. The State Department of Transportation Public Affairs Office - Safe Community Program is providing a grant to reduce traffic accidents by decreasing speeding and other hazardous traffic violations on Waianuenue Avenue through public awareness. 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 APPROVE : , Sfephen K. Y ashiro Mayor Enc. Cc: Police Department Q!/! 337 Res, 3#t-oo Gomm. T,o.__/~~ File No. ND OPR Ref. To; FC Ref. Dated 2 0 2009 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. REQUEST: To create an account entitled "Piihonua Speed Checking" for $2,000.00 under object code 115. To enter into a contract with the State Department of Transportation Motor Vehicle Safety Office to provide funding under the Piihonua Houselots Community Association/Speed Checking 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 for Police Department personnel to reduce traffic accidents by decreasing speeding and other hazardous traffic violations on Waianuenue Avenue through public awareness. SIGNED: DATE: W NE G. CARVALHO POLICE CHIEF APPLICATION FOR HIGHWAY SAFETY PROJECT REIMBURSEMENT GRANT STATE OF HAWAII MOTOR VEHICLE SAFETY OFFICE PART I FOR MVSO USE ONLY (Applicant A encv to Complete) -77 1. APPLICANT AGENCY (Name and Address) - Sll x <y~1- +T Hawaii County Police Department 349 Kapiolani Street Pmlect Number r y X- w t~~ s Hilo, Hawaii 96720-3998 ='~r- Ttde PIIAONUA IIOUSELOTS COMMUNITY , 2. GOVERNMENTAL UNIT (Name and Address) '~9SSN?SPEED CHECSINGPROIECT County of Hawaii t ~„a a 25 Aupuni Street Hilo, Hawaii 96720-3998 `,Et'} Ia#~ W t x~'< StantlarAArea ,.OP .0y.'Effecu-itDate F. by b : - 3. DURATION (Month, Day, Year-See Schedule C): `*'+'fF s~ iL kec A. Grant Period B. Project Period Federal Funds ObligatedS2r006.66 ~ r ~'.~1 i_a+r t r+.aWjN+I. Ala.!` n _ From: 10/01/00 From: 10/01/00 To: 09/30/01 To: 09/30/01 FY Funds 2001 k` ddendum Yes ~-p90 r: Benefit of State COUNTY 4. LOCATION OF PROJECT 5A. TYPE OF APPLICATION Piihonua Houselots Initial x Revision Continuation Hilo, Hawaii 96720 5B. REIMBURSEMENT SCHDULE (See Attached) MONTHLY Quarterly 6. PROJECT DESCRIPTION (Schedule A) (See Appendix A, Project Procedures Manual) ' 7. PROJECT OBJECTIVES AND TASKS SUMMARY FROM SCHEDULE A To reduce traffic crashes on the Waianuenue Avenue section of our neighborhood through a public awareness endeavor to prevent speeding and other Hazardous traffic violations therebv increasing pedestrian and vehicular safety. 8. BUDGET (Schedule B) (See Appendix A, Project Procedures Manual)' 8A. COST CATEGORY TOTAL EXPENDITURES GRANT PERIOD PRIOR YEARS PROJECT PERIOD (I) Personal Services $324.00 -0- 5324.00 2) Consultant Services -0-- --0- -0- 3 Commodities 51,676.00 -0-- $1,676.00 4 Other DirectMdirect Costs --0- -0- -0-- TOTAL ESTIMATED COSTS (Inc. Non-Fed. Share) $2,000.00 -0-- 52.000.00 SB. SOURCE OF FUNDS 8C. SPECIFY HOW NON-FEDERAL SHARE (I Federal (100% of TOTAL 52,000.00 WILL BE PROVIDED --0- _ (2 Applicant Agenc0%ofTOTAL) 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 89-564 (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. IIA. PRO T CT 11B. AUTHORIZING OFFICIAL GOVERNMENTAL UNIT LJ;mes S. Correa Signature Deputy Police Chief Signature a" a Acting Police Chief Name for: WAYNEG.CARVALHO Name Title POLICE CHIEF Title ACTIIYAYOR, COUNTY OF HAWAII Date o 9 - Z6 -oo Date L~_ APPLICATION FOR HIGHWAY SAFETY PROJECT REIMBURSEMENT GRANT State of Hawaii Safe Community Program Safety Office RE: PIIHONUA HOUSELOTS COMMUNITY ASSOCIATION 4. Piihonua Houselots: The area boundaried by Waianuenue Avenue, Waiau Street, Wailuku Drive and Peepee Falls Road. Residents of the neighboring areas, Piihonua Meadows, Piihonua Camps, Akolea Road and Ainako will be included in the area for dissemination of traffic safety brochures. SCHEDULE A: PROJECT DESCRIPTION Project No. 5~ I"0 L l6 3 - MISSION /GOAL: The purpose of this project is to reduce traffic crashes on the Waianuenue Avenue section of our neighborhood through a public awareness endeavor to prevent speeding and other hazardous traffic violations thereby increasing pedestrian and vehicular safety in the area. STRATEGIES: 1. The community association will prepare and distribute traffic safety brochures to all residents of the area. Brochures will: a) Promote traffic safety by pointing out specific traffic hazards in the area (i.e., narrow roads, soft shoulders, deep ditches, blind curves, and heavy traffic). b) Encourage residents to assist by reporting traffic violators with the following information: vehicle license number and description of vehicle, to the Traffic Services Section, Hawaii County Police Department. This will enable the Police Department to send a warning letter to the violator from the Police Chief. 2. Community Policing Officers will conduct random speed checks twice monthly, weather permitting, at alternate sites along Waianuenue Ave. (near Waiau, Piikea, and Peepee Falls intersections). They will give each violator a brochure prepared by the community association that will provide traffic safety information, list traffic hazards in the area, and encourage drivers to drive with care because of the residential nature of the area. SCHEDULE A Page Two 3. Community Association members will stand at the exit end of each traffic speed check location, wearing t-shirts and waving signs thanking safe drivers and identifying the location as a residential neighborhood. SOLUTIONS/IMPLEMENTATION: 1. Brochures will be designed and printed with approval of the Traffic Services Section. 2. Signs (2' x 3') will be printed on foam board. 