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HomeMy WebLinkAboutCOM 0052.012 2016-2018 . ,tY OF/�,�• . Harr Kim '� Paul K. Ferreira y \,,I,i�'„ • z- Police Chief Mayor :. . ," ` COUNT`;' OF HAWAII f;TE:—M';,,- 70!7 DEC 29 AM #D• 29 Kenneth Bugado Jr. Deputy Police Chief County of Hawai'i POLICE DEPARTMENT 349 Kapiolani Street • Hilo,Hawai'i 96720-3998 (808)935-3311 • Fax(808)961-8865 DATE: December 12, 2017 TO: VALERIE T. POINDEXTER, COUNCIL CHAIR AND COUNCIL MEMBERS VIA: I• ` O O NTROLLER FROM: P L K. FERREIRA, POLICE CHIEF RE: NOTIFICATION OF GRANT AWARD COMPLIANCE WITH ORDINANCE NO. 10-59, SECTION 7(1) Name of Grant Program: SANE/SAFE Coordination and Program Strengthening Grantor: Department of the Attorney General, State of Hawaii County Grantee Department or Agency: Hawaii County Police Department Grant No. (IF KNOWN): 16-VA-09 Amount of Grant: $101,745.00 Amount of County Match: $ 25,437.00 County Revenue & Expenditure Account Numbers: 010.201.5216.51:3309.22 Grant Period (Commencement& Completion): July 1, 2017 to June 30, 2019 Purpose of Grant: To improve Hawaii County's response and victim services in cases involving crimes against women. Is final report required by grantor? x Yes No Notification attached: x Yes No, because Cann No. Sql I2 Ref. To: Ref. Date JAN 12 2018 "Hawai'i County is an Equal Opportunity Provider and Employer" r Project Number 16-VA-09 CONTRACT THIS CONTRACT, executed on,; the respective dates indicated below, is effective as of July 1, 2017, by and between the Department of the Attorney General, State of Hawaii, hereinafter called "Agency", by and through the Attorney General, and the Hawaii Police Department, whose business address is 349 Kapiolarl.,i Street, Hilo, HI 96720, hereinafter called "Grantee. " WITNESSETH WHEREAS, the Victims of Crime Act of 1984, Public Law 98-473, Title II, Chapter XIV, as amended by the Children' s Justice and Assistance Act of 1986, Public Law 99-401, as amended by the Anti-Drug Abuse Act of 1988, Public Law 100-690, Title VII, Subtitle D, as amended by the Crime Control Act of 1990, Public Law 101-647, as amended by the Federal Courts Administration Act of 1992, Public Law 102-572, as amended by the Department of Justice Appropriations Act for 1994, Public Law 103-121, Title I, Section 110, and as amended by the Violent Crime Control and Law Enforcement Act of 1994, Public Law 103- 1 (rev.9/2017) 4 d X. 322, Title XXIII, Subtitle S, codified at 42 U. S.C. 10601, et seq. (hereinafter "Act") , was enacted to assist states to support or enhance state and local victim assistance programs, and to designate a state office to solicit the federal financial assistance for such programs available under the Act and distribute the federal funds amongst state and county agencies in Hawaii; WHEREAS, the Department of the Attorney General, as the designated State Administering Agency, applied for and was awarded funds under the Act; WHEREAS, Grantee is qualified to receive funds available to Hawaii under the Act and its respective implementing regulations, contained in the Victims of Crime Act Victim Assistance Final Program Guidelines, and the Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C. E.R. Part 200, as adopted and supplemented by the Department of Justice in 2 C. F.R Part 2800 (together the "Part 200 Uniform Requirements") , and has applied to Agency under the Hawaii Revised Statutes (H.R.S) Chapter 103F Competitive Request for Proposal process; 2 (rev.9/2017) J. WHEREAS, Agency has reviewed Grantee ' s application for funds, and is satisfied that all of the requirements of the Act and its implementing regulations have been satisfied and that Grantee is capable of using the federal funds requested appropriately; WHEREAS, Grantee has demonstrated the capacity to provide the services, programs and activities described herein; P g has been selected for receipt of the federal funds as a Grantee under H.R.S. Chapter 103F, and is ready, willing and able to provide the required services, programs and activities; NOW THEREFORE, Agency and Grantee for and in consideration of the covenants, conditions, agreements, and stipulations hereinafter expressed, do mutually agree as follows: A. SCOPE OF SERVICES. Grantee shall, in a proper and satisfactory manner, as determined by Agency, and in accordance with the terms and conditions of this Contract, use the funds received under this Contract for the purposes stated herein and in accordance with the "Application For Grant" (Parts I through IV including all certifications required under Section C) and the 3 (rev.9/2017) Acceptance of VOCA Special Conditions attached hereto as Exhibit "A"A and by reference incorporated herein. It is understood that this Contract includes as a part hereof any rules, relevant ti is directives or instructions issued by the United States or the Agency, including the . provisions of the federal Office of Management and Budget' s Uniform Guidance and the effective edition of the Office of Justice Programs ' financial manual entitled "DOJ Grants Financial Guide. " B. TERM OF CONTRACT. This Contract shall be in effect for the period from July 1, 2017 to and including June 30, 2019 unless this Contract is sooner terminated as hereinafter provided or unless this Contract is extended in accordance with Section L. of this Contract. C. PERFORMANCE REQUIREMENTS AND CONDITIONS. 1 . Grantee shall comply with the guidelines set forth in the Act and all applicable federal regulations and guidelines, including but not limited to the provisions of the Final Program Guidelines published in the Federal Register, July 8, 2016, guidance issued by the Office for Victims of Crime, 28 C. F.R. Part 94, Part 200 Uniform Requirements and the effective edition of the "DOJ Grants Financial Guide. " 4 (rev.9/2017) L4 2 . Grantee shall comply with all the ordinances, codes, rules and regulations of the Federal, State and local government which in any way affect its performance under this Contract. 3. Grantee shall provide for an independent audit of its activities on a periodic basis in accordance with Part 200 Uniform Requirements. 4 . Prior to, or concurrently with the execution of this Contract, if so required by Agency, Grantee shall complete, execute and submit to Agency a Certification Regarding Drug-Free Workplace Requirements which meets the requirements of the Drug-Free Workplace Act of . 1988 (Pub. L. 100-690, Title V, Subtitle D, U.S .C. , Title 41, Chapter 10, §702) , hereinafter referred to as the "Drug-Free Workplace Certification. " A copy of the Drug-Free Workplace Certification shall be included in Part IV of the Application for Grant. Grantee covenants that the representations made in the Drug-Free Workplace Certification are true at the time this Contract is executed and will remain true throughout they entire term of this Contract and any extensions, and that Grantee shall fulfill all the requirements set forth therein. Grantee' s execution and submission of a false Drug-Free Workplace Certification, or Grantee' s violation of any or all of the requirements set forth therein shall entitle Agency to suspend one or more payments 5 (rev.9/2017) under this Contract, and/or terminate this Contract pursuant to the provisions of Section N of this Contract. Grantee warrants that it is aware that such false certification or violation of the requirements contained in the Drug-Free Workplace Certification shall subject the State of Hawaii to government- wide suspension or debarment, or other sanctions which, in turn, shall result in the withdrawal of funds from Grantee and/or the unavailability of future funding for Grantee. 5. Prior to, or concurrently with the execution of this Contract, Grantee shall complete, execute and submit to Agency a Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion, hereinafter referred to as the "Debarment Certification. " A copy of the Debarment Certification shall be included in Part IV of the Application for Grant. Grantee covenants that the representations made in the Debarment Certification are true at the time this Contract is executed and will remain true throughout the entire term of the Contract and any extensions, and that Grantee shall fulfill any and all terms and conditions set forth therein. 6. Prior to, or concurrently with the execution of this Contract, Grantee shall complete, execute and submit to Agency a Certification of Non-Supplanting, hereinafter referred to as the "Non-Supplanting Certification. " A copy of the Non- Supplanting Certification shall be included in Part IV of the 6 (rev.9/2017) 3 Application for Grant. Grantee covenants that the representations made in the Non-Supplanting Certification are true at the time this Contract is executed and will remain true throughout the entire term of the Contract and any extensions, and that Grantee shall fulfill any and all terms and conditions set forth therein. 7 . Prior to, or concurrently with the execution of this Contract, if so required by Agency, Grantee shall complete, execute and submit to Agency a Certification Regarding Lobbying, hereinafter referred to as the "Lobbying Certification, " and any subsequent disclosure forms required under Section 1352, Title 31 U. S. C. A copy of the Lobbying Certification shall be included in Part IV of the Application for Grant. Grantee covenants that the representations made in the Lobbying Certification are true at the time this Contract is executed and will remain true throughout the entire term of the Contract and any extensions, and that Grantee shall fulfill any and all terms and conditions set forth therein. 8 . Grantee shall comply with the non- discrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968 which prohibits discrimination in employment and in the delivery of services or benefits on the basis of race, color, national origin, religion, or sex; Title VI of the Civil Rights Act of 1964 which prohibits 7 (rev.9/2017) I discrimination in the delivery of services or benefits on the basis of race, color, or national origin; Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act of 1990 which prohibit discrimination in employment and in the delivery of services or benefits based on disability; Title IX of the Education Amendments of 1972 which prohibits discrimination on the basis of sex in training or educational programs; the Age Discrimination Act of 1975 which prohibits discrimination in the delivery of services or benefits on the basis of age; the Department of Justice regulations implementing the above-referenced statutes at 28 C. F.R. Part 42, subpts. C, D, G, and I, 28 C. F.R. Part 35, and 28 C. F.R. Part 54; Exec. Order No. 13279, 28 C. F.R. Part 38 (equal protection of the laws for faith-based and other neighborhood organizations) ; Exec. Order No. 13166 and U. S. Department of Justice, Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons; the Hawaii State Fair Employment Practices Act, Chapter 378, Hawaii Revised Statutes; and all other applicable federal and state laws, rules and regulations. 9. Grantee assures Agency that if it is g Y required to formulate an Equal Employment Opportunity Program in 8 (rev.9/2017) A accordance with 28 C. F.R. §§ 42 . 301 et seq. it will submit a certification to Agency that a current program is on file. 10. Grantee shall maintain accounting procedures and practices acceptable to Agency, and books, records, documents and other evidence which sufficiently, accurately and properly reflect all direct and indirect expenditures and all interest or other income earned as the result of funds provided pursuant to this Contract. Grantee shall ensure that its own books, records, and documents are available for inspection, reviews or audits at all reasonable times by Agency or the United States Department of Justice. In addition, Grantee shall prepare and submit to the Agency reports in such form and at such times as Agency or the Office for Victims of Crime may require. Grantee shall submit quarterly financial reports fifteen (15) calendar days after the end of each calendar quarter. Grantee shall submit monthly request for funds and cash balance reports fifteen (15) calendar days after the end of each month. The final fiscal reports must be received by Agency within sixty (60) days after the date this Contract terminates or unless mandated earlier by Agency. Records and financial accounts shall be retained iby the Grantee and shall be accessible to Agency and the United States Department of Justice for at least three years after Agency' s grant with the Office for Victims of Crime is closed. 9 (rev.9/2017) r 11. The final drawdown for funds must be received by Agency within thirty (30) days after the date this Contract terminates. 12. Any funds provided to Grantee under this Contract which are unencumbered on the date this Contract terminates shall be returned to Agency; all funds provided under this Contract which are encumbered but not disbursed within sixty (60) days after this Contract terminates shall be returned to Agency. 13. Grantee shall submit progress reports as required for the Act funds to Agency during the term of the Contract as stipulated under Part IV. of the Application for Grant, Attachments, Acceptance of VOCA Special Conditions. 14 . If so required by Agency, Grantee shall certify to Agency that any expendable or nonexpendable personal property purchased or acquired with funds received under this Contract will be used for victim assistance purposes before title in such property may vest in Grantee. Grantee shall submit a certification to Agency within thirty (30) days after the date this Contract terminates. If a certification is not provided by Grantee, title to any personal property purchased or acquired with funds received under this Contract shall vest in Agency and such personal property shall be delivered to the Agency in good 10 (rev.9/2017) working order upon expiration or sooner termination of this Contract. 15. Grantee shall ensure that Twenty-five thousand four hundred thirty-seven no/100 dollars ($25, 437 . 