HomeMy WebLinkAboutCOM 0533.000 2014-2016 William P. Kenoi N`Y°•`•".! •. Deanna S. Sako
Mayor ��:" Director
;�;� Lisa K. Miura
• Deputy Director
b
•
• s_.
�T•
t oF•Np�_
County of Hawai i
Finance Department
25 Aupuni Street,Suite 2103 • Hilo,Hawaii 96720
(808)961-8234 • Fax(808)961-8569
October 16, 2015
Dru Kanuha, Council Chair and COUNTY CLERK
Members of the Hawai`i County Council COUNTY OF HAWAII'
Hawai`i County Council RECEIVED
Time25 Aupuni Street Date-/ By v�
Hilo, Hawai`i 96720 �� ��
Re: Operating Budget
The United States Department of Justice, Office of Justice Programs is providing $92,825
to the Hawai`i County Police Department to be used towards the purchase of equipment
and related technology to assist in tracking and managing accreditation files, a microfilm
conservation project and the installation of a security door system for their Criminal
Investigation Division.
Enclosed is a resolution to authorize the Mayor to enter into an agreement with the
United States Department of Justice for this grant. Also enclosed is a bill for an
ordinance amending the Operating Budget by appropriating these $92,825 Justice
Assistance Grant (JAG) funds.
If there are any questions, please do not hesitate to call Hauoli Aiona of the Hawai`i
County Police Department at 961-2273.
Deanna S. Sako
Director of Finance
Enc.
cc: Police
< 3 . 3 2 - s) 3'►\\ t\ ).>
Comm. No. S 3 3
Ref. To: COLI-(God Fc)
Ref. Date OCT 1 201
Hawaii County is an Equal Opportunity Employer and Provider
Form #: B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Police DATE: 9/30/2015
STAFF CONTACT: Captain Aimee Wana PHONE: 961-2247
A. REQUEST:
This is a request to enter into an agreement with The U.S. Department of Justice, Office of Justice Programs
for the purpose of purchasing equipment and related technology to assist in tracking and managing
accreditation files, a microfilm conversion project and installation of a Security Door System for the Criminal
Investigative Division.
Please create an Ordinance to appropriate $92,825.00
010.201.5216.52: 3309.28
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
The Hawaii County Police Department will receive support in the form of grant funding from The U.S.
Department of Justice, Office of Justice Programs, which funds will be used to procure the following items:
i. Power DMS Suite project—A program that will assist in the managing of the Hawai'i Police
Department's (HPD's) accreditation process by helping track and manage accreditation files;
writing, reviewing and implementing policies and procedures to reduce risk of exposure and
liability; assist auditing and reviews that are mandated by the accreditation process and required
to be reported on annually.
ii. Microfilm conversion project—Hire a vendor to convert existing 16mm microfilm rolls of Police
Reports to Adobe Acrobat PDF files which will allow users to locate reports utilizing standard
computers instead of using specialized Microfilm viewers/printers.
iii. CID Door Security System — will add electronic card/key pass readers to key access points to the
Hilo and Kona Criminal Investigation Divisions to further secure these areas due to the
confidential nature of its business. Access will be restricted and monitored by this key system
which will be tied into the department's existing key card system. These rooms are located within
a secured building; however, confidential and restricted spaces could become compromised. The
restriction access to this area will also meet recommendations of CALEA assessors.
SIGNED: -,-woe_ DATE: OCT - 2 2015
Depa ent Head
GRANT SUMMARY
(Supplement to B-52, Request for Council Action)
Type of Grant Appropriation being requested: (New or an additional appropriation)
New(for this fiscal year period). OR n Additional appropriation (to an existing grant);
Yes ❑ No Council? ❑ Yes ❑ No
Name of Grant Program: FY 15 JAG Program
Grantor: U.S. Department of Justice, Office of Justice Program
County Grantee Department or Agency: Police Department
County Grantee Contact Person: Captain Aimee Wana Phone Number: 961-2247
Amount of Grant: $92,825.00
Grant Period (Commencement & Completion): October 1,2014- September 30,2018
Purpose of Grant: For the purpose of purchasing equipment and related technology to assist in tracking and
managing accreditation files, a microfilm conversion project and installation of a Security Door System for the
Criminal Investigative Division.
County Match required?: n Yes [7] No
If yes, Matching Amount? Budgeted in account# :
In-kind? Explain:
Explanation:
County's personnel requirements: Amount of new position(s)?
Qty: Permanent: ❑ Temporary: ❑, Duration:
Full-time: ❑ Part-time: n, Time Element:
Qty: Contractual: ❑ Explain:
Explanation:
Additional Comments about Grant:
13-52 Grant Summary Form
.,.
Department of Justice
,
V Office of Justice Programs 1
1
, ''*'•.‘ .3-,.44 Bureau of Justice Assistance
5111X.
PAGE I OF 10
Grant
1 .
. _
L RECIPIENT NAME AND ADDRESS(Ineluding Zip Code) i 4.AWARD NUMBER: 2015-1M-UX-1078
t.. , .
County of Ilawaii
25 Aupuni Street 1 5.PROJECT PERIOD:FROM 10/01/2014 TO 0919/2018
1100,10 96720-4245
. 1 BUDGET PERIOD:FROM 16m1014 TO 09101018
6.AWARD DATE 09/14/015 7,ACTION
.:-
2a,GRANTEE IRS/VENDOR NO, EL SUPPLEMENT NUMBER Initial
996000568 ' 00 '
,.
