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HomeMy WebLinkAboutContract 41604 (2)CITY SECRETARY CONTRACT NO.,= Lei . t 0 `l Nlemoranduin of Understanding Between The City of Fort Worth, Tx and The City of Bedford, TX 1. PARTIES. The parties to this Memorandum of Understanding (MOU) are the City of Fort Worth, Texas (hereinafter referred to as "Recipient") and the City of Bedford. Texas ("Subrecipient"). 2. AUTHORITY. This MOU sets forth the Recipient's and the Subrecipient's responsibilities under the U.S. Department of Justice, Bureau of Justice Assistance. Fiscal Year 2010 Justice Assistance Grant (JAG). 3. PURPOSE. The purpose of this MOU is to enhance the working relationship between the parties in order to facilitate effective implementation of the FY 2010 JAG, in compliance with the DOJ Program requirements. Once awarded. grant funds in the amount of $23,701 shall provide for vehicle emergency related equipment for the Bedford Police Department as outlined in the Budget Narrative, attached as `Exhibit A" and incorporated herein by reference the same as if fully copied and set forth at length. 4. RESPONSIBILITIES: A. Recipient: 1) The Recipient is the cognizant fiscal agency of the FY 2010 JAG Funds and agrees to participate in a collaborative manner with the Subrecipient throughout the life of the grant. 2) After the FY 2010 JAG is awarded, the Recipient shall facilitate and manage the grant throughout the life of the grant, as required by the grant award document. 3) The Fort worth Police Department — Administrative Services Bureau -- Grants and Contracts Management Division (ASB-GCMD). will oversee the administration, procurement, and reporting for the Subrecipeint's grant -funded activities and will act as the Fiscal Agent for the FY 2010 JAG Program funds. Additionally, ASB-GCMD will review and approve and/or request approval from DOJ of any \vritten requests by subrecipient for modifications of attached budget (attached as Exhibit A). 4. The Recipient shall pay the Subrecipient an amount not to exceed S23.701 from available grant funds for approved services and expenses rendered in accordance with the terms of this memorandum of understanding upon receipt of a proper and verified invoice with satisfactory program accompanying documentation of services provided. rI he reimbursemeilt made to the Subrecipient shall not exceed actual costs incurred to Memorandum of Understanding, between the City o4_ Fort North. r 1 and the Ctty of Bedturdi TX Page Iof6 OFFICIAL RECORD ITY SECRETARY Ft WORTH, TX provide the services under this grant. Actual costs, both direct and indirect, must be reasonable and allowable as those terms are defined and explained in the Office of Management and Budget (OMB) Circulars A-122 and 1-1 10. B. Subrecipient: 1. Participate in a collaborative effort with the Recipient in the application, administration, and implementation of the FY 2010 JAG* collaboration to last throughout the life of the grant. 2. Meet all requirements pertaining to administration, procurement, and reporting in connection with the FY 2010 JAG Requirements to be met include those found in (1) the Office of Management and Budget circulars, (2) the Office of Justice Programs Financial Guidelines, and (3) Exhibit B to this MOU, entitled "Award Document", which is incorporated by reference as part of this MOU. 3. Submit to the Recipient monthly performance reports regardless of level of activity. In addition, the Subrecipient shall submit program updates and other reports requested by the Recipient and U.S. Department of Justice, Bureau of Justice Assistance in appropriate format and on a timely basis; and make available at reasonable times and for reasonable periods records and other programmatic or financial records, books, reports, and supporting documents for reviewing and copying by the Recipient, U.S. Department of Justice, Bureau of Justice Assistance or their authorized representatives. The monthly reports are due to the Recipient no later than the 15°i calendar day of the following month. The monthly performance reports must contain the following information: 1) A detailed list of all projects or activities for which FY 10 JAG monies were expended or obligated during the previous month, including a) The name of project or activity; b) A description of project or activity; and c) An evaluation of the completion status of the project or activity. 4. Submit monthly Request for Reimbursement (RFR) forms and vendor report forms with an original signature by an authorized representative to Mary Wilson, ASB- GCMD, Fort Worth Police Department, 350 West Belknap Street, Fort Worth, TX 76102 no Iatet than the 15`h calendar day of the month following expenditures. Reimbursements by the. Recipient will not be made until after receipt of an acceptable and approved RFR and a monthly programmatic report from the Subrecipient. Reimbursements shall be made within 30 days receipt of said documents. The monthly RFRs and Vc,ndor Report Forms must contain the following information: 1) The amount of FY 10 JAG funds that were expended to projects or activities during the previous month; and 2) The amount of FY 10 1AG tunds that were obligated during the previous month. 5. Submit any and all proposed changes to attached budget to the Recipient prior to any expenditure deviation from approved budget. No expenditures inconsistent with \lenurrrndurn of tindr'rstanding hetween the City of Fort Worth. TX and the City of Bedford, TX Page 2of6 attached budget shall be made by Subrecipient prior to receiving written approval from Recipient. Failure to obtain pre -approval for deviations from budget may result in a denial of reimbursement. 