3. T-shirts will be ordered for community association members to wear, thereby identifying the project. EVALUATION: Traffic crash statistics for the period October - July 1999 will be compared with statistics for the same period of 2000. Subsequently, our evaluation of this project will be based on: • Number of traffic crashes • Number of traffic warnings and citations issued per speed check event • Number of hazardous traffic violation reports made by community members to the Traffic Services Section TASKS: 1. Design and print brochures for residents and speed check distribution. 2. Design and have signs printed for speed check day. 3. Send two (2) members to Oahu for Traffic Safety training on October 20, 2000. 4. Prepare t-shirts for member identification. 5. Arrange schedule of speed check events with Community Police Officer. SCHEDULE B (1) Personal Services Employee Salaries and Benefits Position Title: Salary: $ (day, week, month) Fringe Benefit Rate: Time to be spent on project: hours Total Salaries and Benefits: $ 0- Travel: (Air) TO: HONOLULU FROM: HILO COST:$ 112.00 Intra State 2 x $112.00 Inter State Total Air Travel: $ 224.00 Other Transportation Costs: (Surface) Car Rental $~6W AW Private Car ( miles @ /mile) Total Surface Travel: $ 60.00 Per Diem: Intra State I days @ $ 20.00 per day Total $ 40.00 Inter State days @ $ per day Total $ Total Per Diem: $ 40.00 Tuition, Course, Registration and Misc. Fees: Fee $ Fee $ Total Tuition and Misc.: $ -0- TOTAL PERSONAL SERVICES $ 324.00 * SCHEDULE B Page Two Consultant Services Hours @ $ per hour $ Travel $ Overhead of Total) $ TOTAL CONSULTANT SERVICES $ 0 Commodities Office Supplies $ 856.00 * Other Expendable Materials $ 820.00 * TOTAL COMMODITIES $ 1.676.00 Other Direct/Indirect Cost Office Space ( sq. ft. @ $ per sq. ft.) $ Office Equipment (Attach detailed equipment schedule) Purchased $ Leased $ Other Equipment (Specify type and cost on an attached $ schedule) Utilities ( used for project) $ Maintenance ( % used for project) $ E.D.P. Services hr. @ per hour) $ Printing $ Communications $ Project Income $ TOTAL OTHER DIRECT/INDIRECT COST $ -0- Indirect costs not exceed 10% of total salaries Federal (Share) Funds Requested* $ Agency (Share) Budget Item $ TOTAL PROJECT COST $ 2.000.00* Identify all costs to be reimbursed by Federal funds with an asterisk SCHEDULE C MILESTONES Month Activity October Distribute brochures to Piihonua Houselots, Piihonua Camp, Piihonua Meadows, Akolea Road, Ainako Conduct two (2) speed check events; sign waving at exit. November Conduct two (2) speed check events; sign waving at exit. Public Safety Announcement on "Mynah Bird" radio Program December Conduct two (2) speed check events; public safety Announcements on "Mynah Bird" radio program January Conduct two (2) speed check events; public safety announcements; quarterly report due February Conduct two (2) speed check events; public safety announcements March Conduct two (2) speed check events; public safety announcements April Conduct two (2) speed check events; public safety announcements; quarterly report due May Conduct two (2) speed check events; public safety announcements June Evaluation of data July Submit final report & findings 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: 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, 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 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 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, 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 life, any equipment purchased under this project. Ill. 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 I8K (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 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 to the Regulations of the Department 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, in accordance with the Act and the Regulations, no person in the United States shall on the ground of race, color, creed, sex, handicap, agc, 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. 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 ) 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-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 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 ONIB Circular A-87 (FMC 74-7) or A-21, as applicable and NHTSA/FH WA 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 my 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 pan 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 govemment, 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. 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 Covertee 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 Part?, 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 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 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 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 attach an explanation to this proposal. X. Nlinority Business Enterprise Requirements 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 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 under this agreement. In this regard, all recipients or contractors shall take all 4 necessary and reasonable steps in accordance with 49 CFR Pan 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 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. XE. 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 II(2) of this application. 5 PART II (Safe Community Program - Safety Office to complete) Project Number: SC01-06(03-H-01) 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: 10/1/2000 B. Federal Funds Obligated: $2,000.00 C. Approval Dat D. Signature E. Nam Gordon 41/29/2000 Hong F. Title: Highway Safety Coordinator