26.GRANTEE DUNS NO.
i 9.PREVIOUS AWARD AMOUNT S 0
611154315
3.PROJECT TITLE 10.AMOUNT OF THIS AWARD S 92,6'25
FY 15 JAG Program
I I.TOTAL AWARD S 92,825
. .
; 12.SPECIAL CONDITIONS
TIIE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH
ON Tin:ATTACHED PAGE(S)
13.STATUTORY AUTHORITY FOR GRANT
Mk prniect is mpported under EY15(111A-MG)42 USC 3750,ct$eq.
14.CATALOG OF DOMESTIC FEDERAL ASSISTANCE(CIM Number)
16.735- :dward Byrne Memorial Justice Amistarice Grant Program
15,METHOD OF PAYMENT
OPRS
AGENCY APPROVAL 11111111111111111111111111111111111111 GRANTEE ACCEPTANCE .......
16.TYPED NAME AND TITLE OF APPROVING OFFICIAL ' IS.TYPED NAME AND TITLE OF AUTIIORIZED GRANTEE OFFICIAL
Oculist a Donncll - ILIni S.Kubojiri
Chief of Mire
' Dirccurr
17.SIGNATTIRE OF APPROVING OFFICIAL 19,SIGNATURE OF AUTHORIZED R.iC1PIENT OFFICIAL 19A,DATE
.si jitl
A .
SEP 2 3 2015 .
t
IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIIIIIMI AGENCY USE ONLY IIIIIIIIIMIIIIIIIIIIIIIIIIIIIIIIIIIIIIMIIIIIIII i
20.ACCOUNTING CLASSIFICATION CODES 21, PDHIGT1162
FISCAL. FUND BUD. DIV.
YEAR CODE ACT. OM. REG. SUB. POMS AMOUNT •
N II D.1 80 00 00 92525
1
OW FORM 4000/2(REV,5-87)PREVIOUS EDITIONS ARE OBSOLETE.
OW FORM 4o5m(REV.4-88)
Signature Attachment:
Grant Title: FY 15 JAG Program
Grantor: United State Department of Justice, Office of Justice Programs
Grant Period: 10/1/2015-9/30/2018
Amount of Grant: $92,825.00
Fiscal Year: 2015-2016
RECIPIENT ACCEPTANCE OF GRANT CONDITIONS
COUNTY OF HAWAII
By:
WILLIAM P. KENOI
IT'S MAYOR
APPROVED AS TO FORM AND LEGALITY:
Corporation Counsel
County of Hawaii
Date:
Department of Justice
h�,, Office of Justice Programs AWARD CONTINUATION
° Bureau of Justice Assistance SHEET PAGE 2 OF In
Grant
PROJECTNUM1JER 20154)J-0X-1075 A4VARDDATE 00.t4/20t5
S1'ICMAG CONDITIONS
1. Applicability of Part 200 Uniform Requirements
The Uniform Administrative Requirements,Cost Principles,and Audit Requirements in 2 C.F.R.Part 200,as adopted
and supplemented by the Department of Justice(DOJ)in 2 C.F.R.Part 2800(the"Part 200 Uniform Requirements")
apply to this 2015 award from the Office of Justice Programs(OJP). For this 2015 award,the Part 200 Uniform
Requirements,which were first adopted by 003 on December 26,2014,supersede,among other things,the provisions
of 28 C.F.R.Parts 66 and 70,as well as those of 2 C.F.R.Parts 215,220.225,and 230.
11'this 2015 award supplements funds previously awarded by OJP under the same award number,the Part 200 Uniform
Requirements apply with respect to all award funds(whether derived from the initial award or a supplemental award)
that are obligated on or after the acceptance date of this 2015 award.
Potential availability of grace period for procurement standards: Under the Part 200 Uniform Requirements,a time-
limited grace period may be available under certain circumstances to allow for transition from policies and procedures
that complied with previous standards for procurements under federal awards to policies and procedures that comply
with the new standards(that is,to those at 2 C.F.R.200.317 through 200.326).
For more information on the Pan 201)Uniform Requirements,including information regarding the potentially-available
grace period described above,see the Office of Justice Programs(OJP)website at
hup://ojp.gov/funding/Part200UnifonnRequiretnentslitm.
in the event that an award-related question arises from documents or other materials prepared or distributed by OJP
that may appear to conflict with,or differ in some way from,the provisions of the Part 200 Uniform Requirements,the
recipient is to contact OJP promptly for clarification. •
2. The recipient agrees to comply with the Department of Justice Grants Financial Guide as posted on the OJP website
(currently,the"2015 003 Grants Financial Guide").
3. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan(if recipient is
required to submit one pursuant to 28 C.F.R.Section 42.302)that is approved by the Office for Civil Rights is a
violation of the Standard Assurances executed by the recipient,and may result in suspension of funding until such time
as the recipient is in compliance,or termination of the award.
4. The recipient understands and agrees that OJP may withhold award funds,or may impose other related requirements,if
the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200
Uniform Requirements(or by the terms of this award),or other outstanding issues that arise in connection with audits,
investigations,or reviews of DOJ awards.
•
5. Recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of the
enactment,repeal,modification or adoption of any law,regulation or policy, at any level of government.without the
express prior written approval of OJP.