6. Maintain financial, programmatic, and supporting documents, statistical records, and other records pertinent to claims submitted during the contract period for a minimum of five (5) years after the termination of the contract period, or for five (5) years after the end of the federal fiscal year in which services were provided. If any litigation claim, or audit involving these records begins before the fifth (5) year period expires, the Recipient will notify the Subrecipient of such litigation, claim or audit and Subrecipient will be responsible tor maintaining the records and documents for not less than three (3) years after the final conclusion of all litigation, claims, or audits. Litigation is considered resolved when a final order is issued, or a written agreement is entered into between the DOJ, Recipient and Subrecipient. Audits are considered concluded upon the closure of the audit covering the entire award period. 5. POINTS OF CONTACT A. Recipient The primary point of contact for Recipient is Mary Wilson, telephone number: (817) 392- 4239 email address: marv.wilson2(17lortworthuov.or.(. Monthly RFRs should be submitted, in writing, to the Fort Worth Police Department, 350 West Belknap Street, Fort Worth, TX 76102, Attention: Mary Wilson. Performance reports should be submitted by the Project Directors of the aforementioned FY 2010 Justice Assistance Grant programs in writing to Fort Worth Police Department, 350 West Belknap Street, Fort Worth, TX 76102, Attention: Mary Wilson or by email to mark w i Ison2(d, tortwori hgov.UFLT. B. Subrecipient The primary point of contact for Subrecipient is Kelli Agan, telephone number: 817-952- 2403, kelli.dLan%a ci.hedthrd.rx.us, mailing: 2121 L. Don Dodson Drive, Bedford, Texas 76021. C. Recipient and Subrecipient Before any item included in an RFR would be denied as unallowable, Recipient agrees to confer with Subrecipient to allow for clarification and explanation. Recipient agrees to memorialize in \\'citing any oral conversations concerning this subject matter. 6. ENTIRETY OF AGREEMENT. 'this M0L, consisting of six pages and exhibits, represents the entire and integrated agreement between the parties and supersedes all prior Memorandum of l'nderstanding between the City of Fort !North. Tx and the CO of 13edford. I.1 Page 3 of 6 discussions and negotiations, representations and agreements whether written or oral as related specifically to the U.S. Department of Justice. FY 2010 JAG. 7. IMMUNITY. The Parties and their respective governing bodies do not waive their sovereign immunity by entering into this MOU, and each fully retains all immunities and defenses provided by law or otherwise with respect to an) action based on or occurring as a result of this MOU S. INDEPENDENT CONTRACTOR. By executing this MOU, the parties agree to work together to secure grant funding for police vehicles and equipment for the Bedford Police Department as outlined. However, the parties to this MOU do not intend to enter a legal partnership as that term is used to describe a legal entity and to involve joint and several liabilities. Recipient shall operate hereunder as an independent contractor and not as an officer, agent, servant or employee of Subrecipient. Likewise, Subrecipient shall operate hereunder as an independent contractor and not as an officer, agent, servant or employee of the Recipient. Neither Recipient nor Subrecipient shall be responsible under the Doctrine of Respondeat Superior for the acts and omissions of the officers, members, agents, servants employees, or officers of the other. OTHER PROVISIONS. Nothing in this MOU is intended to conflict with any current laws or regulations or with the directives of the City of Fort Worth or the City of Bedford. The provisions of this MOU are severable and if for any reason a clause, sentence paragraph or other part of this MOU shall be determined to be invalid by a court or federal or state agency, board or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect other provisions which can be given effect without the invalid provision. Any monies expended by a party under or in connection with this MOU must come from funds currently available to that party. 10. EFFECTIVE DATE. This MOU will become effective on the date it is executed by both parties and remain in effect throughout the grant period. Fach party represents that this MOU has been executed by a representative with the authority to contract on behalf of that party This MOU is null and void iffi►nds are not awarded 11. MODIFICATION. This MOU may be modified upon the mutual written consent of the patties. Any such written communications should be sent to the following persons at the following addresses: For the City of Fort Worth: Mar) Nilson Grants Specialist City of Fort Worth Police Department 350 'West Belknap Fort Worth, TX 76102 For the City of Bedford: Kelli Agan 2121 L. Don Dodson Drive Bedford, TX 76021 \Memorandum or Understanding between, the City of Fort Worth. IX and the City of Bedford, -IX Page 4 of 6 12. TERMINATION. This M()tJ will remain in effect until the later of (1) the expiration of the grant period of (2) the submission of the final report regarding the FY 2010 Justice Assistance Grant to the Department of Justice, unless one of the parties earlier requests termination or modification of the MOU, accompanied by 60 days' notice of such request. [The remainder of this page was intentionally left blank.] Memorandum of riders tutting, hehteen the Cit} of Fort Worth, TX and the Cit) of Bedford. TX Page 5 of 6 CITY OF BEDFORD Beverley Queen City Manager Signature r r.. Date: APPROVED AS TO FORM AND LEGALITY: City of Bedford Printed Name Signatui Date: ilish1/0/12 (A A Date: PI1QM CIA (!) ..)