00) are available as matching funds to provide the services under this Contract . Grantee shall maintain records which clearly and accurately show the source, , amount and the timing of match contributions. If, at the end of the Contract period, Agency determines that Grantee does not have the required matching contribution, Grantee shall return all of the federal portion ' of the project cost for which the Grantee does not have the required match. D. PERSONNEL. 1. Grantee shall secure at its own expense all personnel required to perform the services required under this Contract. All such personnel shall not be considered employees of, or have any contractual relationship with the State of Hawaii unless Grantee is otherwise an agency of the State. 2. Grantee shall ensure that none of the work or services to be provided under this Contract shall be subcontracted or assigned without the prior written approval of Agency. ,11 (rev.9/2017) E. SUBCONTRACTS. Grantee may provide some or all of the services required under this Contract by subcontract provided that Grantee secures the prior written consent of Agency. In the event Grantee enters into a subcontract with a private organization to perform any of the services or activities required under this Contract, Grantee agrees that the period of each subcontract shall not exceed the term of this Contract, and funds to the private organization will not be released unless and until the requirements set forth in applicable state law and implementing rules are complied with by the subcontractor. All subcontracts shall include provisions to ensure that Grantee is capable of satisfying the requirements of this Contract. All subcontracts shall be reduced to writing and shall include all provisions of this Contract required of Grantee. F. SERVICES AS INDEPENDENT CONTRACTOR. 1. In the performance of the services required under this Contract, Grantee shall be an independent contractor with the authority to control and direct the performance and details of the work and services required under this Contract; however, Agency shall have the right to inspect work in progress 12 (rev. 9/2017) to determine whether, in Agency' s opinion, the work is being performed by Grantee in accordance with the provisions of this Contract. All persons hired or used by Grantee shall be Grantee' s agents and employees and Grantee shall be responsible for the accuracy, completeness, and adequacy of any and all work and services performed by its agents and employees . Furthermore, Grantee intentionally, voluntarily, and knowingly assumes the sole and entire liability if such liability is determined to exist, to its agents and employees or to third persons, for all loss, cost, damage or injury caused by Grantee' s agents and employees in the course of their employment. The performance of work under this Contract alone shall not be construed as employment with the State of Hawaii and shall not entitle Grantee' s agents and employees to vacation, sick leave, retirement, or other benefits directly afforded state employees by statutes. Grantee shall be responsible for payment of all applicable federal, state, and county fees which may become due and owing by the Grantee by reason of the Contract, includingbut not limited to (i) income taxes, (ii) employment related ,fees, assessments and taxes and (iii) general excise taxes. The Grantee also is responsible for obtaining all licenses, permits and certificates that may be required in order to perform this Contract. 13 (rev.9/2017) 2. This section shall not be applicable if Grantee is an agency of the State of Hawaii. G. COMPENSATION. 1. Subject to continuing availability of funds, Agency agrees to pay Grantee, for services satisfactorily performed under this Contract, a sum not to exceed One hundred one thousand seven hundred forty-five and 00/100 dollars ($101, 745 . 00) to be spent for the purposes of this Contract. This sum represents any and all compensation to be paid to Grantee for any and all services it provides, and for any and all travel costs, materials, supplies, equipment, overhead, taxes, and other incidentals and operating expenses which it incurs or may incur in connection with this Contract. 2. It is covenanted and agreed by and between the parties hereto that, as to the portion of the obligation under this Contract to be payable out of federal funds, this Contract shall be construed to be an agreement to pay such portion to the Grantee onlyout of federal funds to be received from the federal government when the federal funds are so received and shall not be construed as a general agreement to pay such portion at all events out of any funds other than those which are received from the federal government . 14 (rev.9/2017) H. METHOD OF PAYMENT. 1. All funds available for use under this Contract shall be subject to the allotment system as provided in Chapter 37, Hawaii Revised Statutes. 2 . Payments to Grantee under this Contract shall be made in accordance with and subject to the following provisions: a. Payments shall be made monthly upon receipt of Grantee' s completed request for funds . b. All payments shall be made in accordance with and subject to Chapter 40, Hawaii Revised Statutes, which specifies the accounting procedures and controls applicable to payments out of the Treasury of the State of Hawaii. c. If an amount of reported expenditures is preliminarily determined by Agency to be inappropriate and unallowable, Agency may deduct an equivalent amount from the next payable installment and may withhold payment of the amount of the moneys equivalent to the questioned expenditures until later resolution of the discrepancy by audit or other means . If, after payment of the last installment, investigation and examination reveal additional expenditures that are determined by Agency to be inappropriate and unallowable, Agency may require that an equivalent amount of moneys be refunded to 15 (rev.9/2017) l Agency notwithstanding Agency's preliminary determination of appropriateness and allowability. d. Failure to submit required reports by the applicable deadline will result in the withholding of payments until such time as the reports are received by Agency. Grantee shall continue to provide the services, programs and activities during the period that payments are being withheld. I . INDEMNIFICATION. 1. It is strictly understood that the State of Hawaii shall in no way be held liable for any damages, cause of action or suits resulting from the acts, activities, or omissions of Grantee. Grantee shall indemnify and save harmless the State of Hawaii, Agency, and their officers, agents, and employees from and against any and all liability, loss, actions, claims, suits, damages, costs or expenses, including all attorneys' fees, and all claims, suits, and demands therefor, arising out of or resulting from the acts or omissions of Grantee, its officers, employees, agents, or subcontractors occurring during or in connection with the performance of Grantee' s services under this Contract, or arising out of or resulting from breach of this Contract by Grantee. Grantee shall defend the State of Hawaii, Agency, and their officers, agents, and employees against any such action or claim unless 16 (rev.9/2017) _ A the action or claim involves an act or omission solely of Agency, its officers, agents, or employees. 2 . This section shall not be applicable if Grantee is an agency of the State of Hawaii. 3. The County of Hawaii will indemnify to the State of Hawaii, Agency and their officers, agents, and employees to the extent permitted by law, and it is understood that payment is subject to approval by the county council/or city council, as the case may be. J. CONFIDENTIAL MATERIAL. Any information, data, report, record, summary, table, map, or study given to or prepared or assembled by Grantee under this Contract which is identified as proprietary or confidential information that Agency requests to be kept confidential shall be safeguarded by the Grantee and shall not be made available to any individual or organization other than any subcontractor to which the material may relate, without prior written approval of Agency. Grantee shall submit a completed Privacy Certification for review and approval prior to the expenditure of funds for the collection of identifiable research/statistical data. All information, data, or other material provided by the Grantee or the Agency shall be kept confidential only to the extent permitted by law. Grantee shall ,17 (rev.9/2017) comply with the requirements of Chapters 487J, 487N and 487R, Hawaii Revised Statutes as applicable. K. COPYRIGHT AND PATENT. The Agency shall have complete ownership of all material, both finished and unfinished, which is developed, prepared, assembled, or conceived by the Grantee pursuant to this Contract, and all such material shall be considered "works made for hire. " No summary, report, map, chart, graph, table, study or other documents or discovery, invention, or development produced in whole or in part with funds made available under this Contract shall be the subject of an application for copyright or patent by or on behalf of Grantee, its officers, agents, or its employees, or its subcontractors without prior written authorization from Agency. To the extent that any material, summary, report, map, chart, graph, table, study, or other documents, or discovery, invention, or development under this Contract is not recognized as a "work made for hire" as a matter of law, Grantee hereby assigns to the Agency any and all copyrights in and to the material. L. MODIFICATION OF CONTRACT. Any modification, alteration, amendment, or change to this Contract other than to the "Application For 18 (rev.9/2017) 1. i Grant" (attached hereto as part of Exhibit "A") or to the period during which this Contract is in effect in Section B, including increases (subject to the availability of funds) or decreases in the amount of compensation, permitted by this Contract shall be made by written supplemental agreement to this Contract and executed by Grantee and the Attorney General or the Attorney General ' s designee. Modifications, alterations or changes to provisions of the "Application For Grant" may be requested by Grantee, approved by the Administrator of the Crime Prevention and Justice Assistance Division on Agency' s behalf, and made by substituting or inserting the revisions in Exhibit "A. " Modifications, alterations or changes to the period during which this Contract is in effect may be requested in writing by Grantee or Agency, up to forty-five (45) days before the Contract would otherwise terminate, and shall be effective as of the date approved by the Administrator of the Crime Prevention and Justice Assistance Division (if requested by Grantee) or Grantee (if requested by Agency) and made by attaching a party' s written request with the other; party' s written approval thereon to this Contract. No oral modification, alteration, amendment, change, or extension of any term, provision or condition of this Contract shall be permitted. 19 (rev.9/2017) I M. CONFLICT OF INTEREST. Grantee represents that it presently has no interest and promises that it shall not , acquire any interest, direct or indirect, that would conflict in any manner or degree with the performance of the services under this Contract . N. TERMINATION OF CONTRACT. 1. If, for any cause, Grantee refuses or fails to satisfactorily fulfill in a timely or proper manner its obligations under this Contract or any extension thereof, or if Grantee breaches any of the promises, terms or conditions of this Contract and, having been given reasonable notice of and opportunity to cure any such default, fails to take satisfactory corrective action within the time specified by Agency, Agency shall have the right to terminate this Contract by giving written notice to Grantee of such termination ten (10) calendar days before the effective date of such termination. The Grantee shall continue performance of the Contract to the extent it is not terminated. Notwithstanding termination of the Contract, and subject to any directions from the Agency, the Grantee shall take timely, reasonable, and necessary action to protect and preserve property in the possession of the Grantee in which the Agency has an interest. 20 (rev.9/2017) 0 4 2 . Furthermore, Agency may terminate this Contract without statement of cause at any time by giving written notice to Grantee of such termination at least thirty (30) calendar days before the effective date of such termination. 3. In the event of termination of either type, all finished or unfinished documents, reports, summaries, lists, charts, graphs, maps, or other written material prepared by Grantee, under this Contract shall, at the option of Agency, become Agency' s property and, together with all information, data, reports, records, maps, and other materials (if any) provided to Grantee by Agency, shall be delivered and surrendered to Agency on or before the effective date of termination. 4 . Grantee shall be entitled to receive only such compensation as shall have been satisfactorily. earned prior to the effective date of termination. Agency shall determine the amount of work satisfactorily completed and the amount of compensation satisfactorily earned. If the termination is for cause, any other provisions to the contrary notwithstanding, Grantee shall not be relieved of liability to Agency for damages sustained by Agency because of any breach by Grantee of this Contract. 