6. The recipient and any subrecipients must promptly refer to the 00101G any credible evidence that a principal,
employee,agent,subrecipient,contractor,subcontractor,or other person has--(1)submitted a claim for award funds
that violates the False Claims Act;or(2)committed a criminal or civil violation of laws pertaining to fraud,conflict of
interest,bribery,gratuity,or similar misconduct involving award funds.Potential fraud,waste,abuse,or misconduct
should be reported to the 01G by-mail:Office of the Inspector General U.S.Department of Justice Investigations
Division 950 Pennsylvania Avenue,N.W.Room 4706 Washington,DC 20530 e-mail:oig.hotlinecatusdoj.gov hotline:
(contact information in Englisit and Spanish):(800)869-4499 or hotline fax:(202)616-9881 Additional information
is available from the DOJ 010 website at 4vww.usdoj.gov/oig
OW FORM 4000/2(REV.4.55)
Department ofJustice
a `.$A Office of Justice Programs AWARD CONTINUATION
k ' Bureau ofJustiee Assistance SHEET PA(it'. 3 OF to
Grant
PROJECT NUMBER _013-DJ•mtX•te38 AWARD DATE 09t1::01
SPECIAL CONDITIONS
7. Restrictions and certifications regarding non-disclosure agreements and related matters
No recipient or subrecipient under this award,or entity that receives a contract or subcontract with any funds under this
award,may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits
or otherwise restricts,or purports to prohibit or restrict,the reporting(in accordance with law)of waste,fraud,or abuse
to an investigative or law enforcement representative of a federal department or agency authorized to receive such
information.
The foregoing is not intended,and shall not be understood by the agency making this award,to contravene
requirements applicable to Standard Form 312(which relates to classified information).Form 4414(which relates to
sensitive compartmented information),or any other form issued by a federal department or agency governing the
nondisclosure of classified information.
I. In accepting this award,the recipient--
a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees
or contractors that currently prohibit or otherwise currently restrict(or purport to prohibit or restrict)employees or
contractors from reporting waste,fraud,or abuse as described above;and
b. certifies that,if it learns or is notified that it is or has been requiring its employees or contractors to execute
agreements or statements that prohibit or otherwise restrict(or purport to prohibit or restrict),reporting of waste,fraud.
or abuse as described above,it will immediately stop any further obligations of award funds,will provide prompt
written notification to the agency making this award,and will resume(or permit resumption of)such obligations only if
expressly authorized to do so by that agency.
2. If the recipient does or is authorized to make subawards or contracts under this award--
a. it represents that--
(I) it has determined that no other entity that the recipient's application proposes may or will receive award funds
(whether through a subaward,contract,or subcontract)either requires or has required internal confidentiality
agreements or statements front employees or contractors that currently prohibit or otherwise currently restrict(or
purport to prohibit or restrict)employees or contractors from reporting waste,fraud,or abuse as described above;and
(2) it has made appropriate inquiry,or otherwise has an adequate factual basis,to support this representation;and
b. it certifies that,if it learns or is notified that any subrecipient,contractor,or subcontractor entity that receives funds
under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit
or otherwise restrict(or purport to prohibit or restrict),reporting of waste,fraud,or abuse as described above,it will
immediately stop any further obligations of award funds to or by that entity,will provide prompt written notification to
the agency making this award,and will resume(or permit resumption of)such obligations only if expressly authorized
to do so by that agency.
S. Recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of any
contract or subaward to either the Association of Community Organizations for Reform Now(ACORN)or its
subsidiaries,without the express prior written approval of OJP.
9. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance
period if the agency determines that the recipient is a high-risk grantee.Cf.28 C.F.R.parts 66,70.
tOt'FORM 4000/2(REV.4-88)
•
Department ofJustice
Office of Justice Programs AWARD CONTINUATION
t ` Bureau of Justice Assistance } SHEET Pact: 4 OF to
sure= Grant
tROIEC_T NUMBER 20041141x tont Await°DATE 0911412015
Si'ECIAL CONDITIONS
10. The recipient agrees to comply with applicable requirements regarding registration with the System for Award
Management(SAM)(or with a successor government-wide system officially designated by OMB and OW). The
recipient also agrees to comply with applicable restrictions on subawards to first-tier subrecipients that do not acquire
and provide a Data Universal Numbering System(DUNS)number.The details of recipient obligations are posted on
the Office of Justice Programs web site at http;I/www.ojp.gov/funding/sam.htm(Award condition:Registration with the
System for Award Management and Universal identifier Requirements),and are incorporated by reference here.This
special condition does not apply to an award to an individual who received the award as a natural person(i.e.,unrelated
to any business or non-profit organization that he or she may own or operate in his or her name).
1 I. Pursuant to Executive Order 13513,"Federal Leadership on Reducing Text Messaging While Driving,"74 Fed.Reg.
51225(October 1,2009),the Department encourages recipients and sub recipients to adopt and enforce policies
banning employees from text messaging while driving any vehicle during the course of performing work funded by this
grunt,and to establish workplace safety policies and conduct education,awareness,and other outreach to decrease
crashes caused by distracted drivers.
12. The recipient agrees to comply with all applicable laws,regulations,policies,and guidance(including specific cost
limits,prior approval and reporting requirements,where applicable)governing the use of federal funds for expenses
related to conferences,meetings,trainings,and other events,including the provision of food and/or beverages at such
events,and costs of attendance at such events.Information on rules applicable to this award appears in the DOI Grants
Financial Guide(currently,as section 3.10 of"Postaward Requirements"in the"2015 DOJ Grants Financial Guide").
13, The recipient understands and agrees that any training or training materials developed or delivered with funding
provided under this award must adhere to the OJP Training Guiding Principles for Grantees and Subgrantecs,available
at http://www.ojp.usdoj.gov/funding/ojptrainingguidingprinciples.htm.
