HomeMy WebLinkAboutContract 54385 CSC No. 54385
U.S. DEPARTMENT OF JUSTICE COPSOFFICE, OF COMMUNITY ORIENTED POLICING SERVICES
145 N Street. NE,Washington, D.C. 20530
June 25, 2020
Chief of Police Edwin Kraus
City Manager Jay Chapa
Ft.Worth,City of
505 West Felix Street
Fort Worth,TX 76115
Re: COPS Hiring Program award number 2020UMWX0216
ORI TX22012
Dear Chief of Police Kraus and City Manager Chapa:
Congratulations on your agency's award for 13 officer position(s)and$1,625,000.00 in federal funds
over a three-year award period under the 2020 COPS Hiring Program(CHP). The local cash match
required for this award will be$1,830,421.00.Your agency may use CHP award funding to(1)hire
new officers, (2)rehire officers who have been laid off,or(3)are scheduled to be laid off on a specific
future date,as a result of local budget reductions,on or after the official award start date.Please note
that any changes to the awarded hiring categories require an official review and approval by the COPS
Office.
A list of conditions that apply to your award is included on your Award Document and Award
Document Supplement,if applicable.A limited number of agencies may be subject to an Additional
Award Notification as a result of an ongoing federal civil rights investigation,other award review,or
audit of your agency by the Department of Justice.If applicable to your agency,the Additional Award
Notification is included at the end of this letter and is incorporated by reference as part of this letter.In
addition,a limited number of agencies may be subject to Special Conditions as a result of high risk
designation or other unique circumstances.If applicable to your agency,these Special Conditions will be
found in an Award Document Supplement in your award package.You should read and familiarize
yourself with these conditions. To officially accept your award,the Award Document(including
the conditions and special conditions,if applicable) must be signed electronically via the
Account Access link on the COPS Office website at www.cops.usdoj.gov within 45 days from
the date of this letter.
The official start date of your award is 07/01/2020. Therefore,you can be reimbursed for allowable and
approved expenditures made on or after this date.Please carefully review the Financial Clearance
Memorandum(FCM)included in your award package to determine your approved budget,as some of
your requested items may not have been approved by the COPS Office during the budget review
process and award funds may only be used for approved items.The FCM will specify the final award
ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
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amount and will also identify any disallowed costs.
Supplemental online award information for 2020 COPS CHI'recipients can be found on the CHI'
Program page at https://cops.usdoj.gov/chp-award. We strongly encourage you to visit this site
immediately to access a variety of important and helpful documents that will assist you with the
implementation of your award including the 2020 CHI'Award Owner's Manual,which specifies the
programmatic and financial terms,conditions,and requirements of your award. In addition,the above
website link includes the forms and instructions necessary to begin drawing down funds for your award.
Please also ensure that you print out a copy of your application and maintain it with your award file
records.
Once again,congratulations on your 2020 CHI'award. If you have any questions about your award,
please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center
at 800-421-6770.
Phillip E.Keith,Director Date: 06/18/2020
Additional Award Notification
ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING
U.S. DEPARTMENT OF JUSTICE COPS
OFFICE OF COMMUNITY ORIENTED POLICING SERVICES
145 N Street. NE,V6'ashington, D.C. 20530
Award Document
COPS Office COPS Hiring Program (CHP)
CFDA- 16.710-Public Safety Partnership and Community Policing Grants
Treasury Account Symbol(TAS) 15XO406
Award Number:202OUNIWX0216
ORI Number:TX22012
OJP Vendor Number:756000528
DUNS Number:782003727
Applicant Organization's Legal Name:Ft.Worth,City of
Applicant's System for Award Management(SAM)name:Fort Worth,City Of
Law Enforcement Executive/Agency Executive:Chief of Police Edwin Kraus
Government Executive/Financial Official:City Manager Jay Chapa
Award Start Date: 07/01/2020
Award End Date: 06/30/2023
Award Amount: $1,625,000.00
Full-Time Officers Funded: 13
New Hires: 13 Rehires Previously Laid Off.0 Rehires Scheduled for Lay Off.0
The FY 2020 COPS Hiring Program(CHP)award provides funding to law enforcement agencies to hire and/or rehire career law
enforcement officers in an effort to increase their community policing capacity and crime prevention efforts.CHP awards provide
up to 75 percent of the approved entry-level salaries and fringe benefits of full-time officers for a 36-month award period,with a
minimum 25 percent local cash match requirement and a maximum federal share of$125,000 per officer position.
The Financial Clearance Memorandum(FCM)and,if applicable,the Cooperative Agreement included in your award package are
incorporated by reference in their entirety and shall become part of this Award Document.By signing this Award Document,the
recipient agrees to abide by all FY 2020 Community Policing Development Program(CHP)Award Terms and Conditions;the
approved budget in the FCM;if applicable,all requirements in the Cooperative Agreement;and,if applicable,the Special Award
Conditions and/or High Risk Conditions in the Award Document Supplement.
Phillip E.Keith,Director Date:06/18/2020
Edwin Kraus 08/05/2020
............................................................................................................................._................................
Signature of the Program Official with the Authority to Accept Date
this Grant Award
Jay Chapa 08/05/2020
............................................ .................... .............
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Signature of the Financial Official with the Authority to Accept Date
this Grant Award
False statements or claims made in connection with COPS office awards may result in fines,imprisonment,debarment from
participating in federal awards or contracts,and/or any remedy available by law to the Federal Government.
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U.S. Department of Justice
Office of Community Oriented Policing Services
2020 COPS Hiring Program
Award Terms and Conditions
By signing the Award Document to accept this COPS Hiring Program award,your agency agrees to abide by the
following award terms and conditions:
1.Award Owner's Manual
The recipient agrees to comply with the terms and conditions in the applicable 2020 COPS Office Program Award
Owner's Manual;COPS Office statute(34 U.S.C. § 10381,et seq.);the requirements of 2 C.F.R.Part 200(Uniform
Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards)as adopted by the U.S.