21 (rev.9/2017) ` G , 0. WAIVER. The failure of the Agency to insist upon strict compliance with any term, provision, or condition of this Contract shall not constitute or be deemed to constitute a waiver or relinquishment of the Agency' s right to enforce the same in accordance with this Contract. It is expressly understood and agreed that no waiver granted by Agency on account of any violation of any promise, term or condition of this Contract shall constitute or be construed in any manner as a waiver of the promise, term or condition or of the right to enforce the same as to any other or further violation. P. DISPUTES; GOVERNING LAW; VENUE. Any dispute concerning a matter of fact arising under this Contract or any subcontract, which is not disposed of by mutual agreement within fifteen (15) calendar days, shall be decided by the Attorney General, or the Attorney General ' s duly designated representative, who shall reduce the decision to writing and mail or otherwise furnish a copy of the decision to Grantee. The decision of such person shall be final and conclusive. Pending final decision of such dispute, Grantee shall proceed diligently with the performance of this Contract in accordance with Agency's request. The validity of this Contract and any of its terms or provisions, as well as the 22 (rev.9/2017) rights and duties of the parties to this Contract, shall be governed by the laws of the State of Hawaii. Except as otherwise provided in this Section, any action to enforce this Contract or for breach of this Contract shall be brought only in a State court of competent jurisdiction in Honolulu, Hawaii. Q. ADDITIONAL CONDITIONS. Additional conditions may be imposed upon Grantee by reducing them to writing and designating them as exhibits to this Contract. Any such exhibit shall be attached hereto and thereby incorporated herein. 23 (rev.9/2017) IN WITNESS WHEREOF, the parties hereto have executed this Contract . DEPARTMENT OF THE ATTORNEY GENERAL APPROVED AS TO FORM: STATE OF HAWAII, ("AGENCY" ) By Deputy Attorney General, State of Hawaii Print Name Russell A. Suzuki Its First Deputy Attornej General Date AV HAWAII POLICE DEPARTMENT, '144 ("GRANTEE") APPROVED AS TO FORM AND LEGALI By ,,,e5g4gKoration Counsel County of Hawali Print Name Harry Kim 'NtS.M6;1. Title Mayor Date 24 (rev. 9/20 1 7) CONTRACT NO. 16-VA-09 Attachment 1 • SCOPE OF SERVICES See Exhibit A • • • • AG Form 103F10(10/8) CRIME PREVENTION AND JUSTICE ASSISTANCE DIVISION DEPARTMENT OF THE ATTORNEY GENERAL 235 South Beretania Street, Suite 401,Honolulu, Hawaii 96813 FY 2016 VICTIMS OF CRIME ACT FORMULA GRANT APPLICATION PART I. TITLE PAGE A. PROJECT TITLE: SANE/SAFE Coordination and Program Strengthening B. APPLICANT AGENCY: Hawaii Police Department C. SYSTEM FOR AWARD MANAGEMENT(SAM): Z Yes 0 No DUNS No. 613154335 D. APPLICATION RANKING WITHIN AGENCY: (as determined by agency head) E. ADDRESS: 349 Kapiolani Street City Hilo State HI Zip+4 digits 96720-3912 F. LOCATION OF PROJECT: Hawaii Island G. PROJECT PERIOD: From July 1 2017 To June 30,2019 H. VOCA PRIORITY AREA(S): ❑Underserved Populations (specify population) ❑Victims w/Disabilities D Victims of Violent Property Crime ❑Elderly Victims ❑ Rural or Geographically Isolated • ❑Victims of Sex Trafficking ❑ Survivors of Homicide/Neg Homicide ❑Immigrant/LEP Victims ❑ Tourist/Visitor Victims ❑LGBTQQ Victims ®Sexual Assault ❑Domestic Violence ❑Child Abuse ❑N/A I. ADDITIONAL CONSIDERATION(S): 0 Underserved Population—additional points ❑Child Abuse Set Aside ❑Geographic Set Aside ®N/A J. TOTAL PROJECT AMOUNT: Federal Funds Requested $ 101,745 20%Match $ 25,437 Total Project Funds $ 127,182 K. OTHER FUNDING SOURCES: Is the proposed project seeking other sources of funding? Yes El No ® *If y,then provide name of source and the amount of funds that is being sought: Source: Amount$ L. PROJECT DIRECTOR Name: Sharlotte Bird Title: Acting Lieutenant,JAS,Area II Address: 74-611 Hale Makai Place City: Kailua-Kona State: HI Zip: 96740 Telephone: 326-4646 Fax: 327-3650 E-Mail: Sharlotte.Bird@hawaiicounty.gov M. FINANCIAL OFFICER Name: Raynette Nani Fukui Title: Accountant III,Finance Address: 349 KapioIani Street City: Hilo ,State: HI Zip: 96720 Telephone: 961-2274 Fax: 961-2390 E-Mail: Raynette.Fukui@hawaiicounty.gov FOR CPJAD USE Date received: III' Project Number: 19—VA -041 AG/CPJAD#1A(Rev 03/2017) EXHIBIT A P • PART II. DESCRIPTION OF PROJECT A. THE PROBLEM The HPD views sexual assault as a serious and on-going problem. The number of sexual assaults in Hawaii County has remained fairly constant over the years. In 1995, the HPD established the SAFE (Sex Assault Forensic Exam) Program to improve investigations of sexual assault cases and effectively address the needs of victims. The SAFE Program provided medical and forensic services to victims through certified SAFE personnel known as Sex Assault Nurse Examiners (SANEs). The SANEs received extensive training in recognition, evaluation, and classification of various injuries resulting from traumatic seXual contact. SANEs also receive training in performing a medical-legal examination, forensic photography, evidence collection, report-writing, and other methods of documenting injuries for evidential purposes. The collected evidence and testimonials provided by the SANEs to the HPD's Criminal. Investigation Division (CID), Sex Crime Unit (SCU), and Juvenile Aid Section (JAS) detectives and the county prosecutors have contributed to the successful prosecution of sex assault offenders. The number of SAFEs performed per year is slowly increasing. This may be attributed to HPDs increased awareness of the need for a SAFE, the 24/7 availability of a SANE in West Hawai'i, increased coverage in East Hawaii, increased disclosure by victims and increased coordination within the Sex Assault Response Team (SART). From 1995 to 2010, the SAFE Program was spearheaded by a highly experienced certified SANE who was employed with the county. The SANE coordinator was responsible for all aspects of the program and worked directly with the CID, SCU and JAS personnel. In October 2010, the SANE coordinator retired and efforts to fill the position were unsuccessful due to lack of qualified candidates. The position was subsequently frozen and then unfunded because of county budget shortfalls. Without the SANE coordinator, the HPD's SAFE Program lacked the quality assurance activities, including quality improvement goals and peer review process. Peer review or review by a certified SANE Is critical to ensuring consistency of victim care and the quality of reporting and evidence collection. Lack of peer review could result in loss of skills, inadequate knowledge of up-to-date processes, and increase in errors that could lead to compromised evidence and care for the victim. In order to continue with the SAFE Program, the HPD, using FY10 VAWA funds, outsourced what was previously an in-house program. The contracted provider took on the role of SANE recruitment, coordinated SAFE training and preceptorship, maintained coverage of SANEs in both East and West!Hawaii, managed the island's SAFE rooms, developed policies and procedures and developed a peer review process. The contractor began the process of recruitment and, to date, has three qualified Adult and Pediatric trained SANEs working,in both East and West Hawaii, with West Hawaii having 24/7 coverage. An additional nurse in East Hawaii has been qualified to • perform adult SAFEs and is in the process of completing her preceptorship for pediatric SAFEs. Three additional nurses are in the process of completing their preceptorship for adult SAFEs, one of which has started the didactic portion of the pediatric training. Another nurse candidate is currently working on the adult didactic portion of the SAFE training. Progress has been made to strengthen the SAFE program and again be a strong component of the investigative procedures and evidence collection for the County of Hawaii. In the past, VAWA funds have been used to support SAFE exams for victims over the age of 13, provide on-call pay for nurses and fees associated with the coordination of SANE services by the YWCA. On-call pay is being utilized in West Hawaii since there is 24/7 coverage. East Hawaii does not have 24/7 coverage, but with the addition of two nurses on calendar for adult SAFEs, the fees associated with on-call pay are expected to increase and by the end of the contract, there will be close to 24/7 coverage on both sides of the island for both adult and pediatric SAFEs. With the progress in recruiting and training additional nurses, the HPD, along with the subcontractor, the YWCA, it has been determined that there is an increased need for chart review, peer review on all exams, follow-up care to victims such as outreach regarding medical follow-up care, safety planning, and other services required to help the victim restore a sense of power and control. Currently, there is no chart review being performed, and peer review is done with a certified SANE only when the nurse is unsure of her interpretation. Follow-up outreach is at the discretion of the victim. • It was further determined that in the event, a SAFE was not determined to be necessary (it was post 120 hours or the victim refused to have a SAFE) the victim was not receiving services because the advocate and the SANE were not necessarily utilized for that victim because their services may not have been needed at that time. These victims have a high potential for"falling through the cracks" and not receiving supportive services from agencies that specialize in providing sexual assault services. The HPD currently has a specified budget of$14,000 to support the payment of • forensic testing. "Forensic testing" includes all forensic testing conducted by the HPD for a variety of crimes. This budget is not specific to SAFEs. With the increased number of SAFEs and Hawaii County's budget reductions, the cost of the SAFEs are not being fully realized by the Hawaii County and therefore HPD is required to look for other means of supporting the program. The cost of each SAFE is approximately $468. Even if the forensic testing budget was used strictly for SAFEs, a budget of$14,000 can only pay for approximately 29 exams. Approximately 57 exams were conducted from FY July 1, 2016, to June 30, 2017. On-call pay has been critical to maintaining qualified nurses in the SAFE program. This was evidenced when the SAFE program was subcontracted out; the on- call pay was discontinued at that time. All nurses who had contracted with the County of Hawaii, with the exception of one nurse, left the program and found employment elsewhere. If on-call pay were to be reduced or discontinued, there would be a reduction of contracted nurses available for SAFE exams. 1 j For this funding round, the HPD is proposing the VOCA funds are used to contract to the provider who will continue to coordinate and implement a portion of the SAFE Program, with portions of the funding to be provided for increased services to victims (post-SAFE outreach), outreach to victims who do not qualify for or refuse a SAFE, establish and implement a quarterly chart review of all SAFE exams (for completeness) and to establish and implement a quarterly peer review meeting for all island SANEs to review, discuss and establish corrective actions and training for nurses. An additional portion of the funding would be to pay for 55 SAFE exams and a final portion of the funds will be used for on-call pay for the SAFE trained nurses. The YWCA has successfully completed a request for proposal for the continuation of providing the coordination of SANE services and was awarded the contract with the County of Hawaii during FY 2015-2016. B. GOALS AND OBJECTIVES Goal: • To improve Hawaii County's island-wide response to sexual assault by ensuring 24-hour access to comprehensive medical and forensic services for all victims of sexual assault. Objectives: • 1. Two additional on-call SANE purses will be available to provide sex assault services to 50% more clients by the end of the contract period. 2. Ensure that 100% of all victims who do not qualify or opt not to have a SANE conducted are notified of the availability of, and if requested, provided services from agencies specializing in sexual assault trauma. 3. Ensure that 100% of all victims receiving SANE services receive follow-up care with regards to medical referrals, therapeutic services and other services related to sexual assault trauma. 4. Establish procedures and guidelines for the chart review process by December 2017 to strengthen the quality of the SAFE reporting. Once procedures and guidelines are established, conduct quarterly chart reviews of all SAFE charts, to ensure consistency, completeness, and compliance. 5. Establish procedures and guidelines for the peer review process by December 2017 to strengthen the quality of SAFE reporting. Once procedures and guidelines are etablished, conduct quarterly peer review meetings with all SANEs, to include SANEs in training, to discuss findings, corroboration of the interpretation, and determine corrective actions if there are differences in opinions amongst the SANEs. 6. Increase collaboration between the YWCA, HPD, and SART members, to improve communication and coordinate activities; this enables an effective and efficient use of resources and services for sex assault victims.,By the end of the contract period, YMCA, HPD, and SART members will attend at least six face-to-face meetings to collaborate resources and services and consult with each other telephonically as needed. 