14. The recipient agrees that if it currently has an open award of federal funds or if it receives an award of federal funds
other than this OJP award,and those award funds have been,are being,or are to be used,in whole or in part,for one or
more of the identical cost items for which funds are being provided under this OJP award,the recipient will promptly
notify,in writing,the grant manager for this OJP award,and,if so requested by OW,seek a budget-modification or
change-of-project-scope grant adjustment notice(GAN)to eliminate any inappropriate duplication of funding.
15. The recipient understands and agrees that award funds may not be used to discriminate against or denigrate the
religious or moral beliefs of students who participate in programs for which financial assistance is provided from those
funds,or of the parents or legal guardians of such students.
16. The recipient understands and agrees that-(a)No award funds may be used to maintain or establish a computer
network unless such network blocks the viewing,downloading,and exchanging of pornography,and(b)Nothing in
subsection(a)limits the use of funds necessary for any Federal,State,tribal,or local law enforcement agency or any
other entity carrying out criminal investigations,prosecution,or adjudication activities.
17. A recipient that is eligible under the Part 200 Uniform Requirements to use the"de minimis"indirect cost rate
described in 2 C.F.R.200.414(1),and that elects to use the"dc minimis"indirect cost rate,must advise OJP in writing
of-both its eligibility and its election,and must comply with all associated requirements in the Part 200 Uniform
Requirements.The"de minimis"rate may be applied only to modified total direct costs(MTDC),
18. The recipient must collect,maintain,and provide to Oil',data that measure the performance and effectiveness of
activities under this award,in the manner,and within the timeframes,specified in the program solicitation,or as
otherwise specified by OW.Data collection supports compliance with the Government Performance and Results Act
(C'PRA)and the GPRA Modernization Act,and other applicable laws,
On,FORM 400W2(REV.4.58)
ass;r ;f+ Department of Justice
Office ofJustice Programs AWARD CONTINUATION
V' �� _` Bureau of Justice Assistance SHEET PAGE $ OF to
n 4,F „ir Grant
PROJECT NUMBER 2015-DJ-tX-1078 AWARD I)ATE 09/14/2015
SPECIAL CONDITIONS
19. The recipient agrees to comply with OW grant monitoring guidelines,protocols,and procedures,and to cooperate with
BJA and OCFO on all grant monitoring requests,including requests related to desk reviews,enhanced programmatic
desk reviews,and/or site visits, The recipient agrees to provide to BJA and OCFO all documentation necessary to
complete monitoring tasks,including documentation related to any subawards made under this award. Further,the
recipient agrees to abide by reasonable deadlines set by BJA and OCFO for providing the requested documents.
Failure to cooperate with 13JA's/OCFO's grant monitoring activities may result in sanctions affecting the recipient's
DOJ awards,including,but not limited to:withholdings and/or other restrictions on the recipient's access to grant
funds;referral to the Office of the Inspector General for audit review;designation of the recipient as a 001 High Risk
grantee;or termination of an award(s).
20, The recipient understands and agrees that it has a responsibility to monitor its subrecipients'compliance with
applicable federal civil rights laws. The recipient agrees to submit written Methods of Administration(MOA)for
ensuring subrecipients'compliance to the OJP's Office for Civil Rights at CivilRightsMOA@usdoj.gov within 90 days
of receiving the grant award,and to make supporting documentation available for review upon request by OJP or any
other authorized persons. The required elements of the MOA are set forth at
http://www.ojparsdoj.gov/funding/other„_requirements.htm,under the heading,"Civil Rights Compliance Specific to
• State Administering Agencies.”
21. In order to promote information sharing and enable interoperability among disparate systems across the justice and
public safety community,OJP requires the grantee to comply with DOJ's Global Justice Information Sharing initiative
(DOD's Global)guidelines and recommendations for this particular grant.Grantee shall conform to the Global
Standards Package(OSP)and all constituent elements,where applicable,as described at:
hap://www,it.ojp.gov/gsp_grantcondition.Grantee shall document planned approaches to information sharing and
describe compliance to the GSP and appropriate privacy policy that protects shared information,or provide detailed
justification for why an alternative approach is rcconunertcicd,
22. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information
sharing systems which involve interstate connectivity between jurisdictions,such systems shall employ,to the extent
possible,existing networks as the communication backbone to achieve interstate connectivity,unless the grantee can
demonstrate to the satistisction of I3JA that this requirement would not be cost effective or would impair the
functionality of an existing or proposed IT system.
23. The recipient agrees that any information technology system funded or supported by OJP funds will comply with 28
C.F.R.Part 23,Criminal Intelligence Systems Operating Policies,if OJP determines this regulation to be applicable.
Should OJP determine 28 C.F.R.Part 23 to be applicable,OJP may,at its discretion,perform audits of the system,as
per the regulation. Should any violation of 28 C.F.R.Pan 23 occur,the recipient may be fined as per 42 U.S.C.
3789g(c)-(d). Recipient may not satisfy such a fine with federal funds.
24. The grantee agrees to comply with the applicable requirements of 28 C.F.R.Part 38,the Department of Justice
regulation governing"Equal Treatment for Faith Based Organizations”(the"Equal Treatment Regulation").The Equal
"Treatment Regulation provides in pan that Department of Justice grant awards of direct funding may not be used to
fund any inherently religious activities,such as worship,religious instruction,or prosclytization.Recipients of direct
grants may still engage in inherently religious activities,but such activities must be separate in time or place from the
Department of Justice funded program,and participation in such activities by individuals receiving services front the
grantee or a sub-grantee must be voluntary,The Equal Treatment Regulation also makes clear that organizations
participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision
of services on the basis of beneficiary's religion. Notwithstanding any other special condition of this award,faith-
based organizations may,in some circumstances,consider religion as a basis for employment. See
http://www.ojp.gov/about/ocriequal_lbolitm.