Department of Justice in 2 C.F.R. §2800.101;48 C.F.R.Part 31 (FAR Part 31)as applicable(Contract Cost Principles
and Procedures);the Cooperative Agreement as applicable;representations made in the application;and all other
applicable program requirements,laws,orders,regulations,or circulars.
2.Assurances and Certifications
The recipient acknowledges its agreement to comply with the Assurances and Certifications forms that were signed
as part of its application.
3.Allowable Costs
The funding under this project is for the payment of approved full-time entry-level salaries and fringe benefits over
three years(for a total of 36 months of funding)up to a maximum federal share of$125,000 per officer position for
career law enforcement officer positions hired and/or rehired on or after the official award start date.Any salary and
fringe benefit costs higher than entry-level that your agency pays a CHP-funded officer must be paid with local
funds.
Your agency is required to use CHP award funds for the specific hiring categories awarded.Funding under this
program may be used for the following categories:
• Hiring new officers,which includes filling existing officer vacancies that are no longer funded in your
agency's budget;
• Rehiring officers laid off by any jurisdiction as a result of state,local,or Bureau of Indian Affairs(BIA)
budget reductions; and/or
• Rehiring officers who were,at the time of award application,scheduled to be laid off(by your jurisdiction) on
a specific future date as a result of state,local,or BIA budget reductions
If your agency's local fiscal conditions have changed and your agency needs to change one or more of the funded
hiring categories,your agency should request an award modification and receive prior approval before spending CHP
funding under the new category.
The Financial Clearance Memorandum(FCM),included in your award package,specifies the amount of CHP funds
awarded to your agency.You should carefully review your FCM,which contains the final officer salary and fringe
benefit categories and amounts for which your agency was approved.Please note that the salary and fringe benefit
costs requested in your CHP application may have been adjusted or removed.Your agency may only be reimbursed
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for the approved cost categories that are documented within the FCM,up to the amounts specified in the FCM.Your
agency may not use CHP funds for any costs that are not identified as allowable in the Financial Clearance
Memorandum.
Only actual allowable costs incurred during the award period will be eligible for reimbursement and drawdown.If your
agency experiences any cost savings over the course of the award(for example,your award application
overestimated the total entry-level officer salary and fringe benefits package),your agency may not use that excess
funding to extend the length of the award beyond 36 months.Any funds remaining after your agency has drawn
down for the costs of approved salaries and fringe benefits incurred for each awarded position during the 36-month
funding period will be deobligated during the closeout process and should not be spent by your agency.
4.Supplementing,Not Supplanting
State,local,and tribal governments must use award funds to supplement,and not supplant,state,local,or Bureau of
Indian Affairs(BIA)funds that are already committed or otherwise would have been committed for award purposes
(hiring,training,purchases,and/or activities)during the award period.In other words,state,local,and tribal
government recipients may not use COPS Office funds to supplant(replace)state,local,or BIA funds that would
have been dedicated to the COPS Office-funded item(s)in the absence of the COPS Office award.34 U.S.C. §
10384(a).
5.Extensions
Your agency may request an extension of the award period to receive additional time to implement your award
program. Such extensions do not provide additional funding.Awards may be extended a maximum of 36 months
beyond the initial award expiration date.Any request for an extension beyond 36 months will be evaluated on a case-
by-case basis.Only those recipients that can provide a reasonable justification for delays will be granted no-cost
extensions.Reasonable justifications may include difficulties in filling COPS Office-funded positions,officer turnover,
or other circumstances that interrupt the 36 month award funding period.An extension allows your agency to
compensate for such delays by providing additional time to complete the full 36 months of funding for each position
awarded.Extension requests must be received prior to the end date of the award.
6.Modifications
Occasionally,a change in an agency's fiscal or law enforcement situation necessitates a change in its COPS Office
CHP award.Award modifications under CHIP are evaluated on a case-by-case basis in accordance with 2 C.F.R. §
200.308.For federal awards in excess of$250,000,any modification request involving the reallocation of funding
between budget categories that exceed or are expected to exceed 10 percent(10%)of the total approved budget
requires prior written approval by the COPS Office.Regardless of the federal award amount or budget modification
percentage,any reallocation of funding is limited to approved budget categories.In addition,any budget
modification that changes the scope of the project requires prior written approval by the COPS Office.In addition,
please be aware that the COPS Office will not approve any modification request that results in an increase of federal
funds.
In addition,modification requests should be submitted to the COPS Office when an agency determines that it will
need to shift officer positions awarded in one hiring category into a different hiring category and/or reduce the total
number of positions awarded.For example,if an agency was awarded CHP funding for two new,additional sworn
officer positions,but due to fiscal distress/constraints the agency needs to change the hiring category from the new
hire category to the rehire category for officers laid off or scheduled for layoff on a specific future date post-
application,the agency would have to request a modification.The COPS Office will only consider a modification
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request after an agency makes final,approved budget and/or personnel decisions.An agency may implement the
modified award following written approval from the COPS Office.Please be aware that the COPS Office will not
approve any modification request that results in an increase of federal funds.
7.Evaluations
The COPS Office may conduct monitoring or sponsor national evaluations of its award programs.The recipient
agrees to cooperate with the monitors and evaluators 34 U.S.C. § 10385(b).
8.Reports/Performance Goals
To assist the COPS Office in monitoring and tracking the performance of your award,your agency will be responsible
for submitting semi-annual programmatic progress reports that describe project activities during the reporting period
and quarterly Federal Financial Reports using Standard Form 425(SF-425).2 C.F.R. §§200.327-200.328.The progress
report is used to track your agency's progress toward implementing community policing strategies and to collect data
to gauge the effectiveness of increasing your agency's community policing capacity through COPS Office funding.
The Federal Financial Report is used to track the expenditures of the recipient's award funds on a cumulative basis
throughout the life of the award.