7. Ensure quality investigations by collecting documentation to include photographs of sex assault evidence in 100% of all SANEs. C. PROJECT ACTIVITIES Upon receipt of VOCA 2016 funding, the HPD will contract to the YWCA of Hawaii to oversee, coordinate, and continue to perform the services of the SAFE Program. The contracted agency will be responsible for the following activities throughout the project period. Coordination Activities: 1. Continue to provide coordination of the SAFE program for HPD. The YWCA will continue to receive referrals from HPD, the crisis line, Child Welfare Services and self-referrals for a victim to receive SAFE services. The call-out, made through the crisis line will begin the process for the coordination of the services at either Hilo Medical Center or Kona Community Hospital. Services will include the participation of a SANE and a YWCA advocate. Services will be provided according to Statewide Guidelines established by the Hawaii Sexual Resource and Training Task Force. At all times, during the service, both the SANE and the advocate will be working with a victim-centered approach, with the victim having decision making authority with regards to her/his case. • The nurse will provide the forensic examination on the victim, while the advocate provides emotional support to the victim during the exam. The advocate, with permission from the victim, will remain with the victim during the entire exam. Resources and referrals for future care will be provided to the victim after the exam is completed. Both the SANE and the advocate will work in tandem to provide information to the victim. The SANE will provide follow-up health care tips and referrals and the advocate will provide community resource information and referrals to other services. The availability of on-call SANEs will be increased upon completion of ongoing training. Several nurses are currently attending training to achieve proper certification as a SANE and are expected to achieve this status before the end of this contract period. Services will be provided island-wide. 2. • In conjunction with HPD, the YWCA will establish outreach procedures to support victims of sexual assault who do not qualify for a SAFE or opt out from receiving the SAFE. • a Currently, if a victim does not qualify for a SAFE and/or refuses to have a SAFE, the victim may not necessarily receive services from service providers who specialize in sex assault services and the victim is left to her own devices to heal from the trauma. While HPD works with the victim to move the case forward, and will refer the victim to the specialized services, the victim may not want to initiate services for whatever reason. To better serve the victim, HPD and the YWCA will work together to determine if there are ways to provide outreach to a victim without violating confidentiality. For example, one way may be that is an HPD Detective may call an advocate to provide services when they meet with the victim during the investigation. Another example may be to ask the victim if they may be contacted for services. The goal is to get the victim into services without violating investigative policies and procedures. 3. In conjunction with HPD, the,YWCA will establish follow-up procedures to support victims of sexual assault who receive SANE services. A sex assault victim requires follow;up care which often involves medical treatment, therapeutic services, and other services that directly correlate to the sex assault trauma. 4. Prepare procedures to implement a quarterly chart review of all SAFE exams for completeness and compliance against State Guidelines and Best Practices. Currently, chart review is not;performed by a medical professional. Notification of missing information usually is found at the HPD level or at the prosecutor's level. To further strengthen the work of the SANE, SANEs will be trained to provide a chart review for completeness and compliance to the guidelines established by HSART. The YWCA will coordinate with HPD on a quarterly basis for a SANE to come to the station to perform an on-site review of all charts. The YWCA will provide HPD with a list of SAFEs performed the previous quarter at the beginning of every quarter. When the cases have been compiled by HPD, HPD will contact the YWCA to let them know that the charts are available for review. The SANE will report to HPD premises and perform the chart review on-site. • 5. Prepare procedures to implement a quarterly Peer Review meetings with all SANEs and SANEs in training. Currently, YWCA is reviewing the peer review process utilized by other agencies. There are also peer review webinars that are sponsored by the MidWest Children's Advocacy Center where a specific agenda is followed, and SANEs on contract are already participating in. The YWCA will evaluate the different methods and develop a procedure and general agenda for the peer review process prior to implementing the process. There will be a form that is filled out for every chart and a compilation of results will be provided to the YWCA and HPD. Based on the findings, training topics will be determined and feedback will be provided to the SANE who performed the SAFE. In instances where addendums need to be made, the SANE, YWCA and HPD will determine next steps. 6. Participate in the Inter-Agency Council, Big Island Coalition Against Sexual and Physical Assault, HSART (if reinstated), Hawaii Coalition Against Sexual Assault and other meetings involving the SANE program services and/or coordination of care. Both HPD and the YWCA participates in a variety of meetings that are related to sexual assault and sex assault services. Additional meetings that are a result activities associated with the grant will be included in the report as well. 7. Provide appropriate documentation/pictures of sex assault evidence to HPD. Currently, cameras used during the SAFE exam are specifically designed to take photographs up close to show bruising, scarring, injuries and have the capacity to zoom in to see ridges of fingertips. The nurses turn over the memory stick that was used in the camera during the SAFE to the attending detective along with the evidence kit. The only pictures on the memory stick will be the pictures of the victim. The detective takes the memory stick along with the Sex Assault Kit into custody. HPD will copy the pictures from the memory stick and burns at least two CDs. One CD is put into evidence with the Sex Assault Kit. Another CD is given to the SANE to be able to review and complete the SAFE report. Once the report is completed, the report and the CD copy are submitted back to HPD. The SAFE report and the pictures of the sex assault evidence are submitted by HPD with the criminal investigation to be used for criminal prosecution. 8. Provide narrative and statistical progress reports to the HPD to meet requirements of contract funding. Currently information regarding victims and demographics are maintained on a custom data base that is HIPAA compliant. Reports are easily generated for reporting purposes. To ensure that required information is captured, the YWCA will work with their software developer to determine if all information is captured and reported. The YWCA also maintains information in an excel spreadsheet to compare results. Information collected includes the location and date of the SANE, victim's age and gender, if the SANE was conducted within the recommended 120 hours or not, and where the SANE bill was sent. On-Call Pay Activities: 0 t 1. Provide on-call pay to nurses who are qualified in Adult SANE and Pediatric SANE who are willing to be on-call for 24 hour shifts or a portion thereof. Currently there is a VAWA S.T.O.P grant that provides some of the on-call pay for SANEs. This grant basically covers one side of the island for on-call pay. As nurses train and come on calendar for the other side of the island, there will be a lack of funds to provide the on-call pay. Therefore, on-call pay is being requested from this grant. 2. Nurses with both SANE adult and SANE pediatric training will receive`n- call� p y of$60.00/24 hour shift or a portion thereof. While on-call, nurses are expected to be able to respond to a;phone call/call-out within 15 minutes of the call and schedule a SAFE exam within 60 minutes of the call-out. While on-call, it is expected that nurses will remain at the ready which will include being within reasonable cell phone coverage, will not drink or take any form of medication that may inhibit their ability to provide services to a victim of sexual assault. 3. Nurses with SANE adult training will receive on-call pay of$30.00/24 hour shift or a portion thereof. While on-call, nurses are expected to be able to respond to a phone call/call out within 15 minutes of the call and schedule a SAFE exam within 60 minutes of the call-out. While on-call, it is expected that nurses will remain at the ready which will include being within reasonable cell phone coverage, will not drink or take any form of medication that may inhibit their ability to provide services to a victim of sexual assault. 4. When a nurse with Adult SANE training completes the Pediatric SANE training, the on-call pay will increase to $60.00/24 hour shift or a portion thereof. All conditions for being on-call will remain the same. 5. Maintain fiscal records to support compliance with the grant. SAFE Pay Activities 1. Provide payment to SANEs who have performed a SAFE or a portion of a SAFE. The nurses will be required to submit an invoice to the YWCA for services rendered. At a minimum, the nurses will provide the following information: • Name • • Address • GE Tax ID • Date of Service • Type of Service • Name of Victim • Age of Victim • Gender of Victim • HPD Case,Number • • Pre or Post 120 • Number of Hours of Service if it was not a SAFE or a part of a SAFE The Program Director will review the invoice for completeness, enter the appropriate data into the database/spreadsheet, code the invoice (determine which grant will be supporting the expenditure) and approve for processing. The invoice will then be submitted to the Finance Department for processing. 2. Payment will be in conjunction with the contract that has been signed by the nurses with the YWCA and approved by HPD. 3. Maintain fiscal records to support compliance with the grant. Records will be found in both the Program Director and the Finance Department, with some of the records in duplication. The Program Director will place a copy • of the invoice from a SANE in the appropriate SANE contract file (one per nurse) to show the history of work and payments. The Finance Department scans every invoice and attaches it to the appropriate fund in the Accounting software utilized by the YWCA, Intacct. With the current accounting software, the Program Director is able to access reports on a real time basis and work with the Finance Department should there be any issues. Fiscal audits by the Program Director, HPD or any other funder may be initiated at any time. is ) HPD Activities 1. Provide guidance to the contract provider with regard to the SAFE Program. This will be done with regular meetings and conversations between HPD and the YWCA. Feedback will be provided during these meetings and conversations, and if corrective actions are required, will be established and monitored by HPD. 2. Conduct regular monitoring visits (dates to be determined) with the contract provider to assess and evaluate the status and progress of the SAFE program and review submitted Performance Measurement Reports submitted by the contract provider. 3. Participate in the Inter-Agency Council, Big Island Coalition Against Sexual and Physical Assault, HSART (if reinstated), and other meetings involving the SANE program services and/or coordination of care. 4. Reimburse the contract provider for the actual cost of services provided under the SAFE Program. The contractor will provide invoices on a regularly established basis that details the expenditures, including the timesheets of YWCA employees who were involved with the project, and copies of receipts and/or invoices to support the expenditures. 5. Submit all required programmatic and financial reports to the Department of the Attorney General on a timely basis. D. TIMELINE NOTICE OF AWARD, JUNE 2017 • HPD and YWCA meet to discuss program goals and objectives, finalize how they will be met and make assignments regarding data collection. • Evaluate current data collection system to determine if modifications need to be done to be compliant with the project. JULY 2017 • Begin development and/or revision of current policy and procedures for chart review. • Begin development and/or revision of current policy and procedures for peer review sessions. • Make modifications to database to collect data required for the contract. • SANE/SAFE coordination continues. i s AUGUST 2017 • Policies and procedures completed. • Database completed. • Policies and procedures dispersed to appropriate parties (HPD, YWCA, SANEs). • SANE/SAFE coordination continues. SEPTEMBER 2017 • SANE/SAFE coordination continues. • Plans for chart review commence. • Plans for quarterly peer review commence. • From other funding, adult didactic course for SANEs is offered in Kona. OCTOBER 2017 • Compile statistics for quarterly review. • Review expenditure reports for quarterly review. • Submit required PMT. • SANE/SAFE coordination continues. • Quarterly chart review completed. • Report from chart review provided to YWCA and HPD. • Quarterly peer review meeting completed. • Report from peer review meeting provided to YWCA and HPD. • HPD and YWCA meet to evaluate progress and future steps. NOVEMBER 2017 • SANE/SAFE coordination continues. DECEMBER 2017 • SANE/SAFE coordination continues. • Plans for chart review commence. • Plans for quarterly peer review commence. JANUARY 2018 • Compile statistics for quarterly review. • Review expenditure reports for quarterly review. • Submit required PMT. • SANE/SAFE coordination continues. • Quarterly chart review completed. • Report from chart review provided to YWCA and HPD. • Quarterly peer review meeting completed. • Report from peer review meeting provided to YWCA and HPD. I • HPD and YWCA meet to evaluate progress and future steps. FEBRUARY 2018 • SANE/SAFE coordination continues. MARCH 2018 • SANE/SAFE coordination continues. • Plans for chart review commence. • Plans for quarterly peer review commence. • With other funding, Pediatric Didactic Course for SANEs in Kona. APRIL 2018 • Compile statistics for quarterly rieview. • Review expenditure reports for quarterly review. • Submit required PMT. • SANE/SAFE coordination continues. • Quarterly chart review completed. • Report from chart review provided to YWCA and HPD. • Quarterly peer review meeting completed. • Report from peer review meeting provided to YWCA and HPD. • HPD and YWCA meet to evaluate progress and future steps. MAY 2018 • SANE/SAFE coordination continues. JUNE 2018 • SANE/SAFE coordination continues. • Plans for chart review commence. • Plans for quarterly peer review commence. JULY 2018 • Compile statistics for quarterly review. • Review expenditure reports for quarterly review • Submit required PMT. • SANE/SAFE coordination continues. • Quarterly chart review completed. • Report from chart review provided to YWCA and HPD. • Quarterly peer review meeting completed. • Report from peer review meeting provided to YWCA and HPD. • HPD and YWCA meet to evaluate progress and future steps. AUGUST 2018 • SANE/SAFE coordination continues. SEPTEMBER 