OW FORM 400012(REV.4.88)
f
"; Department of Justice
"
1",,, Programs AWARD CON'T'INUATION
Bureau of Justice Assistance SHEET PAGE 6 OF to
� Grant
PROJECT NUMBER 201S-Di.RX-I038 AWARD[WE t''71412015
SPECIAL CONDITIONS
25. Grantee agrees to comply with the requirements of 28 C.F.R.Part 46 and all Office of Justice Programs policies and
procedures regarding the protection of human research subjects,including obtainment of institutional Review Hoard
approval,if appropriate,and subject informed consent.
26. Grantee agrees to comply with all confidentiality requirements of 42 U.S.C.section 3789g and 28 C.F.R.Part 22 that
arc applicable to collection.use,and revelation of data or information.Grantee further agrees,as a condition of grunt
approval,to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R.Part 22 and,in particular,
section 22.23.
27, Award recipients must verify Point of Contact(POC),Financial Point of Contact(FPOC),and Authorized
Representative contact information in OMS,including telephone number and e-mail address. If any information is
incorrect or has changed,a Grant Adjustment Notice(GAN)must be submitted via the Grants Management System
(GMS)to document changes.
28. The grantee agrees that within 120 days of award acceptance,each current member of a law enforcement task force
funded with these funds who is a task force commander,agency executive,task force officer,or other task force
member of equivalent rank,will complete required online(internet-based)task force training.Additionally,all future
task Rime members are required to complete this training once during the life of this award,or once every four years if
multiple awards include this requirement.The training is provided free of charge online through BJA's Center for Task
Force Integrity and Leadership(www.ctfli.org).This training addresses task force effectiveness as well as other key
issues including privacy and civil liberties/rights,task force performance measurement,personnel selection,and task
force oversight and accountability.When WA funding supports a task force,a task force personnel roster should be
compiled and maintained,along with course completion certificates,by the grant recipient.Additional information is
available regarding this required training and access methods via 13JA's web site and the Center for Task Force
Integrity and Leadership(www.etfli.org),
29. The recipient agrees to participate in WA-sponsored training events,technical assistance events,or conferences held
by I3JA or its designees,upon f3JA's request.
30. AU procurement(contract)transactions under this award must be conducted in a manner that is consistent with
applicable Federal and State law,and with Federal procurement standards specified in regulations governing Federal
awards to non-Federal entities. Procurement(contract)transactions should be competitively awarded unless
circumstances preclude competition. Noncompetitive(e.g..sole source)procurements by the award recipient in excess
of the Simplified Acquisition Threshold(currently S 150,000)set out in the Federal Acquisition Regulation must
receive prior approval from the awarding agency,and must otherwise comply with Hales governing such procurements
fotmd in the current edition of the OJP Financial Guide.
31. Approval of this award does not indicate approval of any consultant rate in excess of 5650 per day.A detailed
justification must be submitted to and approved by the Office of Justice Programs(OJP)program office prior to
obligation or expenditure of such funds.
32. Program income(as defined in the Part 200 Uniform Requirements)must be used in accordance with the provisions of
the Part 200 Uniform Requirements. Program income earnings and expenditures both must be reported on the quarterly
Federal Financial Report,SF 425.
um)'FORM 4000,2(REV.-1-81D
Department of Justice
0.09,
' .
e t Office of Justice Programs 1 AWARD CONTINUATION
ttiL C t
Ick' Bureau of Justice Assistance SHEET PAGE 7 or 10
-••••corixt Grant
PROJECT NUMBER 2015-D.1.11X.4078 AWARD DAM 09/1412015
SPECIAL CONDITIONS
33. Award recipients must submit quarterly a Federal Financial Report(SF-425)and annual performance reports through
GMS(https://grants.ojp.usdoj.gov). Consistent with the Department's responsibilities under the Government
Performance and Results Act((RBA),P.L. 103-62,applicants who receive funding under this solicitation must
provide data that measure the results of their work, Therefore,quarterly performance metrics reports must be submitted
through BJA's Performance Measurement Tool(PMT)website(www.bjaperformancetools.org). For more detailed
information on reporting and other JAG requirements,refer to the JAG reporting requirements webpage. Failure to
submit required JAG reports by established deadlines may result in the freezing of gram funds and future High Risk
designation.
34. The recipient agrees that funds received under this award will not be used to supplant State or local funds,but will be
used to increase the amounts of such funds that would,in the absence of Federal funds,be made available for law
enforcement activities,
35, The recipient agrees to monitor subawards under this JAG award in accordance with all applicable statutes,regulations.
OMB circulars,and guidelines,including the OW Financial Guide,and to include the applicable conditions of this
award in any subaward.The recipient is responsible for oversight of subrccipient spending and monitoring of specific
outcomes and benefits attributable to use ofJAG funds by subrecipients.The recipient agrees to submit,upon request,
documentation of its policies and procedures for monitoring of subawards under this award.
36. The recipient agrees to submit a signed certification that that all law enforcement agencies receiving vests purchased
with JAG funds have a written"mandatory wear"policy in effect Fiscal agents and state agencies must keep signed
certifications on file for any subrecipients planning to utilize JAG funds for ballistic-resistant and stab-resistant body
armor purchases.This policy must be in place for at least all uniformed officers before any JAG funding can be used by
the agency for body armor.There are no requirements regarding the nature of the policy other than it being a mandatory
wear policy for all uniformed officers while on duty.