9.Award Monitoring Activities
Federal law requires that law enforcement agencies receiving federal funding from the COPS Office must be monitored
to ensure compliance with their award conditions and other applicable statutes and regulations.The COPS Office is
also interested in tracking the progress of our programs and the advancement of community policing.Both aspects of
award implementation—compliance and programmatic benefits—are part of the monitoring process coordinated by
the U.S.Department of Justice.Award monitoring activities conducted by the COPS Office include site visits,
enhanced office-based grant reviews,alleged noncompliance reviews,financial and programmatic reporting,and
audit resolution.As a COPS Office award recipient,you agree to cooperate with and respond to any requests for
information pertaining to your award.This includes all financial records,such as general accounting ledgers and all
supporting documents.All information pertinent to the implementation of the award is subject to agency review
throughout the life of the award,during the close-out process and for three-years after the submission of the final
expenditure report.34 U.S.C.§ 10385(a)and 2 C.F.R§§200.333&200.336.
10.Federal Civil Rights
The Applicant understands that the federal statutes and regulations applicable to the award(if any)made by the
Department based on the application specifically include statutes and regulations pertaining to civil rights and
nondiscrimination,and,in addition—
a.the Applicant understands that the applicable statutes pertaining to civil rights will include section 601 of the
Civil Rights Act of 1964(42 U.S.C.§2000d);section 504 of the Rehabilitation Act of 1973(29 U.S.C. §794);
section 901 of the Education Amendments of 1972(20 U.S.C. § 1681);and section 303 of the Age
Discrimination Act of 1975(42 U.S.C.§6102);
b.the Applicant understands that the applicable statutes pertaining to nondiscrimination may include section
809(c)of Title I of the Omnibus Crime Control and Safe Streets Act of 1968(34 U.S.C. § 10228(c));section
1407(e)of the Victims of Crime Act of 1984(34 U.S.C. §20110(e));section 299A(b)of the Juvenile Justice and
Delinquency Prevention Act of 2002(34 U.S.C. § 11182(b));and that the grant condition set out at section
40002(b)(13)of the Violence Against Women Act(34 U.S.C.§ 12291(b)(13)),which will apply to all awards
made by the Office on Violence Against Women,also may apply to an award made otherwise;
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c.the Applicant understands that it must require any subrecipient to comply with all such applicable statutes
(and associated regulations); and
d.on behalf of the Applicant,I make the specific assurances set out in 28 C.F.R. §§42.105 and 42.204.
The Applicant also understands that(in addition to any applicable program-specific regulations and to applicable
federal regulations that pertain to civil rights and nondiscrimination)the federal regulations applicable to the award(if
any)made by the Department based on the application may include,but are not limited to,2 C.F.R.Part 2800(the DOJ
"Part 200 Uniform Requirements")and 28 C.F.R.Parts 22(confidentiality-research and statistical information),23
(criminal intelligence systems),38(regarding faith-based or religious organizations participating in federal financial
assistance programs),and 46(human subjects protection).
11.Equal Employment Opportunity Plan WEOP)
All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the
development and implementation of an Equal Employment Opportunity Plan(28 C.F.R.Part 42 subpart E).
12.False Statements
False statements or claims made in connection with COPS Office awards may result in fines,imprisonment,debarment
from participating in federal awards or contracts,and/or any other remedy available by law.
13.Duplicative Funding
The recipient understands and agrees to notify the COPS Office if it receives,from any other source,funding for the
same item or service also funded under this award.
14.Additional High-Risk Recipient Requirements
The recipient agrees to comply with any additional requirements that may be imposed during the award performance
period if the awarding agency determines that the recipient is a high-risk recipient(2 C.F.R. §200.207).
15.System for Award Management(SAKI)and Universal Identifier Requirements
The recipient agrees to comply with the following requirements of 2 C.F.R.Part 25,Appendix A to Part 25—Award
Tema
1. System for Award Management and Universal Identifier Requirements
A. Requirement for System for Award Management
Unless you are exempted from this requirement under 2 C.F.R. §25.110,you as the recipient
must maintain the currency of your information in the SAM until you submit the final financial
report required under this award or receive the final payment,whichever is later.This requires
that you review and update the information at least annually after the initial registration,and
more frequently if required by changes in your information or another award term.
B. Requirement for unique entity identifier
If you are authorized to make subawards under this award,you:
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1. Must notify potential subrecipients that no entity(see definition in paragraph C of
this award term)may receive a subaward from you unless the entity has provided its
unique entity identifier to you.
2. May not make a subaward to an entity unless the entity has provided its unique
entity identifier to you.
C. Definitions
For purposes of this award term:
1. System for Award Management(SAM)means the Federal repository into which an
entity must provide information required for the conduct of business as a recipient.
Additional information about registration procedures may be found at the SAM Internet
site(currently at https://www.sam.2oov).
2. Unique entity identifier means the identifier required for SAM registration to
uniquely identify business entities.
3. Entity,as it is used in this award term,means all of the following,as defined at
2 C.F.R.Part 25,subpart C:
a. A Governmental organization,which is a State,local government,or Indian Tribe;
b. A foreign public entity;
C. A domestic or foreign nonprofit organization;
d. A domestic or foreign for-profit organization;and
e. A Federal agency,but only as a subrecipient under an award or subaward to a non-Federal
entity.
4. Subaward:
a. This term means a legal instrument to provide support for the performance of
any portion of the substantive project or program for which you received this award
and that you as the recipient award to an eligible subrecipient.
b. The term does not include your procurement of property and services needed
tocarry out the project or program(for further explanation,see 2 C.F.R. §200.330).
C. A subaward may be provided through any legal agreement,including an
agreement that you consider a contract.
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S. Subrecipient means an entity that:
a. Receives a subaward from you under this award;and
b. Is accountable to you for the use of the Federal funds provided by the subaward.
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16.Reporting Subawards and Executive Compensation
The recipient agrees to comply with the following requirements of 2 C.F.R.Part 170,Appendix A to Part 170—Award
Term:
I. Reporting Subawards and Executive Compensation.
a. Reporting of first-tier subawards.