2018 • SANE/SAFE coordination continues. • Plans for chart review commence. • Plans for quarterly peer review commence. OCTOBER 2018 • Compile statistics for quarterly review. • Review expenditure reports for quarterly review. • Submit required PMT. • SANE/SAFE coordination continues. • Quarterly chart review completed. • Report from chart review provided to YWCA and HPD. • Quarterly peer review meeting completed. • Report from peer review meeting provided to YWCA and HPD. • HPD and YWCA meet to evaluate progress and future steps. NOVEMBER 2018 • SANE/SAFE coordination continues. DECEMBER 2018 • SANE/SAFE coordination continues. • Plans for chart review commence. • Plans for quarterly peer review commence. JANUARY 2019 • Compile statistics for quarterly review. • Review expenditure reports for quarterly review. • Submit required PMT. • SANE/SAFE coordination continues. • Quarterly chart review completed. • Report from chart review provided to YWCA and HPD. • Quarterly peer review meeting completed. • Report from peer review meeting provided to YWCA and HPD. • HPD and YWCA meet to evaluate progress and future steps. FEBRUARY 2019 • SANE/SAFE coordination continues. MARCH 2019 • SANE/SAFE coordination continues. • Plans for chart review commence. • Plans for quarterly peer review commence. � r APRIL 2019 • Compile statistics for quarterly review. • Review expenditure reports for quarterly review. • Submit required PMT. • SANE/SAFE coordination continues. • Quarterly chart review completed. • Report from chart review provided to YWCA and HPD • Quarterly peer review meeting completed. • Report from peer review meeting provided to YWCA and HPD. • HPD and YWCA meet to evaluate progress and future steps. MAY 2019 • SANE/SAFE coordination continues. JUNE 2019 • SANE/SAFE coordination continues. • Plans for chart review commence. • Plans for quarterly peer review commence. • JULY 2019 • Compile statistics for quarterly review. • Review expenditure reports for quarterly review. • Submit required PMT. • SANE/SAFE coordination continues. • Quarterly chart review completed. • Report from chart review provided to YWCA and HPD. • Quarterly peer review meeting completed. • Report from peer review meeting provided to YWCA and HPD • HPD and YWCA meet to evaluate progress and future steps. • Project Completed, but SANE/SAFE coordination will continue. E. PERFORMANCE INDICATORS/OUTCOME MEASURES Outputs -Coordination 1. The number of sexual assault victims served through the SAFE Program. 2. The number of BICAPSA and other sex assault/SANE related meetings attended by HPD and the contract provider. 3. Pertinent documentation regarding outcome of collaborative meetings between the HPD, the contracted provider and other partner agencies. 4. The number of charts reviewed during the course of the grant. Documentation supporting the outcomes and corrective actions, if required. 5. The number of peer review meetings during the course of the grants. Documentation supporting the outcomes and corrective actions, if required. 6. Procedures for peer review, chart review and client outreach for victims who do not qualify for a SAFE or opt not to have a SAFE performed. 7. Number of victims who received services who did not qualify for a SAFE, but referred to the YWCA by HPD. Outputs -On-Call 1. The number of SANEs receiving on-call pay. Outputs - SAFE Pay 1. The number of SAFE exams paid for by VOCA funds. Outcomes: Outcomes - Coordination 1. 100% of the sexual assault victims requesting services through the SAFE Program are served. 2. Improved working collaboration between HPD, YWCA, and SART members, shown by the approval of the procedures for chart review, peer review and client outreach, and active.participation in procedures that involve HPD or other SART members. 3. Compliance with HSART protocols and guidelines as evidenced by the number of complaints by SART members, or end users of the SAFE reports, and the results of the chart reviews and peer reviews. 4. Increased outreach to victims of sexual assault as evidenced by referrals from HPD who did not qualify for a SAFE exam or who opted to not have an exam, and by call-outs from HPD to assist victims in crisis at the station. Outcomes - On-Call 1. No nurses will leave the SANE program due to lack of stand-by pay. ( f Outcomes - SAFE Pay 1. No nurse will not be paid for the service provided during a SAFE exam due to lack of funds. F. PROJECT ORGANIZATION AND STAFFING A. Staffing HPD's staff that will be involved in this project for administering this program are Captain Chad Basque and Acting Lieutenant Sharlotte Bird. Captain Randall Medieros and Lieutenant Melemai will assist in implementing procedural changes that are a result of this project. Acting Lieutenant Bird will serve as the project manager for this project. Her responsibilities will include subcontracting, according to State and County protocols, ensure project compliance to both VOCA regulations and to the grant criteria, serve as liaison with the YWCA and monitor expenditures. Captain Basque who serves as Acting Lieutenant Bird's supervisor and, with Acting Lieutenant Bird, will represent HPD and this project in the community. In the absence of Acting Lieutenant Bird, Captain Basque will take on the duties of Acting Lieutenant Bird. Lorraine Davis serves as the YWCA's program director for the SANE program and will serve in the same capacity in this project. Ms. Davis will be responsible for implementing the project, collecting data, drafting reports and ensuring compliance to both VOCA iregulations and the grant specifications. Ms. Davis will also monitor expenditures against the grant to ensure that the appropriate expenditures are documented appropriately and accounted for. Stephanie Klippert, who is the supervisor of the Crisis Team and also serves as a Crisis Intervention Specialist, will coordinate services for advocates and SANEs through scheduling. She will also review SASS client charts and data that are collected during the project. Additionally, she may provide follow-up services to victims or refer them for additional services, as deemed appropriate. In Ms. Davis absence, Ms. Klippert will be able to fulfill programmatic duties and the CEO, Kathleen McGilvray, will fulfill the fiscal duties. B. Staff Qualifications Captain Basque has been with HPD for 26.5 years with the last six years spent in Area II JAS and working with victims of sexual assault. Acting Lieutenant Bird will be the project manager for this grant with responsibilities ranging from subcontracting to the YWCA, reviewing reports and supporting the coordination of services. Acting Lieutenant Bird has been with HPD for 17 years and has spent a total of four years in JAS. The primary YWCA staff members participating in this project will be Lorraine Davis, Chief Operating Officer and Stephanie Klippert, Crisis Intervention Specialist and Crisis Coordinator. Ms. Davis' responsibilities will include coordinating services to support the project, arranging for training, collect data, providing reports and working with HPD to achieve the goals and objectives of the project. Ms. Davis spent 20+ years in Quality Control and Assurance prior to joining the YWCA in July 2003 and brings implementation processes, leadership, evaluative tools, report writing and problem solving skills to the project. In her 13.5 years of employment with the YWCA, Ms. Davis has been the program director to the SASS program and the SANE program. Ms. Klippert works directly with clients and supervises the crisis advocates on staff. She holds a Bachelor's of Social Work and joined the YWCA in December 2015 after a 4 month internship with the YWCA. She brings leadership, supervision, data collection and evaluation skills to the project. Prior to working at the YWCA, she spent four years providing individualized client support to • victims and clients with mental health issues. Additional staff that will support the project will be the Detectives and Police III's in both JAS's, SASS staff, SANE nurses and the finance departments of both organizations. Resumes of any additional staff that will help support the project are available upon request. Please see additional information in Tab 8, Exhibit B: Resumes of Key Staff. C. Project Organization The key staff members involved in this project are all seasoned supervisors and leaders in their respective departments and jobs. As supervisors, all the key personnel have been responsible for making sure that their staff are fully trained to provide the appropriate victim centered services to the client. Whether the training is done personally by the supervisor or through other sources, the supervisor is responsible for ensuring that the delivery of services are appropriate and effective. On the job training frequently occurs as new best practices are identified through supervisory meetings, feedback and review. Both the HPD and the YWCA establish policy and procedures for various aspects of the work that support the training and adherence to regulations. Please refer to Tab 8, Exhibit B: Resumes of Key Staff and Tab 8: Exhibit C: Organizational Charts. t r Captain Chad J. Basque Commander Area II Field Operations Criminal Investigations Division • WORK HISTORY/EXPERXERCR I was hired into the Hawaii Police Department on October 1, 1990 as a recruit. Upon completing recruit training,I was Initially assigned to patrol duties within the North Kohala District,and then shortly after transferred to the Kona District. In 1997 I was temporarily promoted to a Community Policing Officer assigned to the South Kona area. In 2000 I was promoted to Patrol Sergeant and assigned to the Kau District and atter two years returned to Kona Patrol. A few years later I transferred back into the Community Policing Program until I was again promoted to Lieutenant In Kona Patrol in 2006. In 2008 I was then promoted to Captain of Kona Patrol and in late 2010 transferred to my current command of the Criminal Investigations Division(CID). The Criminal Investigations Division consists of three Investigative sections. They are the Juvenile Aid Section(JAS),which focuses on Juvenile,domestic Violence and sexual assault felony crimes: The Criminal Investigations Section (CIS)which concentrates on all felony investigations not considered by JAS or Vice; and finally the Vice Section that leads a more proactive Investigation Into drugs and narcotics as well as gambling and prostitution. EosrriaN DESCRIprzAI Position acts as a commander of a district/division and is responsible for planning,directing and coordinating the'Unctions and activities of patrol/CID operations. Position exercises considerable discretion in the accomplishments or its work and commands a major organizational component of the Field Operations Bureau. Acting Lieutenant Sharlotte T. Bird Hawai'i Police Department Commander Area II Juvenile Aid Section(JAS) Criminal Investigation Division WORK HISTORY/EXPERIENCE I was hired by the Hawai'i Police Department on January 3,2000 as a police recruit. Upon completing recruit training, I was assigned to CellbIock within the Kona District. My primary duties while in Cellblock included monitoring arrestees,providing meals/medication to arrestees and maintaining their personal welfare. Other duties included transporting arrestees to court and assisting other officers in processing arrestees,as well as enforcing all criminal and traffic Iaws. In 2001,1 was granted an intra-departmental transfer to work in the Kona District on our Cushman. While in the Cushman position, I worked as a liaison between the Hawai'i Police Department and the community by meeting with community members and business establishments to identify problems they were experiencing and developing plans to address those problems. Other duties included enforcing traffic laws/violations and assisting Patrol with their duties. In 2002, I was granted an intra-departmental transfer to work as a Patrol Officer in the Kona District. While working as a Patrol Officer,my duties included conducting all preliminary investigations reported by the public for the purpose of criminal prosecution. Other duties include enforcing all criminal/traffic laws and assisting the community with their concerns and providing them with options and information,as needed. In 2004 I was temporarily promoted to Police Officer III and assigned to the Area II Traffic Enforcement Unit(TEU). While in TEU,my duties included investigating complex traffic crash investigations including all traffic-related fatalities,as well as enforcing traffic laws. Other duties included training other police personnel and public relations/education. 1 was promoted to Detective/Sergeant in 2007 and assigned to the Area[I Criminal Investigation Section(CIS). While in CIS, my duties included independently performing and/or coordinating investigative police work of a difficult and complex nature, to include submitting detailed reports and securing evidence to support arrests and criminal prosecution for a variety of felony crimes, to include financial crimes,computer crimes, crimes against persons and property crimes. Other duties included educating police personnel in investigations and performing other related duties, as required/needed. In 2013,I was granted an intra-departmental transfer to the Area II Juvenile Aid Section(JAS), which is comprised of three units focusing on juvenile crimes,domestic violence, and sexual assault investigations. While all investigators in JAS are cross-trained,my primary assignment is to investigate sexual-related crimes. &. J In June 2017 until present,l was temporarily assigned as Acting Lieutenant of Area II JAS, following Lieutenant Gerald Wike's retirement in May 2017. POSITION DESCRIPTION The Lieutenant plans,directs and coordinates the functions,activities,and personnel of Area H JAS, assigning complex criminal investigations including,but not limited to,juvenile and adult sexual assault offenses,domestic violence and other family-related crimes to include domestic violence,juvenile offenses involving serious crimes(i.e. burglary,robbery,theft, assault, and drug offenses)and status offenses(i.e.runaway, truancy,protective and placement services, and curfew violations),and missing persons;reviews,edits,and approves investigative reports, provides necessary training and guidance to assist Arca 1I JAS personnel; assists in coordinating the work of Area II JAS with other divisions and services in the department and outside agencies,such as Child and Family Service,Children's Justice Center, Department of the Attorney General,Department of Education,Department of Health,Department of Human Services,Family Court, Office of the Prosecuting Attorney,and YWCA of Ravi/ail Island; attends meetings and training courses regarding current subject matters. His/her position exercises considerable discretion and confidentiality in the accomplishments of his/her work and commands a major organizational component of the Area II Investigative Operations Bureau. s CONTRACT NO. 16-VA-09 EXHIBIT A PART III. BUDGET AG Form 103F10(10/8) BUDGET (Period July 1,2017 to June 30, 2019) Applicant/Provider: Hawaii Police Department RFP No.: VOCA:Project No.16-VA-09 Contract No.