37. Ballistic-resistant and stab-resistant body armor purchased with JAG funds may be purchased at any threat level,make
or model,front any distributor or manufacturer,as long as the vests have been tested and found to comply with
applicable National Institute of Justice ballistic or stab standards and arc listed on the NIJ Compliant Body Armor
Model List(http://nij.gov).In addition,ballistic-resistant and stab-resistant body armor purchased must be American-
made.The latest NU standard information can be found here:lutp://www.nij.govitopiesitechnology/body-armor/safety-
initiative.htm.
38. JAG funds may be used to purchase vests for an agency,but they may not be used as the 50%match for purposes of the
Bulletproof Vest Partnership(BVP)program.
39. The recipient is required to establish a trust fund account.(The trust fund may or may not be an interest-bearing
account.)The fund,including any interest,may not be used to pay debts or expenses incurred by other activities beyond
the scope of the Edward Byrne Memorial Justice Assistance Grant Program(JAG).The recipient also agrees to obligate
the grant hunts in the trust fund(including any interest earned)during the period of the grant and expend within 90
• days thereafter.Any unobligated or unexpended funds,including interest earned,must he returned to the Office of
• Justice Programs at the time of closeout.
OR'FORM 400/2(REV.4.8(4)
Department of Justice
f - Office of Justice Programs AWARD CONTINUATION
i �JBureau of Justice Assistance ( SHEET PAc;ti x of to
•,, .<i r, Grant
PROJECEt Ultt3ER 3015-D1.1X-1078 AWARD DATE 09/14/3015
SPECIAL COMMONS
40. The grantee agrees to assist BJA in complying with the National Environmental Policy Act(NEPA),the National
Historic Preservation Act,and other related federal environmental impact analyses requirements in the use of these
grant funds,either directly by the grantee or by a subgrantee. Accordingly,the grantee agrees to first determine if any
of the following activities will be funded by the grant,prior to obligating funds for any of'these purposes. If it is
determined that any of the following activities will be funded by the grant,the grantee agrees to contact BJA.
The grantee understands that this special condition applies to its following new activities whether or not they are being
specifically funded with these grant finds, That is,as long as the activity is being conducted by the grantee,a
subgrantee,or any third party and the activity needs to be undertaken in order to use these grant funds,this special
condition must first be met. The activities covered by this special condition are:
a. New construction;
b, Minor renovation or remodeling of a property located in an environmentally or historically sensitive area,including
properties located within a I00-year floodplain,a wetland,or habitat for endangered species,or a property listed on or
eligible for listing on the National Register of Historic Places;
c. A renovation,lease,or any proposed use of a building or facility that will either(a)result in a change in its basic
prior use or(b)significantly change its size;
d. Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as an
incidental component of a funded activity and(b)traditionally used,for example,in office,household,recreational,or
education environments;and
e. Implementation of a program relating to clandestine methamphetarninc laboratory operations,including the
identification,seizure,or closure of clandestine methamphetamine laboratories.
The grantee understands and agrees that complying with NEPA may require the preparation of an Environmental
Assessment and/or an Environmental Impact Statement,as directed by BJA. The grantee further understands and
agrees to the requirements for implementation of a Mitigation Plan,as detailed at
httpJhwww.ojp.usdoj,gov/BJA/resouree/ncpa.html,for progratns relating to methamphetamine laboratory operations.
Application of This Special Condition to Grantee's Existing Programs or Activities:For any of the grantee's or its
subgrantees'existing programs or activities that will be funded by these grant funds,the grantee,upon specific request
from BJA,agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment
of that funded program or activity.
41. WA strongly encourages the recipient to submit annual(or more frequent)JAG success stories.To submit a success
story,sign in to your My I3JA account at haps://www.bja.gov/Login.aspx to access the Success Story Submission form.
if you do not yet have a My WA account,please register at https://www.bja.gov/profite.aspx.Once you register,one of
the available areas on your My BJA page will be"My Success Stories".Within this box,you will see an option to add a
Success Story.Once reviewed and approved by BJA,all success stories will appear on the new BJA Success Story web
page at https://www.bja.gov?SuccessStoryList,aspx.
42. Recipient understands and agrees that award funds may not be used for items that are listed on the Prohibited
Expenditure List at the time of purchase or acquisition,including as the list may be amended from time to time.The
Prohibited Expenditure list may be accessed here:https://www,bja.gov/funding/JAGControlledPurchaseList.pdf.
43. Recipient understands and agrees that award funds may not be used for items that are listed on the Controlled
Expenditure List at the time of purchase or acquisition,including as the list may be amended from time to time,without
explicit written prior approval from WA.The Controlled Expenditure List,and instructions on how to request approval
for purchase or acquisitions may be accessed here:haps://www.bja.gov/fundinf/JAGControllcdPurchascList.pdf
OH'FORM 400012(REV.4.88)
atr;°s. Department of Justice
�a:p OflficeofJustice Programs AWARD CONTINUATION
%i ` � Bureau of Justice Assistance SIIEE"I' t':u;t. 9 OF 10
Grant
raw Fer NJUMnt:R 20t5-DJ•nx-107it AWARD Dant•', 44/14/2015
SPECIAL CONDITIONS
44. Recipient understands and agrees that the purchase or acquisition of any item on the Controlled Expenditure List at the
time of purchase or acquisition,including as the list may be amended from time to time,with award funds by an agency
will trigger a requirement that the agency collect and retain(for at least 3 years)certain information about the use of I)
any federally-acquired Controlled Equipment in the agency's inventory,and 2)any other controlled equipment in the
same category as the federally-acquired controlled equipment in the agency's inventory,regardless of source;and
make that information available to DJA upon request. Details about what information must be collected and retained
may be accessed here:https:!/www.whitehousc.govisitcs/defaultIfilesldocs/te equipment wg final report final.pdf
45. Recipient understands and agrees that,notwithstanding 2 CFR§200.313,no equipment listed on the Controlled
Expenditure List that is purchased under this award may be transferred or sold to a third party,except as described
below:
a,Agencies may transfer or sell any controlled equipment,except riot helmets and riot shields,to a Law Enforcement
Agency(LEA)alter obtaining prior written approval from BM.As a condition of that approval,the acquiring LEA will
be required to submit information and certifications to BJA as if it was requesting approval to use award fund for the
initial purchase of items on the Controlled Expenditure List.