1. Applicability.
Unless you are exempt as provided in paragraph d. of this award term,you must report each
action that obligates$25,000 or more in Federal funds that does not include Recovery funds
(as defined in section 1512(a)(2)of the American Recovery and Reinvestment Act of 2009,
Pub.L. 111-5)for a subaward to an entity(see definitions in paragraph e.of this award term).
2. Where and when to report.
i. You must report each obligating action described in paragraph a.1.of this award term to
hops://www.fsrs.gov,
ii. For subaward information,report no later than the end of the month following
the month in which the obligation was made.(For example,if the obligation was
made on November 7,2010,the obligation must be reported by no later than
December 31,2010.)
3. What to report.
You must report the information about each obligating action that the submission
instructions posted at https://www.fsrs.gov specify.
b. Reporting Total Compensation of Recipient Executives.
1. Applicability and what to report.You must report total compensation for each of
your five most highly compensated executives for the preceding completed fiscal
year,if—
i. the total Federal funding authorized to date under this award is$25,000 or more;
ii. in the preceding fiscal year,you received—
(A) 80 percent or more of your annual gross revenues from Federal
procurement contracts(and subcontracts)and Federal financial assistance
subject to the Transparency Act,as defined at 2 C.F.R. § 170.320(and
subawards); and
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(B) $25,000,000 or more in annual gross revenues from Federal procurement
contracts(and subcontracts)and Federal financial assistance subject to the
Transparency Act,as defined at 2 C.F.R. § 170.320(and subawards);and
iii. The public does not have access to information about the compensation of the
executives through periodic reports filed under section 13(a)or 15(d)of the
Securities Exchange Act of 1934(15 U.S.C. §§78m(a),78o(d))or section 6104 of the
Internal Revenue Code of 1986.(To determine if the public has access to the
compensation information,see the U.S. Security and Exchange Commission total
compensation filings at https://www.sec.gov/answers/execomp.htm.)
2. Where and when to report.You must report executive total compensation
described in paragraph b.l.of this award term:
i. As part of your registration profile at https://www.sanLgov,
ii. By the end of the month following the month in which this award is made,
and annually thereafter.
C. Reporting of Total Compensation of Subrecipient Executives.
1. Applicability and what to report.Unless you are exempt as provided in paragraph d.
of this award term,for each first-tier subrecipient under this award,you shall report the
names and total compensation of each of the subrecipient's five most highly
compensated executives for the subrecipients preceding completed fiscal year,if—
i. in the subrecipients preceding fiscal year,the subrecipient received—
(A) 80 percent or more of its annual gross revenues from Federal
procurement contracts(and subcontracts)and Federal financial assistance
subject to the Transparency Act,as defined at 2 C.F.R. § 170.320(and
subawards); and
(B) $25,000,000 or more in annual gross revenues from Federal procurement
contracts(and subcontracts),and Federal financial assistance subject to the
Transparency Act(and subawards); and
ii. The public does not have access to information about the compensation of the
executives through periodic reports filed under section 13(a)or 15(d)of the
Securities Exchange Act of 1934(15 U.S.C. §§78m(a),78o(d))or section 6104 of the
Internal Revenue Code of 1986.(To determine if the public has access to the
compensation information,see the U.S. Security and Exchange Commission total
compensation filings at https://www.sec.gov/answers/execomp.htm.)
2. Where and when to report.You must report subrecipient executive total
compensation described in paragraph c.1.of this award term:
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i. To the recipient.
ii. By the end of the month following the month during which you make the
subaward.For example,if a subaward is obligated on any date during the month of
October of a given year(i.e.,between October 1 and 31),you must report any
required compensation information of the subrecipient by November 30 of that
year.
d. Exemptions
If,in the previous tax year,you had gross income,from all sources,under$300,000,you are
exempt from the requirements to report:
i. Subawards,and
ii. The total compensation of the five most highly compensated executives of any
subrecipient.
e. Definitions.For purposes of this award term:
1. Entity means all of the following,as defined in 2 C.F.R.Part 25:
i. A Governmental organization,which is a State,local government,or Indian tribe;
ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization;
iv. A domestic or foreign for-profit organization;
V. A Federal agency,but only as a subrecipient under an award or subaward to a
non-Federal entity.
2. Executive means officers,managing partners,or any other employees in management
positions.
3. Subaward:
i. This term means a legal instrument to provide support for the performance of
any portion of the substantive project or program for which you received this
award and that you as the recipient award to an eligible subrecipient.
ii. The term does not include your procurement of property and services needed
to carry out the project or program(for further explanation,see Sec._.210 of the
attachment to OMB Circular A-133,"Audits of States,Local Governments,and
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Non-Profit Organizations").
iii. A subaward may be provided through any legal agreement,including an
agreement that you or a subrecipient considers a contract.
4. Subrecipient means an entity that:
i. Receives a subaward from you(the recipient)under this award;and
ii. Is accountable to you for the use of the Federal funds provided by the subaward.
5. Total compensation means the cash and noncash dollar value earned by the
executive during the recipient's or subrecipienfs preceding fiscal year and includes the
following(for more information see 17 C.F.R.§229.402(c)(2)):
i. Salary and bonus.
ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar
amount recognized for financial statement reporting purposes with respect to
the fiscal year in accordance with the Statement of Financial Accounting
Standards No. 123(Revised 2004)(FAS 123R),Shared Based Payments.
iii. Earnings for services under non-equity incentive plans. This does not
include group life,health,hospitalization or medical reimbursement plans that do
not discriminate in favor of executives,and are available generally to all salaried
employees.
iv. Change in pension value. This is the change in present value of defined benefit
and actuarial pension plans.
V. Above-market earnings on deferred compensation which is not tax-qualified.
vi. Other compensation,if the aggregate value of all such other compensation(e.g.
severance,termination payments,value of life insurance paid on behalf of the
employee,perquisites or property)for the executive exceeds$10,000.