-0 I I CITY OF FORT WORTH Tom Higgins Assistant City : Manager Signature: Date: ATTEST: City Secretary Date: \U\, 03. /9- 11 APPROVED AS TO FORM AND LEGALITY: Monica Wofford Wood Assistant CIty Attorney Signature Aut oritv M&C: C-24387 Contract Number: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Memorandum of Understanding between the City of Fort Worth, TX and the City of Bedford. TX Page 6of6 Bedford- S23,701 Budget Detail Worksheet A Personnel Position No funding requested in this category B. Fringe Benefits Position No funding requested in this category C. Travel P urpose of Travel I Location No funding requested in this category D. Equipment Item Freedom Lightbar Front Partition FIowler Siren Wig Wags E. Supplies Description Description on Project Total Personnel Sub -Total Fringe Benefits Sub -Total: Item Computation/Description 55" Emergency Lightbar Front Partition for police cruiser to separate prisoners from officers Emergency Siren for police cruiser 1 Front wig wag emergency lights Item No funding requested in this category F. Construction Position Description N o funding requested in this category G. Consultants and Contractor Services - - Jurisdictions No funding requested in this category It. Other Costs := Position N o funding requested in this category City of Fort Worth Description Computation Total SO $0 Cost Travel Sub -Total I $0 Unit Price/ Number $1,969 ea/8 $575 ea/8 $388 ea/8 $81.67 ea/3 Sub -Total Computation Supplies Sub -Total % on Project Total $15,752 4,600 3,104 245 S23,701 Construction Sub -Total . % on Project Consultants Si Contractors Sub -Total Description Total I % on Project Other Costs Sub -Total Cost $0 Total So SO Total SO 12 of 14 1 I. Indirect.Costs Position No funding requested in this category Budget.Suminary Budget Category A. Personnel B. Fringe C. Travel D. Equipment E. Supplies F. Construction G. Consultants and Contractor Services H. Other Costs I. Indirect costs Description on Project I Total Indirect Costs Sub -Total f SO TOTAL PROJECT COSTS Federal Request: Non -Federal Amount: City of Fort Worth Amount SO SO $0 S23,701. $0_ $0 SO $0 $0 S23,701 S23,701 SO 13 of24 Bedford- S23,701 Budget Narrative A. Personnel: No funds are requested in this category. B. Fringe Benefits: No funds are requested in this category. C. Travel: No funds are requested in this category. D. Equipment: $23,701 The City of Bedford is requesting $23,701 for equipment to outfit new fleet of SUV police cruisers with emergency related equipment E. Supplies: No funds are requested in this category. F. Construction: No funds are requested in this category. G. Consultants and Contractors: No funds are requested in this category. H. Other Costs: No funds are requested in this category. I. Indirect Costs: No funds are requested in this category. Cit> of Fort `k`orth 14of24 I...ix iibit Department of Justice Office of Justice Programs Bureau ofJustice .Assistance t RECIPIENT N,AMLAND ADDRESS Ihn•tud'ng Zip Code) Cn) of Fort Worth 150 West Belknap Street Fort Worth, TX 76102-2004 IA. GRANT'IiE IRS/VFNDOR NO 75/A101528 3 PROJhCr TITLE 2010 MO project ' 12. SPECIAL CONDITIONS Grant 4, AWARD NU5.113ER: 20104DJ-13X-0164 ' 5. PROJECT PERIOD: FROM BUDGET PERIOD: FROM 6. AWARD DATE 08,01/2010 R. SUPPLEMENT NUMBER 00 9 PREVIOUS AWARD AMOUNT • 10. AMOUNT OF THIS AWARD I. TOFALAWARD PAGE I OF 5 10.01,2009 10 09;30'2013 10,01,2009 'rO 09/302013 1, ACTION 1'IIE ABOVE GRANT PROJECT 1S APPROVED SUBJECT TO SUCH CONDITIONS Olt LI\II FATIONS AS ARE SET FORTH ON rur A rrAcl IED PAGEIS)• 13. STA r:TORY .\u r!mow FOR GRANT This project is supported under FY 10 (BL\ - JAG) 42 USC 3750, et seq. I5..\I IT'I IOD OF i'.\'i \TEN 3" GPRS AGENCY APPROVAL 16, TYPED NANIE AND TITLE OF AI'PItWVING OFFICIAL James 11 Burch 11 Acung Dnecwr 17 SIONr\ rum:. OF APPROVING OFFICIAL NI) ttED r)R '.1 If.01) \ NO CODE GRANTEE ACCEPTANCE 18. TYPED NAME AND "E'ITLE DE AUTHORIZED GRANTEE OFFICIAL Initial SO S RR7,364 S 887,364 Turn Higgins Assistant Coy Manager , 19.SIGNAI'L•REOFAUTHORIZED RECIPIENT OFFICIAL , I9A. DATE • :\U[NCY ,SE ONLY :IA H Y1}".1N \t(N N; .10 REV 5 >7) PRI:1. IOtS FOI I IONS ARE rEiiSCILI.I 11 JD11_t;107(10 Department of.lusticc Office or Justice Programs Bureau of Justice Assistance PROTECT Nti\MUER 2010-1)1-13X-0I W AWARD CONTINUATION SHEET Grant WARD DAFE 08.041/2010 PAGE 2 OF 5 SPECIAL CONDITIONS 'The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the Office of Justice Programs (OJP) Financial Guide, 2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a violation of its Certified Assurances and may result in suspension or terrnination of funding, until such time as the recipient is in compliance. 3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations, and further understands and agrees that funds may be withheld, or other related requirements may be imposed, if outstanding audit issues (if any) from OMB Circular A-133 audits (and any other audits of OJP grant funds) are not satisfactorily and promptly addressed, as further described in the current edition of the OW Financial Guide, Chapter 19. 4. Recipient understands and agrees that it cannot use any federal binds, tither directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of OJP. 5. The recipient must promptly refer to the DO1 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. This condition also applies to any subrecipicnts. Potential fraud, waste, abuse, or misconduct should be reported to the OIG by - mail: Office of the Inspector General U S. Department of Justice Investigations Division 950 Pennsylvania Avenue, N.W. Room 4706 Washington, DC 20530 e-mail: oig.hotlinc(rilusdo).gov hotline: (contact information in English and Spanish): (800) 869-4499 or hotline laic (202) 616-9881 Additional information is available limn the DOI 01G wehsite at www usdol guv/umg. Recipient understands and agrees that n cannot use Any federal funds, either directly or indirectly. in support oftiny contract or suhatiard to either the :\ssocianun of Cci nnunity (rrgani/attuns fur Reform Nuu r-\i URN) or its .ubsuh.tnes, .vithout the express prior 'Armen Appro\al o101P i h.: recipient agrees to comply %Arith .im td.;iuim l requirements that maid be Imposed during the grant rm.tnre period it the agency determines [Fat the recipient i> a high-nsk grantee 0 28 C I' R party tin, '0 Department ofiustice Office of Justice Programs Bureau of Justice Assistance t'ROJF.C'T NttN111ER 201f3-DJ-13X-Olo4 AIVARD CONTINUATION SHEET PAGE 3 OF 5 Grant AWAR D DA rE 08.13lt 2010 SPECIAL CONDITIONS 8. 1'o support public safety and justice information sharing, OJP requires the grantee to use the National Information Exchange Model (NIEtit) specifications and guidelines for this particular grant. Grantee shall publish and make available without restriction all schemas generated as a result of this grant to the component registry as specified in the guidelines. For inure information on compliance with this special condition, visit http:!