HomeMy WebLinkAboutResolutions - 2010.05.05 - 10237May 5, 2010
MISCELLANEOUS RESOLUTION 1I0096
BY: Public Services Committee, Jeff Potter, Crairperson
IN RE: SHERIFFS OFFICE —2010 HIGHWAY SAFETY GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson. Ladies and Gentlemen:
WHEREAS the Sheriffs Office applied to the Michigan State Police, Office of Highway Safety Planning.
for $2,000 in grant funding to purchase law enforcement equipment related to righway safety; at a total
cost of $2.000, and
ki'VHEREAS the most recent award of this grant was for FY 2009 in the amount of $3,000; and
WHEREAS the grant funding period for this grant is March 26. 2010 through September 30. 2010: aro
WHEREAS the Michigan State Pace has awarded Oakland County with a grant in the amount e $2.0001
and
WHEREAS grant funding will be used to purchase one (1) Decatur Electronic digital radar system; and
five (5) Decatur G2 radar hand remote controls; and
WHEREAS no County grant matching funds are required to accept this grant nor to purchase the
equipment; and
WHEREAS the acceptance of this grant does not obligate the County to any future commitment; and
WHEREAS the continuation of this program is contingent upon future levels of grant funding.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the
Fiscal Year 2010 Highway Safety Challenge Award Grant from the Michigan State Police in the amount of
52.000 and that the Board Chairperson. on behalf of the County of Oakland, is authorized to execute said
agreement as attached.
Chairperson, on behalf of the PuVc Services Committee, I move adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
Public Services Committee Vote:
Motion carried unanimously on a roll call vote
Page 1 of 3
Nancy Wenzel
From: Malone, Prentiss [maionep@oakgmoom]
Sent: Wednesday. April 21, 2010 1:36 PM
To: Wenzel, Nancy'
Cc: 'Malone, Prentiss'
Subject: FW. Grant Sign Off: Sheriffs Office - 2010 Highway Safety Grant - Grant Acceptance
See attached.
Original Message----
From: Piir, Gala [mailto:piirg@ciakgov.com]
Sent; -Thursday, April 15, 2310 4:26 PM
To: 'Seaman, Lori'; 'Cunningham, Dale; 'Gordon Pizzini (pizzinig@oakgov.ccm)1; Malone, Prentiss'
Subject: Grant Sign Off: Sheriff's Office - 2010 Rghway Safety Grant - Grant Acceptance
GRANT REVIEW SIGN OFF — Sheriff's Office
GRANT NAME: 2010 Highway Safety Grant
FUNDING AGENCY: Michigan Department of State Police — Office of Highway Safety Planning (0IISP)
DEPARTMENT CONTACT PERSON: Lan Seaman 2-2110
STATUS: Grant Acceptance
DATE: April ]5,20i0
Pursuant to Misc., Resolution #01320, please be advised the captioned grant materials have completed internal grant review.
Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of Commissioner' Liaison
Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this Sign Off email containing grant
review comments) may be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance
by Board resolution.
DEPARTMENT REVIEW
Department of Management and Budget:
Approved. — Laurie Van Pei; (4/9/2010)
Department of Human Resources:
Approved. — Cathy Shallal (4/13/2010)
Risk Management and Safety:
Approved by Risk Management. — Julie Secontine (4112/2010)
Corporation C ounsel ;
After reviewing the above-referenced grant acceptance/award. I found no legal issues that must be resolved before execution: —
Jody Hall (.4/15/2010)
COMPLIANCE
The grant agreement (by reference of the application) references a number of specific federal and state regulations. Below is a
List of these specifically cited compliance related documents for this grant.
4/21)2010
Ar 5, 2N) 2:1P N'c.. 2120 D. 2
JENNIFER M. GRANNOLM
e0vERNOR
STATF OF MIChfIGAN
DEPARTMENT OF STATE POLICE
LANSING COL PETER c_ MUNOZ
DIRECTOR
March 26, 2010
U. GOI-CIOn PiZ2nT)I
Oakland County Sheriff's Office
1201 North Telegraph Road
Pontiac, Michigan 48341
Dear Lieutenant Pinini:
SUBJECT: PT-10-37
The Michigan Office of Highway Safety Planning (OHSP) has approved $2,000 in federal funds for
Highway Safety Project grant number PT-10-37, 'MACP Award Grant,' for the grant period of
March 28, 2010, through September 30, 2010,
This grant is approved with the fallowing conditions:
I. Funding is continent upon the availability of U.S. Department of Transportation Highway
Safety Funds.
2. A grant orientation conducted by 01-1813 is mandatory for all wird orolect directors. Please
contact your grant coordinator to schedule an orientation and on-fine report training via telephone.