17.Debarment and Suspension
The recipient agrees not to award federal funds under this program to any party which is debarred or suspended from
participation in federal assistance programs.2 C.F.R.Part 180(Government-wide Nonprocurement Debarment and
Suspension)and 2 C.F.R.Part 2867(DOJ Nonprocurement Debarment and Suspension).
18.Employment Eligibility
The recipient agrees to complete and keep on file,as appropriate,the Department of Homeland Security,U.S.
Citizenship and Immigration Services(USCIS)Employment Eligibility Verification Form(I-9).This form is to be used
by recipients of federal funds to verify that persons are eligible to work in the United States.Immigration Reform and
Control Act of 1986(IRCA),Public Law 99-603.
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19.Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information
The recipient agrees not to discharge,demote,or otherwise discriminate against an employee as reprisal for the
employee disclosing information that he or she reasonably believes is evidence of gross mismanagement of a federal
contract or award,a gross waste of federal funds,an abuse of authority relating to a federal contract or award,a
substantial and specific danger to public health or safety,or a violation of law,rule,or regulation related to a Federal
contract(including the competition for or negotiation of a contract)or award.The recipient also agrees to provide to
their employees in writing(in the predominant native language of the workforce)of the rights and remedies provided
in 41 U.S.C. §4712.Please see appendices in the Award Owner's Manual for a full text of the statute.
20.Mandatory Disclosure
Recipients and subrecipients must timely disclose in writing to the Federal awarding agency or pass-through entity,
as applicable,all federal criminal law violations involving fraud,bribery,or gratuity that may potentially affect the
awarded federal funding.Recipients that receive an award over$500,000 must also report certain civil,criminal,or
administrative proceedings in SAM and are required to comply with the Term and Condition for Recipient Integrity
and Performance Matters as set out in 2 C.F.R.Part 200,Appendix XII to Part 200.Failure to make required disclosures
can result in any of the remedies,including suspension and debarment,described in 2 C.F.R. §200.338.
21.Conflict of Interest
Recipients and subrecipients must disclose in writing to the COPS Office or pass-through entity,as applicable,any
potential conflict of interest affecting the awarded federal funding in accordance with 2 C.F.R. §200.112.
22.Contract Provision
All contracts made by the award recipients under the federal award must contain the provisions required under 2
C.F.R.Part 200,(Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal
Awards).Please see appendices in the Award Owner's Manual for a full text of the contract provisions.
23.Restrictions on Internal Confidentiality Agreements
No recipient or subrecipient under this award,or entity that receives a contract or subcontract with any funds under
this award,may require any employee or contractor to sign an internal confidentiality agreement or statement that
prohibits or otherwise restricts the lawful reporting of waste,fraud,or abuse to an investigative or law enforcement
representative of a federal department or agency authorized to receive such information.Consolidated
Appropriations Act,2020,Public Law 116-93,Division C,Title VII,Section 742.
24.Recipient Integrity and Performance Matters
For awards over$500,000,the recipient agrees to comply with the following requirements of 2 C.F.R.Part 200,
Appendix XII to Part 200—Award Term and Condition for Recipient Integrity and Performance Matters:
A. Reporting of Matters Related to Recipient Integrity and Performance
1. General Reporting Requirement
If the total value of your currently active awards,cooperative agreements,and
procurement contracts from all Federal awarding agencies exceeds$10,000,000 for any
period of time during the period of performance of this Federal award,then you as the
recipient during that period of time must maintain the currency of information reported
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to the System for Award Management(SAM)that is made available in the designated
integrity and performance system(currently the Federal Awardee Performance and
Integrity Information System(FAPIIS))about civil,criminal,or administrative
proceedings described in paragraph 2.of this award term and condition.This is a
statutory requirement under section 872 of Public Law 110-417,as amended(41 U.S.C.
2313).As required by section 3010 of Public Law 111-212,all information posted in the
designated integrity and performance system on or after April 15,2011,except past
performance reviews required for Federal procurement contracts,will be publicly
available.
2. Proceedings About Which You Must Report
Submit the information required about each proceeding that:
a. Is in connection with the award or performance of an award,cooperative
agreement,or procurement contract from the Federal Government;
b. Reached its final disposition during the most recent five year period;and
C. Is one of the following:
(1) A criminal proceeding that resulted in a conviction,as defined in paragraph
5.of this award term and condition;
(2) A civil proceeding that resulted in a finding of fault and liability and
payment of a monetary fine,penalty,reimbursement,restitution,or damages of
$5,000 or more;
(3) An administrative proceeding,as defined in paragraph 5.of this award
term and condition,that resulted in a finding of fault and liability and your
payment of either a monetary fine or penalty of$5,000 or more or reimbursement,
restitution,or damages in excess of$100,000;or
(4) Any other criminal,civil,or administrative proceeding i£
i It could have led to an outcome described in paragraph 2.c.(1),(2),or
(3)of this award term and condition;
ii. It had a different disposition arrived at by consent or compromise
with an acknowledgment of fault on your part;and
iii. The requirement in this award term and condition to disclose
information about the proceeding does not conflict with applicable
laws and regulations.
3. Reporting Procedures
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Enter in the SAM Entity Management area the information that SAM requires about
each proceeding described in paragraph 2.of this award term and condition.You do
not need to submit the information a second time under assistance awards that you
received if you already provided the information through SAM because you were
required to do so under Federal procurement contracts that you were awarded.
4. Reporting Frequency
During any period of time when you are subject to the requirement in paragraph 1.
of this award term and condition,you must report proceedings information through
SAM for the most recent five year period,either to report new information about
any proceeding(s)that you have not reported previously or affirm that there is no
new information to report.Recipients that have Federal contract,award,and
cooperative agreement awards with a cumulative total value greater than$10,000,000
must disclose semiannually any information about the criminal,civil,and
administrative proceedings.