/www.nient.gov/implcincntationguide.php. 'To avoid duplicating existing networks or IT systems in any initiatives funded by I31A for law enforcement information sharing systems which involve interstate connectivity between jurisdiction, such systems shall employ, to the extent possible, existing networks as the communication backbone to achieve interstate connectivity, unless the grantee can demonstrate to the satisfaction of RJA that this requirement would not be cost effective or would impair the functionality of an existing or proposed IT system. 10. 'The grantee agrees to comply with the applicable requirements of 28 C.F.R. Part 38, the Departtnent of Justice regulation governing "Equal Treatment for Faith Based Organizations" (the "Equal Treatment Regulation"). The Equal Treatment Regulation provides in part that Department of Justice grant awards of direct funding may nut be used to fund any inherently religious activities, such as worship, religious instruction, or prosclytization. Recipients of direct grants may still engage in inherently religious activities, but such activities must be separate in time or place from the Department ofJustice funded program, and participation in such activities by individuals receiving services from the grantee or a sub -grantee must be voluntary. The Equal Treatment Regulation also stakes clear that organizations participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. Notwithstanding any other special condition of this award, faith - based organizations may, in some circumstances, consider religion as a basis for employment. See http://www.olp.gov;aboutiocriequal_tbo.htnt. I I . The recipient acknowledges that all programs funded through subawartls, whether at the state or local levels, must conform to the grant program requirements as stated in B1A program guidance. f 2. The recipient agrees that any information technology system funded ur supported by OJP finds will comply with 28 C'.F.R. Pan 23, Criminal intelligence Systems Operating Policies, if OJP detemtines this regulation to be applicable. Should OJP determine 28 C.F.R. Part 23 to be applicable, OW may, at its discretion, perform audits of'the system, as per the regulation. Should any violation of 28 C.F.R. Part 23 occur, the recipient may be fined as per 42 U.S.C. 3789g(c)-(d). Recipient may not satisfy such a tine with federal funds. 13. The recipient agrees to ensure that the State Infonmation Technology Point of Contact rectal tes written notification regarding any information technology project funded by this grant during the obligation and expenditure period. This is to facilitate communication among local and state governmental entities regarding various mf'ormation technology projects being conducted with these grant finds. In addition, the recipient agrees to maintain an administrative file documenting the meeting of this requirement Fur a list of State Information Technology Points of Contact, go to http !livww it ojp.gov/de ault.aspe'area' pohcyAndPractice&page-1046. t Grantee agrees to comply tvtth the tcgtnretncnts u(''_S C F R. Part 16 and all Orrice of fu>tice Programs policies and pro,.cdurrs n-4anhng iltc ,iru'cctnnn of human research sunIect., riclu_lrng obtainment „t lmhtutwnal it .leis [Laid .tpprin id, it appropriate, and suh)ect miortned consent Gnntce .erect, to comply . ath all ,_ontidentcahty requimmcnts of 47 C S i. rxr, on 3"4'J11 .tn;l ' C f R Part 22 that .uc Applicable to cillecton, use, and rer,lamcn of data ur mn.turntauun Grantee ILnhrr aurees..rs a condition of ::rant approval. to submit a Privacy Ccrttficate that is in accord with requirements uf'_X (_ F R Pan 12 and, to part tutu• section " 't n Department ofJustice Office ofJustice Programs Bureau of Justice Assistance PROJECT NUMBER 2010-DJ-I3X-0164 AWARD CONTINUATION SHEET Grant AWARD DATE OS/04/2010 PARE 4 OF 5 SPF.C'/AL CONDITIONS 16. fhe grantee agrees to assist [31A in complying with the National Environmental Policy Act (NEPA), the National i listoric Preservation Act, and other related federal environmental impact analyses requirements in the use of these grant funds, either directly by the grantee or by a subgrantee. Accordingly, the grantee agrees to first determine if any of the following activities will be funded by the grant, prior to obligating funds for any of these purposes. If it is determined that any of the hallowing activities will be funded by the grant, the grantee agrees to contact BJA. The grantee understands that this special condition applies to its following new activities whether or not they are being specifically funded with these grant funds. That is, as long as the activity is being conducted by the grantee, a subgrantee, or any third party and the activity needs to be undertaken in order to use these grant funds, this special condition must first be met. The activities covered by this special condition are: a. New construction; b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area, including properties located within a 100-year flood plain, a wetland, or habitat for endangered species, or a property listed on or eligible for fisting on the National Register of Historic Places; c. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; d. implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component ofa funded activity and (b) traditionally used, for example, in office, household, recreational, or education environments; and e. Implementation of a program relating to clandestine methamphetamine laboratory operations, including the identification, seizure, or closure of clandestine methamphetamine laboratories. The grantee understands and agrees that complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement, as directed by BJA. The grantee further understands and agrees to the requirements for implementation of a Mitigation Plan, as detailed at htip://www.ojp.usdoj.gov/BJA/resource/nepa.html, fur programs relating to methamphetamine laboratory operations. Application of This Special Condition to Grantee's Existing Programs or Activities: For any of the grantee's or its subgrantees' existing programs or activities that will be funded by these grant funds, the grantee, upon specific request from BJA, agrees to cooperate with 1.3JA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 17. the recipient is required to establish a trust fund account. (The trust fund may or may not be an interest -bearing account.) The fund, Including any interest, may not be used to pay debts or expenses incurred by other activities beyond the scope of the Edward Byrne Memorial Justice Assistance Grant Program (JAG). The recipient also agrees to obligate and expend the grant funds in the trust fund (including any interest earned) during the period of the grant. Grant funds (including any Interest earned) not expended by the end of the grant period rust be returned to the Bureau of Justice Assistance no later than 90 days after the end of the grant period. along with the final submission of the Federal Financial Report (SF-425). I S. i he recipient agrees that funds received wider his award will nut be used to supplant State or local funds, but ,veil he- u,ed to increase 'he amounts of such funds that g.vould, ua the absence of Federal fund;, he made available for Law •nt-orceincnt acuviue, Department ofJustice Office of Justice Programs AWARD CONTINUATION Bureau of Justice Assistance SHEET Grant I'ROJFur NLMI3F:R 2010-t)J.uX-0l64 AWARD DALE tlS 04i2010 PAGE 5 OF 5 SPEC( -IL CONDITIONS 19. Award recipients must submit quarterly a Federal Financial Report (SF-425) and annual performance reports through CMS (https:llgrants.ojp.usdoj.gov). Consistent with the Department's responsibilities under the Government Performance and Results Act (GPRA), P.L. 103-62, applicants who receive funding under this solicitation must provide data that measure the results of their work. Therefore, quarterly performance metrics reports must be submitted through I3JA's Performance Nteusurentent Tool (PMT) website (www.hjaperfonnancetools.org). For more detailed information on reporting and other JAG requirements, refer to the JAG reporting requirements webpage. Failure to submit required JAG reports by established deadlines may result in the freezing of grant funds and future High Risk designation. 20. Award recipients must verify Point ofContact(POC), Financial Point of Contact (FPOC), and Authorized Representative contact information in GMS, including telephone number and e-mail address. If any information is incorrect or has changed, a Grant Adjustment Notice. (GAN) tnust be submitted via the Grants Management System ((MS) to document changes. 21. -fl The grantee agrees that within 120 days of award acceptance, each member of a taw enforcement task force funded with these funds who is a task force commander, agency executive, task force officer, or other task force member of equivalent rank, will complete required online (intemet-based) task force training. The training is provided fret. of charge online through BJA's Center for Task Force Integrity and Leadership (www cttli.org). All current and new task force members are required to complete this training once during the life of the award, or once every four years if multiple awards include this requirement. This training addresses task force effectiveness as well as other key issues including privacy and civil libcnies/rights, task force performance measurement, personnel selection, and task force oversight and accountability. Additional information is available regarding this required training and access methods via BJA's web site and the Center for Task Force Integrity and Leadership (www.cttli.urg). Recipient may not expend or drawdown funds until the Bureau ofJustice Assistance, Office of Justice Programs has received and approved the signed Memorandum of Understanding (MOU) between the disparate jurisdictions and has issued a Grant Adjustment Notice (GAN) releasing this special condition. 23. Recipient may not expend or drawdown funds until the Bureau ofJustice Assistance, Office ofJustice Programs has received documentation demonstrating that the state or local governing body review and/or community notification requirements have been met and has issued a Grant Adjustment Notice (GAN) releasing this special condition. 24. Recipient may not expend, or drawdown finds until the Bureau ofJustice Assistance, Office ofJustice Programs has reviewed and approved the Budget Narrative portion of the application and has issued a Grant Adjustment Notice (GAN) informing the recipient of the approval. Recipient may not expend or drawdorn funds until the Bureau ofJustice Assistance, Office ofJustice Programs has reviewed and approved the Program Narrative portion of the application and has issued a Grant Adjustment Notice (GAN) informing the recipient of the approval. Department of Justice Office ofJustice Programs Bureau of Justice Assistance I ravhingwn, DC :051 / Memorandum To: Official Grant File Frorn: Orbin "Terry, NEPA Coordinator Subject: incorporates NEPA Compliance in Further Developmental Stages for City of Fort \Vorth The Edward Byrne Memorial Justice Assistance Grant Program (JAG) allows states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system, some of which could have environmental impacts. All recipients of JAG funding must assist BJA in complying with NEPA and other related federal environmental impact analyses requirements in the use of grant funds, whether the funds are used directly by the grantee or by a subgrantee or third party. Accordingly, prior to obligating funds for any of the specified activities, the grantee must first determine if any of the specified activities will be funded by the grant. The specified activities requiring environmental analysis arc: a. New construction; b. Any renovation or remodeling of a property located in an environmentally or historically sensitive arca, including properties located within a I00-year flood plain, a wetland, or habitat for endangered species, or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size' d. Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or education environments; and c. Implementation of a program relating to clandestine mcthamphctamine laboratory operations, including the identification, seizure, or closure of clandestine mcthamphctamine laboratories. Complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental impact Statement, as directed by BJA. Further, for programs relating to mcthamphctamine hiboratory operations, the preparation of a detailed Nfitigation Plan will be required. For more information about Mitigation Plan requirements, please sec http:/%www.ojp.usdoj.bovrIJAIresource/nepa.htnll. Please he sure to caret -idly review the grant conditions on your award document, as it may contain more specific information about environmental compliance. Department of Justice thrice of Justice Programs Bureau of Justice Assistance • This project is supponcd under FY 10 (13JA - JAG) 42 USC 3750, el seq. I. STAFF CONTACT (Name & telephone number) Esmera lda C . Womack (202)353-3450 3a. TITLE OF THE PROGRAM FY 2010 Justice Assistance Grant Program • 4. TITLE OF PROJECT 2010 JA0 project GRANT MANAGER'S MEMORANDUM, PT. I: PROJECT SUMMARY Grant PROJECT NUNIBER 2010-DJ BX41164 PAGE 1 OF I 2. PROJECT DIRECTOR (Nance, address & telephone number) Sasha Kane Senior Contract Compliance 350 W Belknap Street Fon Worth, TX 76102-2004 (817)392-4243 i 36 TOMS CODE (SEE INSTRUCTIONS ON REVERSE) 5. NAM Ii & ADDRESS OF GIRANTEE 6. NAME & ADRESS OF SUBGIt.ANTI E City of Fon Worth 35(1 West Belknap Street Fun Worth, TX 76102.21)04 7 PROGRAM PERIOD 8, BUDGET PERIOD PROM 1001/20119 9. AMOUNT OF AWARD S 887,364 f0: 09/30,201 1 FROM: I0(01/2_009 TO: 09/30'2011 10 DATE OF AWARD 118/04/2010 11 SECOND YEAR'S BUDGET 12. SECOND YEAR'S BUDGET AMOUNT ! 1. THIRD YEAR'S BUDGET PERIOD 14 TIIIRD YEAR'S BUDGET AMOUNT 5 Si \IMARY D15c RIPTR)N t-IF PROJECT }S e rr.>tructton on revarsc) _ ,. \ u,111: -rc \Ir.rnhxr rl Jn,(tee A ;;, ....Se I mull Pert:yam t 1 \ti:.c!'utr.s .totes rn.i 1110.5 •rf 1r:31 . r:mm:t:t. r.,cl.ti:ng'r �-: e, •ippurt ,: n.u„_, "ri 1. , ant Ind cunlnrl Lucre based on it Cif •rn r. naie tnd ic�ial reeds and 0001101 11% III nrt itun:n ..ui t•,- r,rd .'dtr a_ .d al .n;t IAi% ,-cthr�.4 Arc _ t1 IFg. i crorcel :;urp^tc^.t,=urrrros. .,crjel ;,:pp..n.: 4 :nC,rrr::tat t iSt mS Gar cnrnm3l;J.!::c. ,cis ludm, to any ', L or: i r::.r(•!^e r•amS purr.,e ar: is I) 'av enfor,rcthent pno,;rams 21 rru:ecuu,rn rind •.or.nt pnr,fams. 31 Pre+eni„rn and e=iu-.tu„n pr:Tr:arras-, I r crirrecnene t::d :cruurunpy .: r> pt.,:arr. !rr,g ;re:un:crt nr' r21..t;•;rr me^t rrnzrarrs, al plan:::rzc.aluatto-L a:d !ecnrrl•,ly rrnrrn, r:r.:m that: Irm.:nd TI r nrrc r.o.tmr .r•d r Fur rr,r,rru;t: under .,•;n tr :'.pen,a:;ant .Ilu sntg r.0 i.duuur:> tic n"ed r> rltip<n!c •r.nitc; u.^..'._t :ha F t,c.tl 1'•:.tr 2010 J 1r i I.,:cal Ptogrant trin! C ounty r.t, •jf F. n vim:h. city of .\r!rrbinn, . 1 his• r:;.,t 1. tn} „1 liai,nm CNN, lily of Hurl, and .ray of North kit bland lulls ! he city o! Fort \V; rth Sill ,er.e is the ri..Al Agent rrt Admr:n,:er the JAii 11omi, tirr all participating jurisdictions .\ portion of the city or Fort W'orth'ss allocation will he used I'or :rdnunnuau.e costs. The cities included in ibis application have worked on ctillaboretnc projects in the past including intelligence sharing, crime analysis, and jut enilc and adult drug treatment Local JAti finds will be used Ihr law entbrcentent equipment (t g., lasers, radios, police cruisers, lidar devices. etc ), drug court case manager sea ices, and mental health personnel services. NCkNCF Office of Justice Programs August 4, 2010 Mr. Tont I liggins City of Fort Worth 350 \Vest l3elknap Street Fort \Wirth, TX 76102-2004 Dear NIr. Higgins: Department of Justice Office of Justice Programs Bureau of Justice Assistance Washington. D C. 20.131 On behalf of Atturney General Eric !folder, it is my pleasure to inform you that the Office ofJustice Programs has approved your application for finding under the FY 10 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation in the amount of S887,364 for City of Fort Worth. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a minimum level of cash -on -hand. Should you nut adhere to these requirements, you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. II you have questions regarding this award, please contact: - Program Questions, Esmeralda C. Womack, Program Manager at (202) 353-3450; and - Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at (ri00) 458-0786, or you may contact the CSC at ask.ocfo(r -usdoj gov. Congratulations, .tnd we look forward to working with you. Sincerely, James II. Burch I) Acting Director Enclosures Department of Justice O ffice of Justice Programs O ffice for Civil Rights 'rudrrnglon, D August 4, 2010 Mr Tom Iliggins City of Fort Worth 350 West Belknap Street Fort Worth, TX 76102-2004 Dear Ntr. I figgins: Congratulations on }our recent award. In establishing financial assistance programs, Congress linked the receipt of Federal funding to compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OW), U.S. Department of Justice is responsible for ensuring that recipients of financial aid from OW, its component offices and bureaus, the Office on Violence Against Women (OV\V), and the Office of Community Oriented Policing Services (COPS) comply with applicable Federal civil rights statutes and regulations. \Ve at OCR are available to help you and your organization meet the civil rights requirements that come with Justice Department funding. Ensuring Access to Federally Assisted Programs As you know, Federal laws prohibit recipients of financial assistance from discriminating on the basis of race, color, national origin, religion. sex, or disability in funded programs or activities, not only in respect to employment practices but also in the delivery of services or benefits. Federal haw also prohibits funded programs or activities from discriminating on the basis ofage in the delivery of services or benefits. Providing Services to Limited English Proficiency (LEP) Individuals In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, recipients of Federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with limited English proficiency (LEP). For more information