b.Agencies may not transfer or sell any riot helmets or riot shields purchased under this award.
c.Agencies may not transfer or sell any Controlled Equipment purchased under this award to non-LEAs,with the
exception of fixed wing aircraft,rotary wing aircraft,and command and control vehicles.Before any such transfer or
sale is finalized,the agency must obtain prior written approval from BWA.All law enforcement-related and other
sensitive or potentially dangerous components,and all law enforcement insignias and identifying markings must be
removed prior to transfer or sale.
Recipient further understands and agrees to notify 133A prior to the disposal of any items on the Controlled Expenditure
List purchased under this award,and to abide by any applicable laws and regulations in such disposal.
46. Recipient understands and agrees that failure to comply with conditions related to Prohibited or Controlled
Expenditures may result in a prohibition from further Controlled Expenditure approval under this or other federal
awards.
47. The recipient agrees to comply with applicable requirements to report first-tier subawards of S25,000 or more and,in
certain circumstances,to report the names and total compensation of the five most highly compensated executives of
the recipient and first-tier subrccipicrns of award funds. Such data will be submitted to the FFATA Subaward
Reporting System(FSRS). The details of recipient obligations,which derive from the Federal Funding Accountability
and Transparency Act of 2006(FFATA),are posted on the Office of Justice Programs web site at
http://ojp.govlfunding/Explore/FFATA,htm(Award condition:Reporting Subawards and Executive Compensation),and
arc incorporated by reference here. This condition,and its reporting requirement,does not apply to grant awards made
to an individual who received the award as a natural person(i,e.,unrelated to any business or non-profit organization
that he or she may own or operate in his or her name).
48. Recipient may not expend or drawdown funds until the Bureau of Justice Assistance(l3JA)has received documentation
demonstrating that the state or local governing body review and public comment requirements have been met and a
Grant Adjustment Notice(GAN)has been approved releasing this special condition.
OJt'FORM.1(00,2(REV,4-85)
I 1
Department of Justice
: ;-' ,,'•4.7`."-'.4.%:t›
Office of Justice Programs AWARD CONTINUATION
f0 OF 1
SHEET emir. 10
Bureau of Justice Assistance
40X--
Ai, :',.,.4«: :
Grant
i
,
rawECT NUMBER 2015-Di-6X-1078 AWARD DATE 09/14F2015
SPECIAL CONDITIONS
49. The recipient may not obligate,expend,or draw down any award funds until:(I)it has provided to the grant manager
for this OJP award either an"applicant disclosure of pending applications"for federal funding or a specific affirmative
statement that no such pending applications(whether direct or indirect)exist,in accordance with the detailed
instructions in the program solicitation,(2)OJP has completed its review of the information provided and of any
supplemental information it may request,(3)the recipient has made any adjustments to the award that OJP may require
to prevent or eliminate any inappropriate duplication of funding(e.g.,budget modification,project scope adjustment),
(4)if appropriate adjustments to a discretionary award cannot be made,the recipient has agreed in writing to any
necessary reduction of the award amount in any amount sufficient to prevent duplication(as determined by OJP).and
(5)a Grant Adjustment Notice has been issued removing this special condition,
: .
i
]
1 .
i
OR FORM 400W2(REV 4-88)
K,-..._
Department of Justice
si Office of Justice Programs
h
R714,,aw
Bureau of Justice Assistance
Inoiun lin,L):C 2t53t
Memorandum To: Official Grant File
From: Orbin Terry,NEPA Coordinator
Subject: Incorporates NEPA Compliance in Further Developmental Stages for County of
Hawaii
The Edward Byrne Memorial Justice Assistance Grant Program(JAG)allows states and local governments to
support a broad range of activities to prevent and control crime and to improve the criminal justice system,some of
which could have environmental impacts. All recipients of JAG funding must assist 13M in complying with NEPA
and other related federal environmental impact analyses requirements in the use of grant funds,whether the funds
are used directly by the grantee or by a subgrantee or third party. Accordingly,prior to obligating funds for any of
the specified activities,the grantee must first determine if any of the specified activities will be funded by the
grant.
The specified activities requiring environmental analysis are:
a, New construction;
b. Any renovation or remodeling of a property located in an environmentally or historically sensitive area,
including properties located within a 100-year flood plain,a wetland,or habitat for endangered species,or a
property listed on or eligible for listing on the National Register of Historic Places;
c. A renovation,lease,or any proposed use of a building or facility that will either(a)result in a change in its basic
prior use or(b)significantly change its size;
d. Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as
an incidental component of a funded activity and(b)traditionally used,for example,in office,household,
recreational,or education environments;and
e. Implementation of a program relating to clandestine methamphetamine laboratory operations,including the
identification,seizure,or closure of clandestine methamphetamine laboratories.
Complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental
Impact Statement,as directed by I3JA. Further,for programs relating to methamphetamine laboratory operations,
the preparation of a detailed Mitigation Plan will be required. For more information about Mitigation Plan
requirements,please see http://www.ojp.usdoj.gov/BJA/resource/nepa.html.
Please be sure to carefully review the grant conditions on your award document,as it may contain more specific
information about environmental compliance.
, _....,....
Department of Justice
—,
GRANT MANAGER'S MEMORANDUM, PT. 1:
( of
cer ju stJustice Pmg r a"IA SI i stance PROJECT SUMMARY
Bureau)fli
I
Grant I
I
PROJECT NUMBER
PAGE 1 OF I
12015-DJ-BX-1078
This project is supported under FY 15(ILLA-JAG)42 USC 3750,et seq.
. :
I.STAFF CONTACT:(Name&telephone number) 2.PROJECT DIRECTOR(Name,address&telephone number)
Zephyr R.Fraser Aimee Watts
(202)616-0416 Police Captain
i 349 Kapiolani Street
1610,11196720-3912
(808)961-2247
! 3a.TITLE OF THE PROGRAM 3b.POMS CODE(SEE INSTRUCTIONS
ON REVERSE)
BM FY IS Edward Byrne Memorial Justice Assistance Grunt(JAG)Program-Local Solicitation 1
i .
I
4 TITLE OF PROJECT
FY 15 MG Program
5.NAME&ADDRESS OF GRANTEE ii 6.NAME&ADRESS OF SUBGRANTEE
County of Hawaii
23 Aupuni Street
Hilo.Ill 96720-4245
7.PROGRAM PERIOD 8.BUDGET PERIOD
FROM: 10101/2014 TO: 09130/2018 FROM: 10/01/2014 TO: 09/30/2018
9.AMOUNT OF AWARD 10.DATE OF AWARD
S 92.825 09/14/2015
II,SECOND YEAR'S BUDGET 12.SECOND YEAR'S BUDGET AMOUNT
13.71 IIRD YEAR'S BUDGET PERIOD 14.THIRD YEAR'S BUIXiET AMOUNT
' !
IS.SUMMARY DESCRIPTION OF PROJECT(See instruction on reverse)
The Edward Byrne Memorial Justice Assistance Grant Program(JAG)allows states arid units of local govenunent,including tribes,to support a broad range of
activities to prevent and control crime based on their own state and local needs and conditions.Grant funds can be used for state and local initiatives,technical
assistance.training,personnel,equipment,supplies,contractual support,and information systems fur criminal justice,including for any one or more of the
following program areas:1)law enforcement programs:2)prosecution and court programs;3)prevention and education programs;4)corrections and community
corrections programs;5)drug treatment and enforcement programs;6)planning,evaluation,and technology improvement programs:and 7)crime victim and
witness programs(other than compensation).
The I lawaii Police Department will utilize the FY 2015 JAG Award to purchase a three-year contract with Power DMS to obtain the Power DMS Suite,which will
assist in managing the Ilawaii Police Department's accreditation process.NCA/NCF
01P FORM 400012(REV.4-88)
KAREN EOFF o+• �' "1!%' . AARON S.Y. CHUNG
Chairperson • _:^ \���;�; MAILE"MEDEIROS"DAVID
�� ,.,,�/ GREGGOR ILAGAN
VALERIE T. POINDEXTER DRU MAMO KANUHA
Vice Chair • �r• ' , + �. DENNIS"FRESH"ONISHI
,TE OfN�''� DANNY PALEKA
MARGARET WILLE
HAWAII COUNTY COUNCIL
County of Hawai`i
Hawai`i County Building
25 Aupuni Street
Hilo, Hawai`i 96720
October 19, 2015
Dru Mamo Kanuha, Chairperson
Hawai`i County Council
25 Aupuni Street
Hilo, Hawai`i 96720
RE: Resolution No. 323-15 : RESOLUTION AUTHORIZING THE OFFICE OF THE
MAYOR TO ENTER INTO AN AGREEMENT WITH THE UNITED STATES DEPARTMENT
OF JUSTICE PURSUANT TO HRS 46-7, FOR A JUSTICE ASSISTANCE GRANT TO THE
HAWAII COUNTY POLICE DEPARTMENT; and
Bill No. 112 : AN ORDINANCE TO AMEND ORDINANCE NO. 15-57 AS
AMENDED, THE OPERATING BUDGET FOR THE COUNTY OF HAWAII FOR THE
FISCAL YEAR ENDING JUNE 30, 2016.
Pursuant to Section 2(g)of Rule 4 of the Rules of Procedure of the Council of the County of Hawai`i,this
written request is submitted with my approval that the above-referenced matter be waived from the
Committee on Finance to the full Council for immediate action. In reviewing this matter,timely approval
is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next
Council agenda for review. However, in the event this request is denied, for whatever reason, I
understand the matter shall be referred to the Committee on Finance for placement on its future agenda.
Sincerely,
-131‘) cskLiCa.eile.---41+
Karen Eoff, Chairperson
Committee on Finance
ApprovDate/Waive to Council: Disapproved/Date/Refer to FC:
101
' l X115
1(Dru Mamo Kanuha, Chairperson Dru Mamo Kanuha, Chairperson
Hawai`i County Council Hawai`i County Council
KE/wb
Hawai`i County is an Equal Opportunity Provider and Employer