S. Definitions
For purposes of this award term and condition:
a. Administrative proceeding means a non-judicial process that is
adjudicatory in nature in order to make a determination of fault or liability(e.g.,
Securities and Exchange Commission Administrative proceedings,Civilian Board
of Contract Appeals proceedings,and Armed Services Board of Contract
Appeals proceedings). This includes proceedings at the Federal and State level
but only in connection with performance of a Federal contract or award.It does
not include audits,site visits,corrective plans,or inspection of deliverables.
b. Conviction,for purposes of this award term and condition,means a
judgment or conviction of a criminal offense by any court of competent
jurisdiction,whether entered upon a verdict or a plea,and includes a
conviction entered upon a plea of nolo contendere.
C. Total value of currently active awards,cooperative agreements,
and procurement contracts includes—
(1) Only the Federal share of the funding under any Federal award
with a recipient cost share or match;and
(2) The value of all expected funding increments under a Federal
award and options,even if not yet exercised.
25.Citizenship and Immigration Status Communications
Authority to obligate or expend contingent on compliance with this condition.
ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING
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NOTE: This grant condition is established under the COPS Office's broad authority and discretion to award and
administer grants. See,e.g.,34 U.S.C. § 10381,et seq.This condition applies only to state or local government entities
or to non-state or local government entities that make subawards with these funds to a state or local government
entity.
State or local government entity recipients of this award,and any subrecipient of this award at any tier that is an
entity of a State or of a unit of local government,may not obligate or expend award funds if—at the time of the
obligation or expenditure—the"program or activity"of the recipient funded in whole or in part with the award funds
(which includes any such program or activity of any subrecipient at any tier)is subject to any prohibitions or
restrictions on sending to,requesting or receiving from,maintaining,or exchanging information regarding citizenship
or immigration status with components of the U.S.Department of Homeland Security or any federal,state or local
government entity,as generally described in 8 U.S.C. 1373(a)or(b).This includes any prohibitions or restrictions
imposed or established by a state or local government entity or official.
A subrecipient of this award(at any tier)that is an entity of a State or of a unit of local government may not obligate
or expend award funds if—at the time of the obligation or expenditure—the"program or activity"of the subrecipient
(which includes any such program or activity of any subrecipient at any further tier)funded(in whole or in part)with
award funds is subject to any prohibitions or restrictions on sending to,requesting or receiving from,maintaining,or
exchanging information regarding citizenship or immigration status with components of the U.S.Department of
Homeland Security or any federal,state or local government entity,as generally described in 8 U.S.C. 1373(a)or(b).
This includes any prohibitions or restrictions imposed by a state or local government entity or official.
Any obligations or expenditures of a recipient or subrecipient that are impermissible under this condition shall be
unallowable costs for purposes of this award.
Rules of Construction.For purposes of this condition,"program or activity"means what it means under section 606
of title VI of the Civil Rights Act of 1964(42 U.S.C.2000d-4a).
References to the Immigration and Naturalization Service in 8 U.S.C. 1373 are to be read,as a legal matter,as
references to particular components of the U.S.Department of Homeland Security.
Should any provision of a condition of this award be held to be invalid or unenforceable by its terms,then that
provision shall first be applied with a limited construction so as to give it the maximum effect permitted by law(to any
person or circumstance)under this award. Should it be held,instead,that a condition(or a provision thereof)is of
utter invalidity or unenforceability,such condition(or such provision)shall be deemed severable from this award.
Any questions about the meaning or scope of this condition should be directed,prior to acceptance of this award,to
the Office of Community Oriented Policing Services Legal Division at 202-514-3750.
26.Contracts and/or MOUs with other Jurisdictions
Sworn law enforcement officer positions awarded must be used for law enforcement activities or services that benefit
your agency and the population that it serves.The items funded under the CHP award cannot be utilized by other
agencies unless the items benefit the population that your agency serves.Your agency may use items funded under
the CHP award to assist other law enforcement agencies under a resource sharing,mutual aid,or other agreement to
address multi jurisdictional issues as described in the agreement.
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27.Retention
At the time of award application,your agency committed to retaining all sworn officer positions awarded under the
CHP award with state and/or local funds for a minimum of 12 months following the conclusion of 36 months of federal
funding for each position,over and above the number of locally-funded sworn officer positions that would have
existed in the absence of the award.Your agency cannot satisfy the retention requirement by using CHP-funded
positions to fill locally-funded vacancies resulting from attrition.34 U.S.C. § 10382(c)(8).
28.Community Policing
Community policing activities to be initiated or enhanced by your agency and the officers funded by this award
program were identified and described in your CHP award application.In sections VI(A)and(13),your agency
developed a community policing plan for the CHP award with specific reference to a crime or disorder problem and the
following elements of community policing: (a)problem solving—your agency's plan to assess and respond to the
problem identified;(b)community partnerships and support,including related governmental and community
initiatives that complement your agency's proposed use of CHP funding;and(c)organizational transformation—how
your agency will use the funds to reorient its mission to community policing or enhance its involvement in and
commitment to community policing.Throughout the CHP award period,your agency is required to implement the
community policing plan it set forth in the CHP award application.
The COPS Office defines community policing as a philosophy that promotes organizational strategies that support
the systematic use of partnerships and problem-solving techniques to proactively address the immediate conditions
that give rise to public safety issues such as crime,social disorder,and fear of crime.CHP awards through the specific
officers funded(or an equal number of redeployed veteran officers)must be used to initiate or enhance community
policing activities.All newly hired additional or rehired officers(or an equal number of redeployed veteran officers)
funded under CHP must implement your agency's approved community policing plan,which you described in your
award application.
29.Local Match
COPS Hiring Program award recipients are required to contribute a local match of at least 25 percent towards the total
cost of the approved award project,unless waived in writing by the COPS Office.The local match must be a cash
match from funds not previously budgeted for law enforcement purposes and must be paid during the award period.
The local match contribution must be made on an increasing basis during each year of the three-year award period,
with the federal share decreasing accordingly.34 U.S.C. § 10381(g).