(As Applicable): BUDGET Budget HPD HPD Match YWCA CATEGORIES Request (a) (b) (c) (d) A. PERSONNEL COST 1. Salaries 19,621 2. Payroll Taxes&Assessments 681 3. Fringe Benefits 5,135 TOTAL PERSONNEL COST 25,437 B. OTHER CURRENT EXPENSES 1. Airfare,Inter-Island 2. Airfare,Out-of-State 3. Audit Services . 4. Contractual Services-Administrative 5. Contractual Services-Subcontracts 92,495 92,495 6. Insurance 7. Lease/Rental of Equipment 8. Lease/Rental of Motor Vehicle 9. Lease/Rental of Space 10. Mileage 11. Postage,Freight&Delivery _ 12. Publication&Printing 13. Repair&Maintenance 14. Staff Training 15. Substance/Per Diem 16. Supplies 17. Telecommunication 18. Transportation 19. Utilities 20.Administrative Indirect Cost 9,250 9,250 21. 22. 23. TOTAL OTHER CURRENT EXPENSES 101,745 101,745 C. EQUIPMENT PURCHASES • D. MOTOR VEHICLE PURCHASES TOTAL (A+B+C+D) 101,745 25,437 101,745 Budget Prepared By: SOURCES OF FUNDING Shariotte Bird (808)326-4648 (a) Budget Request 101,745 N lease t— t) Phone b HPD Match 25,437 DEC 13 2017 (C) Signature of Authorized Official Date Chief Paul K. Ferreira (d) Name and Title(Please type or print) For State Agency Use Only TOTAL REVENUE 127,182 Signature of Reviewer Date Form SPO-H-205 (Effectivel0/01!98) BUDGET (Period July 1,2017 to June 30, 2018) Applicant/Provider: Hawaii Police Department RFP No.: VOCA:Project No.16-VA-09 Contract No. (As Applicable): -BUDGET Budget HPD HPD Match YWCA CATEGORIES Request (a) (b) (c) (d) A. PERSONNEL COST 1. Salaries 9,647 2. Payroll Taxes&Assessments 334 3. Fringe Benefits 2.525 TOTAL PERSONNEL COST 12,506 B. OTHER CURRENT EXPENSES 1. Airfare,Inter-Island 2. Airfare,Out-of-State 3. Audit Services 4. Contractual Services-Administrative 5. Contractual Services-Subcontracts 45,475 45,475 6. Insurance 7. Lease/Rental of Equipment 8. Lease/Rental of Motor Vehicle 9. Lease/Rental of Space 10. Mileage 11. Postage,Freight&Delivery 12. Publication&Printing 13. Repair&Maintenance 14. Staff Training 15. Substance/Per Diem 16. Supplies 17. Telecommunication 18. Transportation 19. Utilities 20.Administrative Indirect Cost 4,548 4,548 21. 22. 23. TOTAL OTHER CURRENT EXPENSES 50,023 50,023 C. EQUIPMENT PURCHASES D. MOTOR VEHICLE PURCHASES TOTAL (A+B+C+D) 50,023 12,506 50,023 Budget Prepared By: SOURCES OF FUNDING Sharlotte Biro (808)328-4646 (a) Budget Request 50,023(Nime le. _ . .nt) Phone (b) HPD Match 12,50 7 r DEC 13 2017 (C) Signature of Authorized Official Date Chief Paul K. Ferreira (d) Name and Title(Please type or print) For State Agency Use Only TOTAL REVENUE 62,529 Signature of Reviewer Date • • Form SPO-H-205 (Effective10101/98) _ i. BUDGET JUSTIFICATION • PERSONNEL - SALARIES AND WAGES Applicant/Provider. Hawaii Police Department 43006 RFP No.: VOCA-2016-VA-09 Period: July 1,2017 to June 30,2018 Date Prepared: 11/29/17 Contract No. (As Applicable): FULL TIME ANNUAL SALARY %OF TIME TOTAL SALARY POSITION POSITION TITLE EQUIVALENT TO INCLUDING BUDGETED BUDGETED TO BUDGETED NO. ORGANIZATION SALARY INCREASE THE CONTRACT TO THE CONTRACT A B A x B HPD 1 Captain-Criminal Investigation Division 1 122268.00 1.73% 2,116 2 Lieutenant-Juvenile Aid Section 1 90564.00 8.315% 7,531 TOTAL: „ 1-%,fls • 9,647.00 JUSTIFICATION/COMMENTS: Form SPO-H-206A(Effective 10101198) • ,.. BUDGET JUSTIFICATION ... PERSONNEL: PAYROLL TAXES, ASSESSMENTS, AND FRINGE BENEFITS Applicant/Provider. Hawaii Police Department RFP No.: VOCA-2016-VA-09 Period: 7/1/2017 to 6/30/2018 Date Prepared: 10/26/2017 Contract No.: (As Applicable) • BASIS OF ASSESSMENTS OR OF TYPE FRINGE BENEFITS SALARY TOTAL • PAYROLL TAXES &ASSESSMENTS: ;i:E:i:i : ::!**!=i:i,isivi,::::::::::.:...........:.1.....,:::::::::.,......,............:. i-i.i.M.i.i...i.i.i.:J.i.i.E-E.i.i......i.i.,..i.....i...i.i.i...:. ....................:.....,...:-.............:,-.1...:.!::::%.:::::::,,...-:,...,,,,,,,,.....,...-...-..... ,.,. _..... „ - .. _ Social Security 9647 1.45% 139.00 Unemployment Insurance(Federal) “ 0.00% 0.00 _ Unemployment Insurance(State) ., 0.19 18.00 • Workers Compensation • . 1.83% 177.00 Temporary Disability Insurance .. 0.00% • 0.00, :::::::::::::::::!:::::::!...::::::::,::-.i=iyiiiiiigiiii-liiiiiiiiii!!!!!iTglipiiiiiiiiiiiliiiiiiigiiiiiiiiiiiiiiiiEyiiiiiii!iiiiii SUBTOTAL: ,-*.s.:;,.......,...............:1,..., :.,::.:.:.,...„:...„...,.,,,...............„..:...:.:.:.2.„.:?,:.:..„.,,,:.,.....,.„:„:„...„,„ -:•:::•::::::::::::E:i:i*I*1:::i**::1**!:*:*!*::3:II5:giii*.iigiil!gi:II!*4**i****ii:::!:::•:**:::::::::::*:::::: 334.00 iiiiiiiiYiiiiiEiiiiiinopiiiiiiiinni:13iil!iiiiiiiiiiii-iiimiiiimmiiiiis!miii;limilliii!iiviiiii!iiii:iiliiiii! Eiiiiiiiiiiiiiimilii FRINGE BENEFITS: Health Insurance Personnel Policy 77.00% 996.00 Retirement Personnel Policy 56% 1,524.00 Life Ins Personnel Policy 100.00% • 5.00 gi111111111111111iiilialllli111051111111111111$11011$11011$11$11 SUBTOTAL: 2,525.00 iiiiiiiiiliqiiiiliggiiiiiii0iiiiiiiiiiiiliiiiiiiiiii!Iiiiiiiiiiiiiiii TOTAL: !igibiiiiiiiiMiiiiiiii!iEliiiiniiian I iiiIiiiaiiiiiiiiiiiiiiliiiilliiii. 2,859.00 JUSTIFICATION/COMMENTS: Required match is $12,506. Available match is $12,506/Overage will be paid by the County. Fnrm QPn_14..winR (Fff.-thm 1 mei tell BUDGET JUSTIFICATION a. CONTRACTUAL SERVICES-SUBCONTRACTS App!icanUProvider: Hawaii Police Department RFP No.: 16-VA-09 Period:07/01/17 to 06/30/18 Date Prepared: 10/30/17 • Contract No. (As App ) SERVICES NAME OF BUSINESS OR INDIVIDUAL TOTAL BUDGETED PROVIDED JUSTIFICATION/COMMENTS YWCA 5348 Direct salaries and wages Program Director,Accounting Mgr, Finance Director,Crisis Coordinator 1752 Fringe benefits Program Director,Accounting Mgr,Finance Director,Crisis Coordinator 1804 SANE Nurses on Contract Consultant fees 22371 SANE exams $468 per exam plus$18.00 GE Tax each exam 13500 SANE on-call pay 700 Printing of protocols,charts,peer review Copies @$.09 per page for black and white or$.25 per page for reports,etc. color prints 4548 Administrative Indirect Cost Rate Indirect cost rate @ 10%de minimus/Indirect administrative costs include insurance costs, IT service fees,payroll and accounting fees, general maintenance of facilities where program Is housed,financial audit fees,and costs associated with maintaining administrative and , Board participation in the organization *YWCA's administrative costs are included in the total* ••7 •i•S•� 2 .i. i S••••••• 'ii•: .t =1� .i%. :•i%::i'%:::.i. 7•.• S•.•%: :%i:i:i%i%ice"•' 1.•t•i'• tii:i'i :ii=: :.• :i•i 'is. •t=iiz !. :t: e3'• s..s. •ii°.•.•. :; 23 •.:i- !I i. s..i :ci;• SiiiiiE Qiis,s; .i;t;s;::i;i:::t::::i:i'i%i'i:i%i•.•.•i.::........i i......:::ii:%:%ii%.%i%iiiii:i''%iii%i%eii i:ii;:;:;e;I••.!.•..ic%:it iiiii!i{. TOTAL:1 500 iei?[;..;il.:---:ii.; .:.id=F�ia�s.._::E=Ei,.,,.s,i�i....•i�i'•iiii�iisf...Y• :S..... �.�. Form SPO-H-208F(Effective 10101198) S. -y DEPARTMENT OF THE ATTORNEY GENERAL Crime Prevention and;Justice Assistance Division INDIRECT COSTS COMPUTATION WORKSHEET Please indicate the basis of the indirect cost rate(select one): O Federally-negotiated indirect cost rate(current and approved). Please provide a copy of the agreement to CPJAD. O 10%De Minimis Rate. (Note: If Grantee has never received a Federally-negotiated indirect cost rate and Grantee has received less than$35 million in direct federal funding for the fiscal year requested,Grantee may elect to use the 10%De Minimis Rate.) Please indicate the cost base used to calculate indirect costs(select one)and fill in the table below,as appropriate: [] Modified Total Direct Costs(MTDC): "MTDC means all direct salaries and wages,applicable fringe benefits,materials and supplies,services,travel,and subawards and subcontracts up to the first $25,000 of each subaward or subcontract(regardless of the period of performance of the subawards and subcontracts under the award).MTDC excludes equipment,capital expenditures, charges for patient care,rental costs,tuition remission,scholarships and fellowships,participant support costs and the portion of each subaward and subcontract in excess of$25,000.Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs,and with the approval of the:cognizant agency for indirect costs." (Emphasis added.)2 C.F.R. §220.68 ❑ Direct Salaries and Wages: Includes only the costs of direct salaries and wages incurred by the organization. ❑ Direct Salaries and Wages plus Fringe Benefits: includes the costs of direct salaries and wages and the direct fringe benefits incurred by the organization. FY: 2017-2018 Total$50,023 Direct Salaries and Wages(list by position title) Cost YWCA-Program Director $ 2,572 YWCA-Accounting Manager $ 420 YWCA-Finance Assistant $ 168 YWCA-Crisis Coordinator $ 2,188 Subtotal Direct Salaries and Wages $ 5,348 Fringe Benefits(list by position title) Cost Social Security $ 409 Unemployment Insurance(State) $ 107 Worker's Compensation $ 134 Temporary Disability insurance $ 80, YWCA-Health Insurance $ 863 YWCA-Retirement $ 159 Subtotal Fringe Benefits $ 1,752 Services Cost • 4 YWCA-SANE Nurses on Contract-Consultant Fees $ 1,804 YWCA-SANE Exams @$468/exam or portion thereof $ 22,371 YWCA-SANE On-Call pay $ 13,500 Subtotal Services $ 37,675 Materials and Supplies*(Itemize materials and supplies and related costs such as printing, Cost paper,binders,etc.) YWCA-Printing $ 700 Subtotal Materials and Supplies $ 700 Travel(Itemize airfare,per diem,ground transportation,etc.) Cost Subtotal Travel $ Subrecipients(partners)up to$25,000 per partner Cost Name&Scope of Subredplent Total Contract Amount Amount Applied • Subtotal Subrecipients $ - . ....... it:. • .. :a, ;.:.,.1::wt•.iTilnSskF::4,4iRiiFh:141.4,J41,8!''.Jh 4 Aviwg' it:7il('0!?aye+� k1�ud At'I�f8.:,1GE•,�.�:i.t Subtotal Direct Costs $ 45,475 Your Agency's Indirect Cost Rate(negotiated or 10%De Minim's) 10.00% TOTAL Indirect Costs $ 4,548 *For the purposes of indirect costs,the Federal definition of equipment is utilized. The Federal definition defines equipment as tangible personal property having: 1)a useful life of more than one year;and 2)a per unit acquisition cost of$5,000 or greater is being utilized. All other items should be listed as supplies. Please return the completed form to the Grant Specialist _Rima Spight,within seven(7)working days of receipt. BUDGET (Period July 1,2018 to June 30, 2019) Applicant/Provider: Hawaii Police Department RFP No.: VOCA:Project No. 16-VA-09 Contract No. (As Applicable): BUDGET Budget HPD HPD Match YWCA CATEGORIES Request (a) (b) (c) (d) A. PERSONNEL COST 1. Salaries 9,974 2. Payroll Taxes&Assessments 347 3. Fringe Benefits 2,610 TOTAL PERSONNEL COST 12,931 B. OTHER CURRENT EXPENSES 1. Airfare,Inter-Island 2. Airfare,Out-of-State 3. Audit Services 4. Contractual Services-Administrative 5. Contractual Services-Subcontracts 47,020 47,020 •6. Insurance 7. Lease/Rental of Equipment 8. Lease/Rental of Motor Vehicle 9. Lease/Rental of Space 10. Mileage 11. Postage,Freight&Delivery 12. Publication&Printing 13. Repair&Maintenance - 14. Staff Training 15. Substance/Per Diem 16. Supplies 17. Telecommunication 18. Transportation 19. Utilities 20.Administrative Indirect Cost 4,702 4,702_ 21. 22. 23. TOTAL OTHER CURRENT EXPENSES 51,722 51,722 C. EQUIPMENT PURCHASES D. MOTOR VEHICLE PURCHASES • TOTAL (A+B+C+D) 51,722 12,931 51,722 Budget Prepared By: SOURCES OF FUNDING Sharlotte Bird (808)326.4646 (a) Budget Request 51,72 ame le- nt) Phone (b) HPD Match 12,93L_ DEC 13 2017 '� �+— (C) Signature of Authorized Official Date Chief Paul K. Ferreira (d) Name and Title(Please type or print) For State Agency Use Only TOTAL REVENUE 64,653 Signature of Reviewer Date Form SPO-H-205 (Effective10101198) ,4 - BUDGET JUSTIFICATION PERSONNEL — SALARIES AND WAGES Applicant/Provider. Hawaii Police Department 43006 • RFP No.: VOCA-2016-VA-09 Period:July 1,2018 to June 30,2019 Date Prepared: 11/29/17 Contract No. (As Applicable): FULL TIME ANNUAL SALARY %OF TIME TOTAL SALARY POSITION POSITION TITLE EQUIVALENT TO INCLUDING BUDGETED BUDGETED TO BUDGETED NO. ORGANIZATION SALARY INCREASE THE CONTRACT TO THE CONTRACT A B AxB HPD 1 Captain-Criminal Investigation Division 1 122268.00 1.728% 2,114 2 Lieutenant-Juvenile Aid Section 1 90564.00 8.678% 7,860 TOTAL: .ti2 .li � ti.t;ii�.i;:•:.��f.'a•: i;i•.:e u:p:.o�•t F ti'��ma•.•rlCci%'•• _C"%:H';%..:�i.4fi i•cs::::S'i'•.• M 4.ki:..i:••:.>.-•i . 0f• rBSc. c•g••.� er ' 9,974.00 •mo7 �t= 'r•e;. } �•• R • JUSTIFICATION/COMMENTS: Form SPO-H-206A(Effective 10101198) BUDGET JUSTIFICATION PERSONNEL: PAYROLL TAXES, ASSESSMENTS, AND FRINGE BENEFITS Applicant/Provider. Hawaii Police Department RFP No.: VOCA-2016-VA-09 Period: 7/1/2018 to 6/30/2019 Date Prepared: 10/26/2017 Contract No.: (As Applicable) BASIS OF % ASSESSMENTS OR OF TYPE FRINGE BENEFITS SALARY TOTAL iiiliii4iiiiiWiiiiniiiii****;:iiii*::i*:::*E:!:!!iigi:gi:isi*N:i.ii PAYROLL TAXES &ASSESSMENTS: .::::::::-:-:.:-::.....%'.:.E:::::!.:::::..ii:::**%.,iii:E*1:i:i::::;:,:1:i:E*!*!:!;:E:::i:EVA:::•:i.i:i.iii:ii*i*N:i*Nii::iiN*E***1:!*!*:N.11:;:i:i:i:I:i.l.f::::::::::::::::,':::::-::,-,.!.:.:,,:,,.:,: E4::::::::!*.;,,IiiSi::':::.i.:::::i*E:i:i.t,pEt;::::::::,;;;;:i:i*:•*itij:::::1::::::,7:,,,.:.:.:•:•,..,-,1:-,,,•••••••••.....•••••......,..—...•.... ••••..•,••• •.-•.. ,•..