on the civil rights responsibilities that recipients have in providing language services to LEP individuals, please see the website at http://www.Iep.gov. Ensuring Equal Treatment for Faith -Based Organizations The Department of Justice has published a regulation specifically pertaining to the finding of faith -based organizations. in general, the regulation, Participation in Justice Department Programs by Religious Organizations; Providing for Equal Treatment of all Justice Deportment Program Participants, and known as the Equal Treatment Regulation 28 C.F.R. part 38, requires State Administering Agencies to treat these organizations the sane as any other applicant or recipient. The regulation prohibits State Administering Agencies from making award or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious composition of its hoard of directors. The regulation also prohibits faith -based organizations from using financial assistance from the Department of Justice to fund inherently religious activities. While faith -based organizations can engage in non -funded inherently religious activities, they must he held separately from the Department of Justice funded program. and customers or henelieiaries cannot he compelled to participate in them The Equal Treatment Regulation also makes clear that orgam7auons participating in programs funded by the Department of Justice are not permitted to discriminate in the pros isston of scrvvlces on the basis of a beneficiary's religion. For more infrrnatton on the regulation, please see t)CR's '. linte ,it t'top Lt.R \% LISdof 4)G'. !,cr'ctthn hint State .\dintnr$tenr1g .\ gencies and Lath based organizations Nholdd also mote that the S.C[ Streets Act, as amended; the Victims of Crime .\Lt. as .amended; ails!'! e hiulntle Justice and Delinquency Pievenuun Act, as amended, contain prohihruons against discrimination on the hall; :JI :chu2i0n m emplu}ntent. Despite these nondiscrimination pros iinns. the lustre Department has concluded that the Rehgiuus Freedom Reaoranon Act (R1:RA) is reasonably construed, on a case -by -case basis. to require that its funding agencies permit faith -based 'ntamzanuns applying fur funding tinder the applicable program statutes both to receive 001 finds and to continue considering religion when hiring stuff, es en (the statute that authorizes the finding program generally forbids considering o!'religion in cmplu\ mint decuwns b gctutees 1▪ uC i"ns :hVl 1 )t's ee u1.10,0n ;tr the tppLcauon ul Rf R \ ;u'h. statutes Then prohthrt di erinunatiott :n _;aplm mint m-tc he dtrectr:ei to this Enforcing Civil Rights Laws All recipients of Federal financial assistance, regardless of the particular funding source, the amount of the grant award, ur the number of employees in the workforce, are subject to the prohibitions against unlawlid discrimination. Accordingly, OCR investigates recipients that are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects a number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services equitably to all segments of their service population and that their employment practices meet equal employment opportunity .standards, Complying with the Safe Streets Act or Program Requirements In addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the nondiscrimination provisions of the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, 42 U.S.C. § 3789d(c), or other Federal grant program requirements, must meet two additional requirements:(I) complying with Federal regulations pertaining to the development of an Equal Employment Opportunity Plan (EEOP), 28 C.F.R. § 42.301-.308, and (2) submitting to OCR Findings of Discrimination (see 28 C.F R. §§ 42205(5) ur 31.202(5)). t) Meeting the EEOP Requirement In accordance with Federal regulations, Assurance No. 6 in the Standard Assurances, COPS Assurance No. 8.B, or certain Federal grant program requirements, your organization must comply with the following EEOP reporting requirements: I f your organization has received an award fur $500,000 or more and has 50 or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare an EEOP and submit it to OCR for review within 60 days from the date of this letter. For assistance in developing an ESOP, please consult OCR's website at http://www.ojp.usdo).gov/ocr/eeop.htm. You may also request technical assistance from an EEOP specialist at OCR by dialing (202) 616-3208. If your organization received an award between S25,000 and $500,000 and has 50 or more employees, your organization still has to prepare an EEOP, but it does not have to submit the HOP to OCR fur review, Instead, your organization has to maintain the EEOP on file and make it available for review on request. In addition, your organization has to complete Section E3 of the Certification Form and return it to OCR. The Certification Form can be found at http://www.o3P.usdo3.gov/ocr/eeop.htm. If your organization received an award for less than $25,000; or if your organization has less than 50 employees, regardless of the amount of the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your organization is exempt from the EEOP requirement. I iovrever, your organization must complete Section A of the Certification Form and return it to OCR. The Certification Fornn can be found at http://www.ojp.usdu3.gov/ocr/eeop.htm. 2) Submitting Findings of Discrimination In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your organization after a due process hearing, on the ground of race, color, religion, national origin. or sex, your organization must submit a copy of the finding to OCR for review. Ensuring the Compliance of Subreclplents If your organization makes subawards to other agencies, you are responsible for assuring that subrecipients also comply with all of the applicable Federal civil rights laws, including the requirements pertaining to developing and submitting an EEOP, reporting Findings of Discrimination, and providing language services to LEP persons. State agencies that make subawards must have in place standard grant assurances and review procedures to demonstrate that they are effecfihcly monitoring the civil rights compliance of subrecipients. It we can assist you in any ,vay ut fulfilling your civil rights responsibilities as a recipient of Federal Iiuiding, please call OCR at (202) 107- tIri90 or visit our website 2t hrip.'