30.School Resource Officer(SRO)Training Requirement
COPS Office-funded SRO(s)are required to complete a National Association of School Resource Officers(NASRO)
40 hour basic training course.Course substitutions are not permitted.Training must be completed no later than nine
months after the date shown on the award congratulatory letter or six months from the SRO hire date;whichever
comes first.If a COPS Office-funded SRO leaves the recipient agency after completing the NASRO training,the
recipient agrees to pay for the new SRO,who is assigned to backfill this position,to attend a NASRO 40 hour basic
training course.The new SRO must complete the training no later than nine months after being placed in the school.
If the officer has completed NASRO 40 hour
basic training within the last 12 months prior to the award date,the condition has been fulfilled.Any longer than 12
months will require the officers to retake the course.The agency must contact the NASRO Grant Coordinator if they
want funds to cover registration and travel costs.
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31.Background Investigations
Recipients agree to ensure that each officer(s)hired with CHP funding will be subject to a background investigation,
notify the COPS Office upon completion of the background investigation for each officer hired under the CHP award,
and cooperate with the COPS Office and provide updates on the status of background investigations upon request.2
C.F.R.§200.207
If the COPS Office determines that CHP funds are being used to pay the salary and fringe benefits of an officer who
has not undergone a background investigation,the COPS Office may temporarily suspend grant funds in accordance
with 2 C.F.R. §200.338 until the agency can demonstrate the background investigation has been completed.
32.Career Law Enforcement Officer
Officer hiring funds may only be used to pay entry-level salaries and fringe benefits for full-time"career law
enforcement officers"for 36 months.The COPS Office's statute defines a"career law enforcement officer"as"a
person hired on a permanent basis who is authorized by law or by a State or local public agency to engage in or
supervise the prevention,detection,or investigation of violations of criminal laws."34 U.S.C. §10389(1).A recipient
agency may use officer hiring funds to pay the salary and benefits of recruits while in academy training to become
"career law enforcement officers"if it is the standard practice of the agency to do so with locally-funded recruits.The
State of Alaska,and any Indian tribe or tribal organization in that State,may also use officer hiring funds for a
"village public safety officer"defined as"an individual employed as a village public safety officer under the program
established by the State pursuant to Alaska Statute 18.65.670."Tribal Law and Order Act of 2010,Pub.L. 111-211,title
II,§247(a)(2).
ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING
U.S. DEPARTMENT OF JUSTICE COPS
OFFICE, OF COMMUNITY ORIENTED POLICING SERVICES
145 N Street. NE,Washington, D.C. 20530
Financial Clearance Memorandum
COPS Office COPS Hiring Program Program
(CHP)
To: Chief of Police Edwin Kraus and City Manager Jay Chapa
Re:Financial Clearance Memorandum
A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable,
allowable,and consistent with existing guidelines.Exceptions/Adjustments are noted below.
Total officer positions awarded: 13
Approved costs per entry-level officer, per year
Year 1 Year 2 Year 3
Base salary $61,381.00 $63,222.00 $65,119.00
Benefits $24,868.72 $25,354.93 $25,855.93
Social Security $0.00 $0.00 $0.00
Medicare $890.02 $916.72 $944.23
Health insurance $8,658.00 $8,658.00 $8,658.00
Life insurance $0.00 $0.00 $0.00
Vacation $0.00 $0.00 $0.00
Sick leave $0.00 $0.00 $0.00
Retirement $15,320.70 $15,780.21 $16,253.70
Worker's compensation $0.00 $0.00 $0.00
Unemployment insurance $0.00 $0.00 $0.00
Approved total project costs
Per officer Grand total
ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING
ORI TX22012-Award 2020IIMWX0216-Award Financial Clearance Memo 2020-CUP-Page 2 of 2
Salaries and fringe benefits $265,801.58 $3,455,421.00
Federal share $125,000.00 $1,625,000.00
Applicant share $140,801.62 $1,830,421.00
Local match waiver not granted.
Budget Cleared Date: 06/25/2020
Overall Comments:
NA
Additional Comments:
N/A
ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING
•
U.S. DEPARTMENT OF JUSTICE COPS
OFFICE OF COMMUNITY ORIENTED POLICING SERVICES
145 N Street,NE,Washington,D.C. 20530
Award Document Supplement
COPS Hiring Program (CHP)
y signing the Award Document to accept this COPS Hiring Program(CHP)award,the recipient
agrees to abide by the following Special Award Conditions and/or High Risk Conditions:
Special Award Conditions
Advancing Department of Justice Priority Crime Problem Awards
Your agency has been selected for a COPS Hiring Program(CHP)award to address a particular
Department of Justice priority crime problem/focus area,based specifically on your CHP award
application's community policing plan to improve your agency's public safety response to the critical
issues of Illegal Immigration,Violent Crime,or Homeland Security.
Please be advised that,in accepting this award,your agency is agreeing to this Special Condition to its
CHP award that requires your agency's COPS-funded officers(or an equivalent number of locally-
funded officers)to initiate or enhance your agency's community policing plan to address one of the
priority crime problems identified above.By signing the 2020 CHP award,your agency understands
and agrees to the following:
• Your agency will implement the one specific community policing plan identified in your CHP
award application;
• Your agency will address its specific priority crime problem throughout the entire CHP award
period;
• Your agency will implement any organizational changes identified in its CHP award application in
Section 613,Questions 12 and 13;
• Your agency will cooperate with any award monitoring by the COPS Office to ensure that it is
initiating or enhancing its community policing efforts to address its priority crime problem,which
may include your agency having to respond to additional or modified reporting requirements.
Memorandum of Understanding Requirement
(School-based Policing through School Resource Officers Focus Area Only)
By signing the 2020 CHP award,recipients using CHP funding to hire and/or deploy School Resource
ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING
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Officers into schools understand and agree to the following:
• Your agency must submit a signed Memorandum of Understanding(MOU)between the law
enforcement agency and the school partner(s)to the COPS Office before obligating or drawing
down funds under this award. The MOU must be submitted to the COPS Office within 90 days
of the date shown on the award congratulatory letter.
