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HomeMy WebLinkAboutContract 44151 (2)State of Texas Office of the Governor Criminal Justice Division Rick Perry Governor October 09, 2012 Mr. Charles W. Daniels Assistant City Manager PREVIEW - Fort Worth, City of - PREVIEW -- 350 West Belknap Fort Worth, Texas 76102-2004 Dear Mr. Daniels: CITY SECRETARY CONTRACT NO. Congratulations on your award! To activate your agency's grant, the Authorized Official must log on to eGrants at httns://cidonline.governor.state.tx.us and go to the 'My Home' tab. In the `Project Status' column, locate the application that is in `Pending Acceptance of Award' status. Click on the grant number and proceed to the `Accept Award' tab. From this tab, click on the `Accept' button. Be sure to review the attached memo for a quick overview of general items every grantee should be aware of You can also find more detailed information on the eGrants website including helpful resources, links, and tools needed to properly administer CJD grants; an eGrants Users Guide; and the new Guide to Grants containing answers to questions frequently asked by grantees. The Public Policy Research Institute (PPRI) at Texas A&M University will send a detailed information packet to the Project Director containing progress reporting forms and instructions on completing and submitting those forms. I hope you continue to find the online environment of eGrants to be a positive experience. We are continually improving the efficiency of processes so that you can dedicate your time to the priorities of service within your communities. We look forward to working with you to ensure the success of your program. Sincerely, Cam:2crNAM Christopher Burnett Executive Director Post Office Box 12428 Austin, Texas 78711 (512) 463-1919 (Voice) / (512) 475-2440 (FAX)/ Dial 7-1-1 For Relay Services 02--06--1 3 PO4:42 IN 0 2--01.1 3 P01 : 5 5 IN Grant Number: Program Fund: Grantee Name: Project Title: Grant Period: Liquidation Date: Date Awarded: CJD Grant Manager: OFFICE OFT THE GOVERNOR CRIMINAL JUSTICE DIVISION STAT FMEN T OF GRANT AWARD CD-12-A10-24157-03 CFDA or State ID: CD-Coverdell Nat'l Forensic Sciences Improve Act PREVIEW - Fort Worth, City of - PREVIEW - 2012 State Coverdell Forensic Science Improvement Grant Program 10/01/2012 - 06/30/2013 09/28/2013 October 09, 2012 Toni Kanetzky CJD Award Amount: Grantee Cash Match: Grantee Lr Kind Match: Total Project Cost: 16.742 $18, 800.00 $0.00 $0.00 $18,800.00 The Statement of Grant Award is your official notice of award from the Governor s Criminal Justice Division (CJD). The approved budget is reflected in the Budget/Details tab for this record in eGrants. The grantee agrees to comply with the provisions of the Governor's Criminal Justice Division's rules in Title I, Part I, Chapter 3, Texas Administrative Code in effect on the date the grant is awarded. By clicking on the 'Accept' button within the 'Accept Award' tab, the grantee accepts the responsibility for the grant project and agrees with the following conditions of grant funding. The grantee's funds will not be released until the grantee has satisfied the requirements of the following Condition(s) of Funding and Other Fund -Specific Requirement(s), if any, cited below: Condition(s) of Funding and Other Fund -Specific Requirement(s): 1 Resolution: Except for state agencies, each applicant agency must submit a resolution from the applicable governing body (such as the city council, county commissioners' court, school board, or board of directors) electronically using the 'Upload' fitnction in the eGrants system. Rick Perry Governor State of Texas Office of the Governor Criminal Justice Division Memorandum To: CJD Grant Recipients From: Aimee Snoddy, Deputy Director Contact: (512) 463-1919 Re: Grantee Responsibilities Date Awarded: October 09, 2012 Congratulations on your grant award from Governor Rick Perry's Criminal Justice Division (CJD). It is important to make you aware of a few things to consider as you implement strategies to successfully manage your program. For more information and resources, refer to the Grant Resources section of eGrants available online at httos//:cidonlme.governor.state.tx.us: Financial Reporting - Financial Status Reports must be submitted to CJD via eGrants. Financial Status Reports may be submitted monthly but must be submitted at least quarterly. Financial Status Reports are due after each calendar quarter, regardless of when the grant was awarded. Due dates are: April 22 (January -March quarter) July 22 (April -June quarter) October 22 (July -September quarter) January 22 (October -December quarter) The final Financial Status Report must be submitted to CJD on or before the grant liquidation date or funds will lapse and CJD will provide them as grants to others who need the funding. Payment Authorization - Payments will be generated based on expenditures reported in the Financial Status Reports. Upon CJD approval of the Financial Status Report, a payment will be issued through direct deposit or electronic transfer Generated Program Income - Any income generated as a direct result of the grant activities must be reported to CJD through the Financial Status Report and grant adjustment processes. Program income must be expended prior to seeking payments from CJD. Program income must be accounted and used for the purposes of the grant activites as awarded. Grant Funded Personnel - Staff whose salaries are supported by this award must be made aware that continued