•.••... Social Security 9974 1.45% 145.00 Unemployment Insurance(Federal) - 0.00% 0.00 Unemployment Insurance(State) II 0.19 19.00 -Workers COthpentetion - 1.83% 183.00 Temporary Disability Insurance - 0.00% _ 0.00 ••••••••••••—••••—•••••.•.•• . •• 347.00 4 w SUBTOTAL: ilitilikil'illiiiilliiiiiiii4:11:141,..iiiiir• iiiip.r.g.io,,:iiimejiptio.., :41:-Iiiii‘r..,p,;.,44,:i..hii;•!,.....,1,..h,.:,:ifili.:.:.::.,:s.::.,.:.,„..i::.;..:::.:.:+:*:.1,„..i...,..;..,.., ,..........,...,..,....;..................„.„..„ ::4:!.. .-4....m: ..,44::.„.4,....!!,,,,::::::::::::::;:,.:Ezi:m:i:i*Er :,::„*„::,,.„ .„1*!*i**1.1:::w:2:i:i.t:i,:i,mi.i,:izil FRINGE BENEFITS: 24.:.,...pi,:::::::...,...:.:::.::::,..•:,..:::::::::::ii.,.:„;:„,„::::::,.,.,i!„.1:,..„4„:„:„*„.A.,.,,,.:.:.;.:.:.:.:.:.,.,,.........„.........„.•... .. ,.................. .. Health Insurance Personnel Policy 77.00% 1,030.00 Retirement Personnel Policy 56% 1,575.00 Life Ins Personnel Policy 100.00% 5.00 :::: :,•:;-.::::::::::::i:!:::E:i*i:il:i:!:i:,..4 •••••:..,•,.:::::::::::,E,No iiiiiiiiip , : q:: ::.:::::,:,::::::::E: goiliiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiitii:N:i4m:i:m..:4:::!, .::.:.:..•,.::::....:•:.:.:41.,.:.:.;.:.:;::::;...,.:,:.:.;:i.„,...., 2,610.00 SUBTOTAL: ,•••••,.....-...-s..0,••••,..:. ..• ....:.i.:i.:.:•:•-•:•:.:•••:..: k.:•••:.::1•:•:00::•::%•:::: :.:.:...:.:....,...:.:...:.:...:.:••::.:::::- Yogaqi,11**.*Emoo2Ye - - iii :gipli .:.:!i! 1E:.ii:!!!::.:.".:.!!:ji.:.::21.:.:!.,:.;:.;!. , et-,:.r7.1:1 ,;!:.-.4)!;:.',.: 11::iii,i4,14milihiiiiii :iiIiiiE*412iiiiipilliiiiliiiiiiiiiiIigiiiiElimEliiipoilig *•:%:wipii:::•:::i.:,-Nnzt 0....44*-gzimfal...- :•::,::i:.:-:::.::.. .:: :.: I.::::2,1%,:,::::.•:•:•:.:::0:.:::: 2,957.00 TOTAL: ,,.iiiin,•11 ,:i goi:ONINL:qe- *.:t.s.•:::,..,.4:•-1::1*.*.iiiihm1114 : ::1:i:1::1:..i:E....,s. ::10.:::: oglik..!:....:: ;:1 :;*•*;:...4,,-;,..,.;•14:;:,•,..• ..,,..,•:•..,...........,,...,..,._.,... JUSTIFICATION/COMMENTS: Required match is $12,931. Available match is $12,931./Overage will be paid by the County. Pearm Qpn_q_?nert (F_f f..-Nu.a n t n 4 1 R) BUDGET JUSTIFICATION CONTRACTUAL SERVICES-SUBCONTRACTS Applicant/Provider: Hawaii Police Department RFP No.: 16-VA-09 Period:07101/18 to 06/30119 Date Prepared: 10/30/17 Contract No. (AS app aie) SERVICES NAME OF BUSINESS OR INDIVIDUAL TOTAL BUDGETED PROVIDED JUSTIFICATION/COMMENTS YWCA 5511 Direct salaries and wages Program Director.Accounting Mgr,Finance Director,Crisis Coordinator 1896 Fringe benefits Program Director.Accounting Mgr,Finance Director.Crisis Coordinator 1870 SANE Nurses on Contract Consultant fees 23643 SANE exams $468 per exam plus$18.00 GE Tax each exam 13500 SANE on-call pay 600 Printing of protocols,charts,peer review Copies @$.09 per page for black and white or$.25 per page for reports,etc. color prints 4702 Administrative Indirect Cost Rate Indirect cost rate @ 10%de minimus/Indirect administrative costs include insurance costs.IT service fees,payroll and accounting fees, general maintenance of facilities where program is housed,financial audit fees,and costs associated with maintaining administrative and Board participation in the organization *YWCA's administrative costs are Included in the total* •,;,:, ,,,. .,.,i�•�S�I�7.:-*-•-'.-n. T:•: .-=-i•:•i•i•: :.:7•i.:.i= :::5•: ::;::: :•:.:. :•7:• •i::::•::i:: :.i: ::i• .:i.S: .i .S?: :i:::.. :3s•..i..ice'' 3'"ie::' tits c i=:={ =t-:-.-t• ••!: ,:i:i:i 3 1..S 1 3•f 3' it!•3•i. i•2 :t .•i 'ti .7 i:3 Si i Sii••. :t:: •'i. :i•3=3•:. 3:i..•2 .i• .2 3. .•:=i•i•3 3?{?S S 3 S•'�527.3 .�i�3. 3�3•. ,•i •:t 1.: ?:i:' i:::•23:•:::ti.••:• •;i:f.� 2. .2•iii• li;:S:i:::i•?: ?';:? i..:.:.: •�:. ..i.. 3.1 i.. :323 .s. 331..s. .:.t c .:it3i33.. .: .t ::si•.... i �i�3�: �.. 1:::: It331:.l:3i' 3=??'� ::i:3...i i.s. 3{33i s=:•:•: ::2;s•;i. s..i :.:•:-:.s.l.i...•s.::::: ::s ::z:'33i3ii3333' ::s:::t.:•s s. :53ts:: .3 =.• .•...s •:i;l;: .;i333l;3;a:•33 .:::3,i{.. ,._.,. :l;i. 3i3 •:;:• :•:fz:itl�i:-:,3:?i i,i::, .{.i3.. .s•ie•c:t:ii•.:. ..!i i::3t. TOTAL: 51722 t.=•:•iP:::�:2:i�a.:2:-t:i:7.?•iii.i: :•i.3-2 .z.z.z3�i:z-z.:.:.:-a:::.......s.g;:E:i.:.:.:2 a !::a- 33i: ?z{;z.X3:3:i::::?r.:�t�ists3s-:i•:.ait:_•r2:�:.:1::�te':•s3:e:eas9sii9s3:?se.:.:.:Y:o-sr.1.3.:.i.3# :i:?:3s.3. :i•.•� • Form SPO-H-208F(Effective 10101198) t 11 DEPARTMENT OF THE ATTORNEY GENERAL Crime Prevention and Justice Assistance Division INDIRECT COSTS COMPUTATION WORKSHEET Please indicate the basis of the indirect cost rate(select one): 0 Federally-negotiated indirect cost rate(current and approved). Please provide a copy of the agreement to CPJAD. D 10%De Minimis Rate. (Note: If Grantee has never received a Federally-negotiated indirect cost rate and Grantee has received less than$35 million in direct federal funding for the fiscal year requested,Grantee may elect to use the 10%De Minimis Rate.) Please indicate the cost base used to calculate indirect costs(select one)and fill in the table below,as appropriate: El Modified Total Direct Costs(MTDC): "MTDC means all direct salaries and wages,applicable fringe benefits, materials and supplies,services,travel,and subawards and subcontracts up to the first$25,000 of each subaward or subcontract(regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment,capital expenditures, charges for patient care,rental costs,tuition remission,scholarships and fellowships,participant support costs and the portion of each subaward and subcontract in excess of$25,000.Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs,and with the approval of the cognizant agency for indirect costs." (Emphasis added.)2 C.F.R.§220.68 ❑ Direct Salaries and Wages: Includes only the costs of direct salaries and wages incurred by the organization. 0 Direct Salaries and Wages plus Fringe Benefits: Includes the costs of direct salaries and wages and the direct fringe benefits incurred by the organization. FY: 2018-2019 Total$51,722 Direct Salaries and Wages(list by position tide) Cost YWCA-Program Director $ 2,650 YWCA-Accounting Manager $ 433 YWCA-Finance Assistant $ 174 YWCA-Crisis Coordinator $ 2,254 Subtotal Direct Salaries and Wages $ 5,511 Fringe Benefits(list by position title) Cost Social Security $ 421 Unemployment Insurance(State) $ 110 Worker's Compensation $ 138 Temporary Disability Insurance 83 YWCA-Health Insurance $ 863 YWCA-Retirement $ 281 Subtotal Fringe Benefits $ 1,896 Services Cost oC Sr CONTRACT NO. 16-VA-09 EXHIBIT A PART IV. CERTIFICATIONS • • • AG Form 103F10(10/8) • m It C DEPARTMENT OF THE ATTORNEY GENERAL Crime Prevention and Justice Assistance Division ACCEPTANCE OF CONDITIONS The undersigned agrees, on behalf of the applicant agency,that: 1. This project,upon approval,shall constitute an official part of Hawaii's Victims of Crime Act Victim Assistance Formula Grant Program established under the Victims of Crime Act of 1984,Public Law 98-473,as amended,and codified at 42 U.S.C. 10601,et sea., 2. Any grant awarded pursuant to this application shall be subject to and will be administered in conformity with: (a) general conditions applicable to administration of grants under the Victims of Crime Act Victim Assistance Formula Grant Program established under the Victims of Crime Act of 1984,Public Law 98-473,as amended,as applicable; (b) conditions applicable to the fiscal administration of grants under the Victims of Crime Act Victim Assistance Formula Grant Program established under the Victims of Crime Act of 1984,Public Law 98-473,as amended,as applicable; (c) any special conditions containedin the grant award;and (d) general and fiscal regulations of the Crime Prevention and Justice Assistance Division. 3. Any grant received as a result of this application may be terminated,or fund payment may be discontinued,by the Crime Prevention and Justice Assistance Division when it finds a substantial failure to comply with the foregoing provisions,the application obligations or for non-availability of funds. SUBMITTED BY: Name Pa Ferre' Title Police Chief,Hawaii Police Dept. Signature -ate--- Date APR 17 2011 J AG/CPJAD#14 VOCA (7/2010) r . ,Lr O DEPARTMENT OF THE ATTORNEY GENERAL Crime Prevention and Justice Assistance Division ACCEPTANCE OF VOCA SPECIAL CONDITIONS The undersigned Grantee understands and agrees,on behalf of its agency that: 1. Applicability of Part 200 Uniform Requirements Grantee agrees to comply with the financial and administrative requirements set forth in 2 C.F.R.Part 200 and the current edition of the Department of Justice(DOJ)Grants Financial Guide. Grantee understands and agrees that CPJAD may withhold award funds,or may impose other related requirements,if the Grantee 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 CPJAD awards. 2. The Subgrant Award Report(SAR)required by OVC shall be submitted to CPJAD 14 days following the execution of the contract. County prosecutors shall also submit a report for each funded non-profit agency within 14 days after the non-profit agency's contract is executed with county,but no later than 90 days following the execution of county's contract with CPJAD. 3. Grantee agrees to submit(and,as necessary,require sub-recipients to submit) performance measure reports(PMT)on the performance metrics identified by OVC.This information on the activities supported by the award funding will assist in assessing the effects that VOCA Victim Assistance funds have had on services to crime victims within the jurisdiction.The Grantee agrees to submit the reports quarterly.The reporting periods and due dates are: October 1 --December 31 due January 15 January 1 -March 31 due April 15 April —June 30 due July 15 July 1 —September 30 due October 15 The fourth quarter will include the VOCA Grantee Report narrative questions for the period of October 1 to September 30.Grantees shall submit a report for each funded agency. C_. AG/CPJAD#26 FY 2016 VOCA Special Conditions(revised 3/2017) 1 r r' ( 4. Reporting Potential Fraud,Waste,and Abuse,and Similar Misconduct Grantee shall promptly refer to the DOJ OIG any credible evidence that a principal, employee,agent,contractor,subgrantee,subcontractor,or other person has either 1) submitted a false claim for grant funds under 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 grant funds. Potential fraud,waste,abuse,or misconduct should be reported to the GIG 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: oia.hotline@a,usdoj.gov Hotline: (contact information in English and Spanish):(800) 869-4499,or Hotline fax: (202)616-9881 Additional information is available from the DOJ OIG website at www.usdoj.gov/oig. 5. Training(s)/Conference(s)Compliance Grantee 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. Information on pertinent laws,regulations, policies,and guidance is available in the DOJ Grants Financial Guide Conference Cost Chapter. Grantee 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 Sub-grantees,available at http://www.ojp.usdoj.gov/funding/ojptrainingguidingprinciples.htm 6. Federal Leadership on Reducing Text Messaging While Driving Pursuant to Executive Order 13513,"Federal Leadership on Reducing Text Messaging While Driving,"74 Fed.Reg.51225(October 1,2009),the CPJAD encourages grantees and sub-grantees to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this grant,and to establish workplace safety policies and conduct education,awareness,and other outreach to decrease crashes caused by distracted drivers. AG/CPJAD#26 FY 2016 VOCA Special Conditions(revised 3/2017) 2 _►. a C 7. Duplicate Award of Federal Funds Granteeagrees that if it currentlyhas an open award of federal funds or if it receives an P award of federal funds other than this CPJAD 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 CPJAD award,the grantee will promptly notify,in writing,the assigned Criminal Justice Planning Specialist for this CPJAD award,and,if so requested by CPJAD,seek a budget or project narrative modification to eliminate any inappropriate duplication of funding. 8. Restrictions and Certifications Regarding Non-Disclosure Agreements and Related Matters No Grantee or subgrantee 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. C' 9. Prohibited Conduct Related to Trafficking in Persons Grantee,and any subgrantee at any tier,must comply with all applicable requirements (including requirements to report allegations)pertaining to prohibited conduct related to the trafficking of persons,whether on the part of Grantees,subgrantees,or individuals defined(for purposes of this condition)as"employees"of the Grantee or of any subgrantee. The details of the Grantee's obligations related to prohibited conduct related to trafficking in persons are posted on the OJP web site at http://ojp.gov/funding/Explore/ProhibitedConduct Trafficking.htm(Award condition: Prohibited conduct by grantees and subgrantees related to trafficking in persons (including reporting requirements and OJP authority to terminate award)),and are incorporated by reference here. 10. General Appropriations—Law Restrictions Grantee,and any subgrantee at any tier,must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes.Pertinent restrictions, including from various"general provisions"in the Consolidated Appropriations Act, 2016,are set out at http://ojp.gov/funding/Explore/FY2016- AppropriationsLawRestrictions.htm and are incorporated by reference here. AO/CPJAD#26 FY 2016 VOCA Special Conditions(revised 3/2017) 3 .0 , t CShould a question arise as to whether a particular use of federal funds by a Grantee or subgrantee would or might fall within the scope of an appropriations-law restriction,the Grantee is to contact CPJAD for guidance,and may not proceed without the express prior written approval of CPJAD. 