• Your agency's MOU must contain the following information;
The purpose of the MOU
Clearly defined roles and responsibilities of the school district and the law enforcement
agency,focusing officers'roles on safety
Information sharing
Supervision responsibility and chain of command for the SRO
Signatures
Note:Please refer to the MOU Fact Sheet for a detailed explanation of the requirements under each of
the bullets
• Your agency's implementation of the CHI'award without submission and acceptance of the
required MOU may result in expenditures not being reimbursed by the COPS Office and/or
award de-obligation.
ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
472dwd47. G2"
By: Jesus J.Chapa(Sep 1,20 012:53 CDT)
Jesus J. Chapa
Assistant City Manager
Date: Sep 1,2020
APPROVAL RECOMMENDED:
E win Kraus(Sep 1,202010:46 CDT)
By:
Edwin Kraus
Chief of Police
Date: Sep 1,2020
APPROVED AS TO FORM
AND LEGALITY:
By:
Taylor Paris
Assistant City Attorney
Contract/Agreement Authorization:
M&C: _20-0505 (Ratify and Accept)
Date Approved: 08/04/2020
�ooaoopn
a F FORT dad
ATTEST:
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y: a Q�hEXASoap
Mary J. Kayser
City Secretary
Contract Compliance Manager:
By signing I acknowledge that I am the person responsible
for the monitoring and administration of this contract, including
ensuring all performance and reporting requirements.
maul Ygple
Heidi Yaple(Aug 28,2020 09:34 CDT)
Heidi Yaple
Grants Specialist
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
FORT WORTH
DOCUMENT APPROVAL/ CORRECTION FORM
TO: Keith Morris
DEPT: Police Department
DATE: July 23, 2020
SUBJECT: COPS Hiring Program award number 2020UMWX0216
TITLE OF DOCUMENT(S)
- Award Agreement
- COPS Hiring Award Term Sheet
- COPS Website Award Approval Page
- DOJ Financial Guide
X APPROVED FOR SIGNATURE—The Certification to be signed by David and Chief Kraus has been
reviewed and approved for signature. You may move forward with the application conditioned on following the
comments below and confirming all eligibility requirements are met.
RETURN TO DEPARTMENT—The above referenced document(s) are being returned to your
department for corrections. Please see comments below.
COMMENTS:
By:
..-
T ylor Paris, Assistant City Attorney
REQUIRED SIGNATURES ON DOCUMENT(S)
X VENDOR
X DEPARTMENT DIRECTOR
X ASSISTANT CITY ATTORNEY
X ASSISTANT CITY MANAGER
X CITY SECRETARY
X CONTRACT MANAGER
OFFICE OF THE CITY ATTORNEY
The City of Fort Worth*200 Texas Street,Third Floor*Fort Worth,Texas 76102
817-392-7600*Fax 817-392-8359
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 08/04/20 M&C FILE NUMBER: M&C 20-0505
LOG NAME: 35COPSHIRING FY20
SUBJECT
Ratify Application for,and Authorize Acceptance of,if Awarded,the U.S. Department of Justice,Community Oriented Policing Services Fiscal
Year 2020 COPS Hiring Program in an Amount Up to$3,455,420.54;and Authorize Execution of Related Grant Agreement(ALL COUNCIL
DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Ratify application for,and authorize acceptance of, if awarded,the U.S. Department of Justice,Community Oriented Policing Services Fiscal
Year 2020 COPS Hiring Program in an amount up to$3,455,420.54;and
2.Authorize the execution of a grant agreement with the U.S. Department of Justice.
DISCUSSION:
The Fiscal Year(FY)2020 COPS Hiring Program(CHP)is designed to advance public safety through community policing by addressing the full-
time sworn officer needs of state, local and tribal law enforcement agencies nationwide.The CHP provides funds directly to law enforcement
agencies to hire new and/or rehire career law enforcement officers and to increase their community policing capacity and crime prevention efforts.
The FY2020 CHP grants will provide up to 75 percent of the approved entry-level salaries and fringe benefits of full-time officers for a 36 month
grant period with a minimum 25 percent local cash match requirement.The maximum federal share is limited to the amount of$125,000.00 per
officer position during the duration of the grant term.The cash match amount exceeds the 25%requirement because CHP funds do not cover the
total amount required to cover these positions so the additional cash match above this percentage is required to accomplish the project. The City
of Fort Worth is requesting the amount of$1,625,000.00 in funding from CHP to hire 13 new officers for the Police Department.A cash match
requirement in the amount of$1,830,420.54 will be required over a 36 month period. The cash match amount will be requested for transfer from
the Crime Control and Prevention District Fund. Positions must be maintained for a minimum of 12-months following the grant period.
Description Year 1 Year 2 Year 3 Total
Total Salary/Benefits for 13 F,121,246]_36 1,151,499.78 1,182,674.40 3,455,420.54
Officers Per Year
Federal Share 535,511.79 547,461.00 542,027.21 1,625,000.00
CFW Share 585,734.57 604,038.78 640,647.19 1,830,420.54
If the grant is awarded,Staff will seek approval from the Crime Control and Prevention District Board for the required grant cash match.
Upon approval and award of the grant,a second Mayor and Council Communication will follow to appropriate the required matching funds and the
grant award.
ALL COUNCIL DISTRICTS
This grant does not allow indirect cost expenses.
A Form 1295 is not required because:This contract will be with a governmental entity,state agency or public institution of higher education: U.S.
Department of Justice
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds will be available in the Grants Operating Federal Fund upon approval of the above recommendations,
award of the grant,and approval of a separate Appropriation Ordinance for the match. Appropriation of the anticipated grant receipts will be
included as part of the City Manager's proposed FY2021 budget. Transfer and appropriation of required match funds will be subject to a
separately approved Council action. The Police Department is responsible for the collection of funds due to the City.Prior to an expenditure being
made,the Police Department has the responsibility to validate the availability of funds.This is a reimbursement grant.
Submitted for City Manager's Office by. Jay Chapa 5804
Originating Business Unit Head: Ed Kraus 4231
Additional Information Contact: Keith Morris 4243