funding is contingent upon the availability of appropriated funds as well as the outcome of the annual application review conducted by CJD. Project Changes - Grantees may submit a request for grant adjustment via eGrants for any proposed budgetary or programmatic changes including updating contact information for grant officials. Equipment — Equipment purchased with grant funds must be used for the purpose of the grant and as approved by CJD An inventory report should be kept on file containing all equipment purchased with any grant funds during the grant pertod This report must agree with the approved grant budget and the final Financial Status Report. Fidelity Bond — Each nonprofit corporation receiving funds from CJD will obtain and have on file a blanket fidelity bond that indemnifies CJD against the loss and/or theft of the entire amount of grant funds, including matching funds. The fidelity bond should cover at least the CJD grant period. Required Notifications — Grantees must inunediately notify CJD in writing of any misappropriation of finds, fraud, theft, embezzlement, forgery, or any other serious irregularities indicating noncompliance with grant requirements. Grantees must notify the local prosecutor's office of any possible criminal violations. Grantees must immediately notify CJD in writing if a project or project personnel become involved in any litigation, whether civil or criminal and the grantee must immnediately forward a copy of any demand notices subpoenas, lawsuits, or indictments to CJD. If a federal or state court or administrative agency renders a judgment or order finding discrimination by a grantee based on race, color, national origin, sex age, or handicap, the grantee agrees to immediately forward a copy of the judgment or order to CJD. Project Effectiveness — Grantees should regularly evaluate the effectiveness of their projects. This includes a reassessment of project activities and services to determine whether they continue to be effective. Grantees must show that their activities and services effectively address and achieve the project's stated purpose. Programmatic Reporting — Grantees must submit required reports regarding grant information, performance, and progress towards goals and objectives in accordance with the instructions provided by CJD or its designee. To remain eligible for funding the grantee must be able to show the scope of services provided and the impact and quality of those services. Monitoring — Grantees must readily make available to CJD or its agents all requested records. CJD may make unannounced monitoring visits at any time. The grantee must make every effort to resolve all issues, findings or actions identified by CJD within the tune frame specified by CJD. Audit Requirements — Grantees expending over $500,000 in state or federal grant funds during the fiscal year are subject to the Single Audit requirements set forth in OMB Circular No. A 133 at httn:IIsvww.whitehouse.eov/omb/circulars/index.html and the State Single Audit Circular issued under the Uniform Grant Management Standards (UGMS) at httn://www.Governor.state.tx.us/grants/what/. Grantees must electronicall submit to CJD copies of the results of any single audit conducted in accordance with OMB Circular No. A-133 at httn://www.whitehouse.Rov/omb/circulars/index.html or in accordance with the State Single Audit Circular issued under UGMS, within 30 calendar days after the grantee receives the audit results or nine months after the end of the audit period, whichever is earlier. Supplanting — Awarded funds must be used to supplement existing funds for program activities and not replace (supplant) funds that have been appropriated for the same purpose. Grant monitors and auditors will look for potential supplanting during reviews. Violations may result in a range of penalties, including suspension of future funds, suspension or debarment from receiving federal or state grants, recoupment of monies provided under the grant, and civil or criminal penalties. Refer to the Guide to Grants at httas //cidonline.governor.state.tx.us/undates.asnx for additional information on supplanting. Conflict of Interest - Grantees should have in place established safeguards to prohibit employees from using their positions for a purpose that is, or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. Contracting and Procurement - Grantees must follow their established policy and best practices for procuring goods or services with grant funds. Contracts must be routinely monitored for delivery of services or goods Wlien a contractual or equipment procurement is anticipated to be in excess of $100,000, grantees must submit a Procurement Questionnaire linos //cidonl ne.aovernor.state tx.us/undates.asox to CJD for approval prior to procurement. Travel - Grantees must follow their established policies and good fiscal stewardship related to travel expenses If the grantee does not have established policies regarding in -state and out-of-state travel, grantee must use the travel guidelines established for state employees. Uniform Crime Reporting - Local units of governments receiving funds from CJD must comply with all requirements for uniform crime reporting and will ensure that prompt reporting will remain current throughout the grant period. Limited English Proficiency - Grantees must take reasonable steps to ensure that persons with limited English proficiency have meaningful access to services. Meaningful access may entail providing language assistance services including oral and written translation when necessary. Additional information on this requirement can be found at httn:IIwww.len.aov. Law Enforcement Programs - Law enforcement programs receiving funds from CJD must be in compliance with all rules developed by the Texas Commission on Law Enforcement Officer Standards and Education. 