11. DOJ regulations Pertaining to Civil Rights and Nondiscrimination—28 C.F.R.Part 38 Grantee,and any subgrantee at any tier,must comply with all applicable requirements of 28 C.F.R.Part 38,specifically including any applicable requirements regarding written notice to program beneficiaries and prospective program beneficiaries.Part 38 of 28 C.F.R.,a DOJ regulation,was amended effective May 4,2016. Among other things,28 C.F.R.Part 38 includes rules that prohibit specific forms of discrimination on the basis of religion,a religious belief,a refusal to hold a religious belief,or refusal to attend or participatein a religious practice. Part 38 also sets out rules and requirements that pertain to Grantee and subgrantee organizations that engage in or conduct explicitly religious activities,as well as rules and requirements that pertain to Grantees and subgrantees that are faith-based or religious organizations. The text of the regulation,now entitled"Partnerships with Faith-Based and Other, Neighborhood Organizations,"is available via the Electronic Code of Federal Regulations(currently accessible at http,://www.ecfr.gov/cgi-bin/ECFR?page=browse), by browsing to Title 28-Judicial Administration,Chapter 1,Part 38,under e-CFR "current"data. 12. 41 U.S.C.4712(Including Prohibitions on Reprisal;Notice to Employees) Grantee must comply with,and is subject to,all applicable provisions of 41 U.S.C.4712, including all applicable provisions that prohibit,under specified circumstances, discrimination against an employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal grant,a gross waste of federal funds,an abuse of authority relating to a federal grant,a substantial and specific danger to public health or safety,or a violation of law,rule,or regulation related to a federal grant. Grantee also must inform its employees,in writing(and in the predominant native language of the workforce),of employee rights and remedies under 41 U.S.C.4712. SUBMITTED BY: C • Signature: - ^ ' Date: APR 17 2017 Name: Paul K.Ferreira Title: Police Chief Agency: Hawaii Police Department AG/CPJAD#26 FY 2016 VOCA Special Conditions(revised 3/2017) 4 • DEPARTMENT OF THE ATTORNEY GENERAL Crime Prevention and Justice Assistance Division CERTIFICATION OF NON-SUPPLANTING I certify that federal funds will not be used to supplant State,local or other non-federal funds that would,in the absence of such federal aid,be made available for law enforcement,criminal justice, and victim compensation and assistance activities. SUBMITTED BY• d) Signature: 7 - Date: APR 17 2017 Name: Paul K.Ferreira Title: Police Chief Agency: Hawaii Police Department AG/CPJAD#3 06/02 • ? 4 DEPARTMENT OF THE ATTORNEY GENERAL Crime Prevention and Justice Assistance Division l CERTIFICATION REGARDING LOBBYING Each person shall file the most current edition of this certification and disclosure form,if applicable, with each submission that initiates agency consideration of such person for an award of a Federal contract,grant,or cooperative agreement of$100,000 or more;or Federal loan of$150,000 or more. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352,title 31,U.S.Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than$10,000 and not more than$100,000 for each such failure. The undersigned certifies,to the best of his or her knowledge and belief,that: (1) No Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress in connection with the awarding of any Federal contract,the making of any Federal grant,the making of any Federal loan, the entering into of any cooperative agreement, and the extension,continuation,renewal,amendment,or modification of any Federal contract,grant, loan or cooperative agreement. (2) If any non-Federal funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress in connection with this Federal contract,grant,loan,or cooperative agreement,the undersigned shall initial here and complete and submit Standard Form# LLL,A Disclosure of Lobbying Activities,in accordance with its instructions. (3) 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 the U.S. Department of Justice,Office.of Justice Programs. (4) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers and that all subrecipients shall certify and disclose accordingly. SUBMITTE 7K� .�Signature: Q,�-�-�-� Date: APR 1 7 2017 i� Name: Paul K.Ferreira Project No: Title: Police Chief Hawaii Police Department 349 Kapi`olani Street,Hilo.Hawaii Name and Address of Organization Name of OJP Agency AG/CPJAD#22 Rev.01/2017 DEPARTMENT OF THE ATTORNEY GENERAL Crime Prevention and Justice Assistance Division CERTIFICATION OF NON-DISCRIMINATION COMPLAINT PROCEDURES The U.S.Department of Justice,Office of Justice Programs(OJP),Office for Civil Rights(OCR) has jurisdiction to investigate complaints of discrimination against recipients of funding from OW( componentagencies which includes a encies such as the Bureau of Justice Assistance,the Office for Victims of Crime,and the National Institute of Justice),Office on Violence Against Women,and the COPS Office. OCR has indicated that recipients and subrecipients of federal funding should have non-discrimination complaint procedures. Therefore, I certify that the Hawai`i Police Department(name of agency)has non-discrimination complaint procedures which include: (1) a coordinator who is responsible for overseeing the complaint process. The agency's coordinator is: Lisa Nuniez Human Resources Specialist (808)961-2267 Name Title Phone (2) a procedure to ensure that beneficiaries or employees of funded subrecipients are aware that they may complain of discrimination directly to a subrecipient,to the Department of the Attorney General,or to the Office for Civil Rights. (3) a procedure to investigate the complaint. (The procedure may be an internal investigation or forwarding the complaint to the Department of the Attorney General,the OCR,or another appropriate external agency.) (4) a procedure to notify the Department of the Attorney General,Crime Prevention and Justice Assistance Division of the complaint. (The Department will forward the complaint information to OCR and may conduct an investigation of the complaint.) (5) a procedure to notify the Department of the Attorney General of the findings of the investigation. SUBMITTED BY: • Signature: Date: APR 17 2017 Name: Paul K.Ferreira Title: Police Chief (Head of Agency or Designee) , AG/CPJAD#30 6/2010 F� n 0 :Q• DEPARTMENT OF THE ATTORNEY GENERAL Crime Prevention and Justice Assistance Division CERTIFICATION OF NON-DISCRIMINATION I certify that the applicant agency will comply with and will insure compliance by its subgrantees and contractors with the non-discrimination requirements of • The Omnibus Crime Control and Safe Streets Act of 1968, as amended, which prohibits discrimination on the basis of race, color, national origin, religion, or sex, in Office of Justice Programs,Office of Community Oriented Policing Services,and Office on Violence Against Women funded programs or activities.(42 U.S.C.§3789d and 28 C.F.R.§42.201 g gel) • Title VI of the Civil Rights Act of 1964,which prohibits discrimination on the basis of race,color or national origin in Office of Justice Programs,Office of Community Oriented Policing Services, and Office on Violence Against Women funded programs or activities.(42 U.S.C. §2000d and 28 C.F.R. §42.101 et sem,) • Section 504 of the Rehabilitation Act, which prohibits discrimination on the basis of disability in Office of Justice Programs,Office of Community Oriented Policing Services,and Office on Violence Against Women funded programs or activities.(29 U.S.C.§794 and 28 C.F.R.§42.501 g(eeq..) • Section 1407 of the Victims of Crime Act(VOCA),which prohibits discrimination on the basis of race, color, national origin, religion, sex, or disability in VOCA funded programs or activities. (42 U.S.C.§10604) • Title lI of the Americans with Disabilities Act,of 1990,as it relates to discrimination on the basis of disability in Office of Justice Programs,Office of Community Oriented Policing Services,and Office on Violence Against Women funded programs or activities.(42 U.S.C.§12132 and 28 C.F.R.Pt.35) • Title 1X of the Education Amendments of 1972,as it relates to discrimination on the basis of sex in C� Office of Justice Programs,Office of Community Oriented Policing Services,and Office on Violence Against Women funded training or educational programs.(20 U.S.C.§1681 and 28 C.F.R.Pt.54) • The Age Discrimination Act of 1975 as it relates to services discrimination on the basis of age in Office of Justice Programs,Office of Community Oriented Policing Services,and Office on Violence Against Women funded programs or activities.(42 U.S.C.§6102 and 28 C.F.R.§42.700 gt se ,. • Executive Order No. 13166 prohibiting discrimination of Limited English Proficient Persons. • Executive Order No. 13279 and 28 C.F.R. pt.,38 regarding equal protection of the laws for faith- based organizations. • The Violence Against Women Reauthorization Act of 2013, Pub. L. No. 113-4, 127-Stat. 54 § 3(b)(2013)which prohibits excluding, denying.benefits to, or discriminating against any person on the basis of actual or perceived race, color, religion, national origin,sex, gender identity, sexual orientation, or disability in any program or activity funded in whole or in part with funds made available through VAWA or the Office on Violence Against Women.(42 U.S.C.§ 13925(b)(13)). No person shall, on the grounds of race, color, religion, national origin, sex, or disability, be excluded from participation in, be denied the benefits of, be subjected to discrimination under, or be denied employment in connection with any program or activity funded in whole or in part with funds made available under this title from the U.S. Department of Justice through the Department of the Attorney General, Crime Prevention and Justice Assistance Division. Noncompliance with the discrimination regulations may result in the suspension or termination of funding. SUBMITTE7fr Signature: Date: APR 17 2017 Name: Paul K.Ferreira Title: Police Chief Agency: Hawaii Police Department AG/CPJAD#15(revised 7/2015) ,111.` o*, c,ro CERTIFICATION FORM Compliance with the Equal Employment Opportunity Plan (EEOP)Requirements Please read carefully the Instructions(see below)and then complete Section A or Section B or Section C,not all three.If recipient completes Section A or C and sub-grants a single award over$500,000, in addition,please complete Section D. Recipient's Name:Hawaii Police Department Address:349 Kapiolanl Street,Hilo,Hawaii 96720 Is agency a;o Direct or o Sub recipient of OJP,OVW or COPS funding? Law Enforcement Agency?cif Yes o No DUNS Number:813154335 Vendor Number(only if direct recipient) Name and Title of Contact Person:Paul K.Ferreira,Police Chief Telephone Number:808-326-4646 E-Mail Address:paul.ferrelra©hawallcounty.gov Section A—Declaration Claiming Complete Exemption from the EEOP Requirement Please check all the following boxes that apply. ❑ Less than fifty employees. ❑Indian Tribe ❑Medical Institution. a Nonprofit Organization ❑Educational Institution ❑Receiving a single award(s)less than$25,000. • I, [responsible official], certify that [recipient]is not required to prepare an EEOP for the reason(s)checked above,pursuant to 28 C.F.R§42.302. I further certify that [recipient] will comply with applicable federal civil rights laws that prohibit discrimination in employment and in the delivery of services. If recipient sub grants a single award over$500,000,in addition,please complete Section D Print or Type Name and Title • Signature Date Section B—Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an EEOP Is on File for Review If a recipient agency has fifty or more employees and is receiving a single award or,subaward,of$25,000 or more,but less than$500,000,then the recipient agency does not have w submit an EEOP to the OCR for review as long as it certifies the following(42 C F.R§42.305): I, pail K. Ferreira [responsible official], certify that Haw i i Pn1 ire Department [recipient],which has fifty or more employees and is receiving a single award or subaward for$25,000 or more,but less than$500,000,has formulated an EEOP in accordance with 28 CFR pt.42,subpt.E. I further certify that within the last twenty-four months,the proper authority has formulated and signed into effect the EEOP and,as required by applicable federal law,it is available for review by the public,employees,the appropriate state planning agency,and the Office for Civil Rights,Office of Justice Programs U.S.Department of Justice. The EEOP is on file at the following office: Hawaii Police Department [organization], 349 Kapiolani Street Hilo, HI 96720 [address]. DEC 13 2017 Chief Paul K. Ferreira Print or Type Name and Title Signature Date Section C--Declaration Stating that an EEOP Short Form Has Been Submitted to the Office for Civil Rights for Review If a recipient agency has fifty or more employees and is'receiving a single award,or subaward,of$500,000 or more,then the recipient agency must send an EEOP Short Form to the OCR for review. I, • [responsible official], certify that which has or more employees and is receivinga single award of$500 000 or more,has formulated an [recipient], fifty g EEOP in accordance with 28.CFR pt. 42, subpt. E, and sent it for review on [date] to the Office for Civil Rights,Office of Justice Programs,U.S.Department of Justice. If recipient sub-grants a single award over S500,000, in addition,please complete Section D • Print or Type Name and Title . • Signature Date I , U.S. DEPARTMENT OF JUSTICE l\ 5.;, r% OFFICE OF JUSTICE PROGRAMS OFFICE OF THE COMPTROLLER • • Codification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions (Sub-Recipient) This certification Is required by the regulations implementing Executive Order 12549,Debarment and Suspension,28 CFR Part 87,Section 87.810,Participants'responsibilities.The regulations were published as Part VII of the May 28,1988 Federal Register(pages 19119211). (BEFORE COMPLETING CERTIRCATION,READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies,by submission of this proposal,that neither It icor Rs principals ars presently debarred,suspended,proposed for debarment,declared ineligible,orvotuntarily ( ..; excluded from participation In this transaction by any Federal department or agency. (2) catlorrel,the prospectivlower tier e participant lshail�atit unable to ttaoh an exptetlatic�rr to this to propof statements in this aertifF Paul K.Ferreira,Police Chief d Title of uth sized Representative • APR 17 2017 Signature tate Hawaii Police Department Name of Organization • • 349 Kapiolarti Street,HIlo,Hawaii 86720 • Address of Organization • (_ • OJP FORM awn 1►.yap)Psalm Widow are°Waists. 1