/www o)p.usdoj gov/ocr1. Sincerely, Michael L .\(stun Director ;rant .lan.it men crl \r.ih,•t M&C Review Page 1 of 3 CITY COUNCIL GENDA DATE: CODE* SUBJECT: Official site of the City of Fort Worth, Texas FORT H COUNCIL ACTION: Approved on 8/3/2010 - Ord. No 19261-08-2010 8/3/2010 REFERENCE NO.: C-24387 LOG NAME: 35JAG10 C TYPE: NON -CONSENT PUBLIC HEARING: YES Conduct Public Hearing and Authorize the City Manager to Ratify the Application for and Accept, if Awarded, a $887,364 00 Grant from the Fiscal Year 2010 Edward Byrne Memorial Justice Assistance Grant Formula Program from the United States Department Justice, Office of Justice Programs, Bureau of Justice Assistance, Authorize the City Manager to Execute the Grant Agreement for Acceptance of Grant Funds and a Related Memoranda of Understanding with Tarrant County and Cities Located in Tarrant County, Authorize the Use of Anticipated Interest in the Amount of $16,000 00 and Adopt Appropriation Ordinance RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager to ratify the application for a grant from the United States Departmen of Justice, Office of Justice Programs, Bureau of Justice Assistance, Fiscal Year 2010 Edward Byrn Memorial Justice Assistance Grant Formula Program, in an amount not to exceed $887,364.00 2. Conduct a public hearing regarding the application for the grant to allow the public an opportunity to comment as required as part of the grant application; 3. Authorize the City Manager to accept grant funds, if awarded, in an amount not to exceed $887, 364.00; 4. Authorize the City Manager to Execute Memoranda of Understanding with Tarrant County and other cities located within Tarrant County to designate (1) the City of Fort Worth as the cognizant fiscal agency for the purpose of administrating this grant and (2) the manner in which the grant money will be disbursed and utilized; 5. Authorize the use of anticipated interest in the amount of $16,000.00 in accordance with the gran and 6. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in th Grants Fund in the amount of $903,364.00, subject to receipt of the grant. DISCUSSION: The Fiscal Year 2010 Edward Byrne Memorial Justice Assistance Grant (JAG) Formula Program allows local governments to support a broad range of activities to prevent crime and to improve the criminal justice system. The City of Fort Worth, along with the cities of Arlington Bedford, Haltom City Hurst, and North Richland Hills are required to negotiate with Tarrant County to develop a program budget and strategy. A majority of the cities included in this application have worked on collaborative projects for the past 20 years including intelligence sharing, crime analysis, juvenile an( adult drug treatment and the 2005-2009 Justice Assistance Grant (JAG) Formula and Recovery Act JAG Programs. Following the announcement of the Fiscal Year 2010 JAG, representatives from the below listed agencies met and agreed that the City of Fort Worth should again serve as the cognizar agency for the Fiscal Year 2010 JAG Formula Program: http://apps.cfwnet ora/council packet/mc review.asp?ID=13903&councildate--8/3/2010 8/18/2010 M&C Review Page 2 of 3 A total of $887,364.00 is available to be shared among the below listed jurisdictions and will be distributed in the following manner: JURISDICTIONS City of Fort Worth Tarrant County Arlington Bedford Haltom City Hurst N orth Richland Hills PURPOSE AREA Marked Police Patrol Vehicles and Grant Administration Adult Drug Court and Mental Health Liaison Police Supplies (Minor Equipment) Police Equipment Police Equipment Police Equipment Police Equipment AMOUNT $416, 036.00 $152,939.00 $236, 637.00 $23, 701.00 $16, 675.00 $18,705.00 $22,671.00 N o matching funds are required. Fort Worth was responsible for submitting the full grant application and will, upon receipt of the grant funds, distribute funding to the other jurisdictions, as agreed amon the above entities. The City of Fort Worth's funding will provide for 15 new marked patrol units for front line patrol and N eighborhood Patrol Officers (NPO) Once grant funds are awarded the marked units will be ordered through an existing City contract awarded through a competitive bid process No grant funding is being requested for the labor, installation or purchase of the associated public safety equipment for the vehicles. Grant funds totaling $396,414.00 will be used to purchase 15 vehicles at a cost of $26,427.60 each Additionally, 10 percent of the salary and fringe benefits for a grant specialist will be funded at $19,622.00. This position will be in the Grants and Contracts Management Division of the Police Department and will administer this grant, including coordinating with all participating jurisdictions, conducting compliance and site visits, and compiling and submittin all necessary reports. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations, receipt of the grant, and adoption of the attached appropriation ordinance, funds will be available in the current operating budget, as appropriated of the Grants Fund. TO Fund/Account/Centers GR76 451891 035423485000 GR76 441042 035423485000 GR76 5 (VARIOUS) 035423485010 GR76 539120 035423485020 GR76 539120 035423485030 GR76 539120 035425485040 GR76 539120 035423485050 GR76 539120 035423485060 GR76 539120 035423485070 GR76 5 (VARIOUS) 035423485080 $887.364.00 $16.000.00 $416.036.00 $152.939.00 $236.637.00 $23.701.00 $16,675.00 $18.705.00 $22.671.00 $16,000.00 Submitted for City Manager's Office by: Originating Department Head: FROMFund/Account/Centers Tom Higgins (6292) Jeffrey W. Halstead (4210) http://apps.cfwnet.org/council packet/mc review.asp?ID=13903&councildate=R/3/201 f e/t e/2nl n M&C Review • • Page 3 of 3 Additional Information Contact: ATTACHMENTS 35JAG10 AO.doc Monique Lee (4221) http://apps.cfwnet.org/council_packet/mc_ review.asp?ID=1 3 903 &councildate=8/3/201 0 8/18/7fl1 n