28 C.F.R. Pat t 23 Training - Any grant funded individual responsible for entering mfomiation into or retrieving information from an intelligence database must complete continuing education training on operating principles described by 28 C.F.R. Part 23 at least once for each continuous two-year period the person has primary responsibility for entering data into or retrieving data from an intelligence database. Piograms Approved to Pay Overtime for Personnel - Overtime is allowable to the extent that it is included in the CJD approved budget. Overtime reimbursements paid by CJD will be based on the following seven eligibility requirements: (1) Federal regulations governing these fiords prohibit use of grant fiords to pay an individual for the same hours in which the individual is being paid by a unit of government. For example, if an officer's regular work hours are 7 a.m. to 4 p.m. and he takes a day of paid annual leave, he is not eligible to be reimbursed with grant funds for any hours he voluntarily works between 7 a m. and 4 p.m. He may be eligible for any hours worked that day outside of 7 a.m. to 4 p.m. provided the hours worked comply with the grantee agency's requirements for hours worked prior to eligibility for overtime pay. The regulation regarding hours of eligibility for overtime does not apply to an officer who volunteers to work on his regularly scheduled days off provided he complies with the grantee agency's requirements for hours worked prior to eligibility for overtime pay. (2) Hours worked is defined as physical hours on the job and does not include paid annual leave, compensatory leave, sick leave, holiday leave or other paid leave. (3) On -call hours should not be included in physical hours worked or as eligible hours for overtime. (4) Personnel receiving grant funds for overtime must maintain time and activity reports for all time physically worked. The activity description should include detailed information about the actual activities performed. (5) Time should be recorded to the nearest quarter hour. (6) Grantee records must include a clear calculation in how the overtime was computed. (7) Overtime payments issued outside this policy are the responsibility of the grantee agency. Cancellation for Awards - Grantees must take reasonable steps to commence project activities upon receiving notice of a grant award: Commencement Within 60 Days. If a project is not operational within 60 days of the original start date of the award period or grant award date as noted on this memorandum, whichever is later, the grantee must report by letter to CJD the steps taken to initiate the project, the reasons for delay, and the expected revised start date. Commencement Within 90 Days. If a project is not operational within 90 days of the original start date of the award period or grant award date as rioted on this memorandum, whichever is later, the grantee must submit a second statement to CJD explaining the implementation delay. Upon receipt of the 90-day lettei, CJD may cancel the project and redistribute the funds to other project areas. CJD may also, where extenuating circumstances warrant, extend the implementation date of the project past the 90-day period. P ublic Information Requests - Grantees must immediately notify and provide a copy to CJD of any Public Information Request received by the agency related to this grant award. P rohibited Acts of Agencies and Individuals - Grant funds may not be used in connection with the following acts by agencies or individuals employed by grant funds: • Grant funds may not be used to finance or otherwise support the candidacy of a peison for an elected local state, or federal office This prohibition extends to the direct or indirect employment of a person to perform an action described by this subsection. In addition, grant -funded or grant -leased motor vehicles niay not be used for the purpose described above. • Grant officials or grant funded employees may not use official authority or influence or permit the use of a program administered by the grantee agency of which the person is an officer or employee to interfere with or affect the result of an election or nomination of a candidate or to achieve any other political purpose. • Grant funded employees may not coerce, attempt to coerce, command, restrict, attempt to restrict, or prevent the payment, loan, or contribution of anything of value to a person or political organization for a political purpose. • Grantees must comply with the federal Hatch Act (5 U.S.C. §§ 1501- 1508) which restricts the political activity of some state and local employees who work in connection with federally funded programs. Covered state and local employees may not: 1) be candidates for public office in a partisan election; 2) use official authority or influence to Interfere with or affect the results of an election or nomination or, 3) directly or indirectly coerce contributions from suborduiates in support of a political party or candidate. Employment of a Lobbyist - Grant funds may not be used to employ, as a regular full-time or part-time or contract employee, a person who is required by Chapter 305 of the Government Code to register as a lobbyist. Furthermore grant funds may not be used to pay, on behalf of the agency or an officer or employee of the agency, membership dues to an organization that pays part or all of the salary of a person who is required by Chapter 305 of the Government Code to register as a lobbyist. Legislative Lobbying - Grant funds may not be used to attempt to influence the passage or defeat of a legislative measure. Use of Alcoholic Beverages - Grant funds may not be used to compensate an officer or employee who uses alcoholic beverages on active duty. In addition, grant funds may not be used to purchase an alcoholic beverage or to pay or reimburse a travel expense that was incurred for an alcoholic beverage. OneStar Foundation Registration and Organization Profile for Nonprofit Corporations - Each nonprofit corporation receiving funds from CJD must register and connect their organization with the OneStar Foundation at httn://www.onestarfoundation.org/naue/registration/. Each nonprofit corporation is also encouraged to create an organizational profile with the OneStar Foundation at htto://www.onestarfoundation.oreJnage/org-nrofile By completing the Organizational Profile, your organization will be eligible to receive notification of opportunities, such as: • Organizational excellence scholarships to build the capacity of your organization, including organizational assessments, trainmgs consulting, conferences and other professional development activities; • Funding announcements and events related to national service and volunteerism; and • Chances to participate in important research on the needs and trends of the social sector and its stakeholders. CITY Of FORT NVpgTK:,/.._ By: � .Daniels Chat eS City Manager p�ssistan02. A5• Date: — COMMEND Arr 3 elite 13y : a stead . Chiefice of Polo . ,, Dte' aAND L LITY: By: aa`� 3 essteaSpttoey �ssista Contract Authorization: Cies L -msg. ' Date ApproveNTT 3y` Kays � City Secretary d4oicatitilttrt, tic191090"ik vement Grant12 state C ovetdell Impro 20 OFFICIAL RECORD CITY SECRETARY FtWORTH,TX Page g °f M&C Review Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA • L_ _ COUNCIL ACTION: Approved on 11/6/2012 o Ordinance No. 20482c11 n2012 at Resolution No. 4141 4102012 DATE: CODE: SUBJECT: 11/6/2012 REFERENCE NO.: C TYPE: **C-25952 LOG NAME: 35CJD13 STATECOVERDELL CONSENT PUBLIC HEARING:NHEARING: Ratify Application for and Authorize Acceptance of, if Awarded, the Fiscal Year 2013 Coverdell Forensic Sciences Improvement Grant in the Amount of $18,800.00 from the State of Texas, Office of the Governor, Criminal Justice Division, Authorize Execution of Related Agreement and Adopt Resolution and Appropriation Ordinance (ALL COUNCIL DISTRICTS) ECOMMENDATION: It is recommended that the City Council: 1. Ratify the application for and authorize the acceptance of, if awarded, the Fiscal Year 2013 Coverdell Forensic Sciences Improvement Grant from the State of Texas, Office of the Governor, Criminal Justice Division in the amount of $18,800.00; 2. Authorize the execution of a contract with the State of Texas, Office of the Governor, Criminal Justice Division for the Coverdell Forensic Sciences Improvement Grant; 3. Adopt the attached resolution for acceptance of grant funds in the amount of $18,800.00 from the State of Texas, Office of the Governor, Criminal Justice Division and to make assurances required by the State of Texas, Office of the Governor, Criminal Justice Division; and 4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Grants Fund in the amount of $18,800.00 upon receipt of the grant. DISCUSSION: Each year, the Criminal Justice Division (CJD) of the Texas Governor's Office funds projects throughout the State under the Coverdell Forensic Science Improvement Grant Program. The Fort Worth Police Department applied for the amount of $18,800.00 in funding under the Fiscal Year 2013 Coverdell Forensic Science Improvement Grant to purchase retention locking software and 14 computer monitors. Acquisition of retention locking software for the Gas Chromatograph-Mass Spectrometer (GC -MS) instrument will increase efficiency and decrease staff time when performing controlled substance analyses. The additional monitors will allow the chemists to reduce the time it takes to review case records by being able to conduct technical and administrative reviews directly from the case record. Staff will also be able to use the monitors to connect their tablet computers to a monitor. This will enable chemists to view the laboratory instruments and have a larger screen to view information entered into their tablet. The grant requires that the City adopt a resolution to provide assurances that funds will be returned to the CJD, in full, in the event of loss or misuse of CJD grant funds and designates the official authorized to accept, reject or alter the grant. SORT WORTI I ■.■ http://apps.cfwnet.org/council_packet/mc_review.asp?ID=17649&councildate=1 1 /6/2012[ 1 /15/2013 9:38:28 AM] M&C Review 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 451644 035202609000 S18.800.00 GR76 5(VARIOUS) 035202609010 $18.800.00 Submitted for City Manaaer's Office bv: Oriainatina Deoartrnent Head: Additional Information Contact: ATTACHMENTS 35CJD13 STATECOVERDELL AO13.doc Resolution.doc FROM Fund/Account/Centers Charles W. Daniels (6199) Jeffrey W. Halstead (4231) Aya Ealy (4239) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=17649&councildate=1 1/6/2012[ 1/15/2013 9:38:28 AM]