3. A progress and a financial report is due no later then: October 30..
4_ Grantees must octroly with the Certifications and Assurances sat forth in this grant, please consult
the grant applicafion for further details.
8_ Any changes to the grant's objectives, act3. vibe*, and/or approved budget must have 01-1SP approval
Pease contact your 01-ISP grant doOrdinator, Pat khason al (517) 333-5318 if you have any questions
'regarding your grant. We look forward to working with you during the course of the project.
Sincerely.
MICI-IAEL L. PRINCE, DIRECTOR
Office of Highway Safety Planning
bsr
Enclosures
cc: Mr. Tim Soave
Chairman Bill Butlard
Mc-RICAN OFFICE OF MEd/WAY SAFETY PLANNING (014SP)
4)0C COLLINS ROAD • P.O. BOX 30533 • LANSiN(), MICILIGAN 4B909-8I33 . . . . .
Apr. 6. 201.f,; 3: riPM No. 2 !2(.: P.
1 olisp-31 {-3/200) I FISCAL YEAR: i PAGE lA . FOR OHSP USE ONLY
j
2010
I PROJECT TITLE: ' GRANT NUMBER:
I IVIACP Award Grant PT-10-37
APPLICANT: APPROVED GRANT PERIOD:
Oakland County SherifFs Office ' 3/26/2010 through 9i30a0;0
'F'UND TYPE/CF-DA S PAP TASK FEDERAL FUNDS C011AMITT. ED
402 - 20.600 10:03 2 $ 2,000
z ,, .-Jc7; :;:,., !i r.„_:_ ..:1 4.1.:-.;{. 414.,,,.).7.:f.:. ,a..:,..1.,,..:2611:::::',-, -ii.:-V-14,,,-"):`,'"."''.'::: - ;r-...: 7•71S,7*,.WIrtr;XF."1,;p19 Lt.41:Aafg17-t igtrk. i. -1 gi 2_:__L ..‘ .Z.V.7.-",=.'?"1,_;._'-----,-.7_7"--a--.:..L.-:14 "..,4...--i. 1 "-" "V ,—...." ..7'',1--'-'‘..MM, i,:"..,24 • "t"--W,"!-:' N.,...--
COST CATEGORY FEDERAL NON-FEDERAL TOTAL
PERSONNEL COSTS o 0 $ 0
CONTRACTUAL 0 0 0
SERVICES
JPERATING COSTS 0 0 0
EQUIPMENT 2,000 0 2,000
INDIRECT COSTS 0 D 0
,
TOTAL APPROVE° $ 2,000 $ 0 $ 2,000
COSTS
`.-afeis"X;-5-FArtiOntlir.c-": —.,.<47:..W!.."41 .',75..1tRilr ;11,e-cc.- " 7';',77,1-7:"---7;;;;',7-=','"-"".-:::,414037";, ft',-1,-- .n.' , ",..:.,4,, p. ...y" 101.4. • " ',"_{. , - 4.1;
SIGNATUREc.,,,,,.------_, TITLE DATE APPROVED
•' Division Director , 3/26/10 1
PAGE lA
Michigan State Police
Office of Highway Safety Planning
4000 Collins Read
P.O. Box 30633
Lansing, Michigan 48909-8133
(517) 336-6477
* *
HIGHWAY SAFETY GRANT APPLICATION
1 1. PROJECT TITLE
• MAC? Award Grant
!2. APPLICANT
Oakland County Sheriff's Office
3. ADDRESS OF APPLICANT
1201 North Teaegraph Road Pontiac 4E341
4. STATE SENATE DISTRICT
12, 13, 14, 15, 26
7. FEDERAL IDENTIFICATION NO.
38 -6004876
5. STATE REPRESENTATIVE DISTRICT 16. U.S. CONGRESSIONAL DISTRICT
, 29, 35, 37, 35, 39 B, 5, 11, 12
8, ANTICIPATED ACTIVITY START-UP DATE
10/1/2009
Project Title: MAU,' Applicant: Q akland Co..zity 511efrint s
HIGHWAY SAFETY GRANT APPLICATION
9. STATEMENT OF THE PROBLEM AND BACKGROUND INFORMATION
FY 200
Cur depart-mient's patrol vehicles currently tave 10 radar unit that are 20 years or
older- that need to be uparaded to current technology. We will Le able to pchase
one new state-of-the-art digital police radar system with award funds. This
powerful system ena,ole2 the radar to process the signal in greater depth which
translates into faster response and great aecraoy
It is more cost effective to purchase new radar remotes than to send those needing
repair cy.;t for service, ?ward funds will allow tha purchase of 5 (five) high
quality radax remote controls
Project Title: MAcP Award Oran'; Applicant: Oakland County Shel-af f s Cffice
HIGHWAY SAFETY GRANT APPLICATION
10. GOALS
FY 20..0
The purchase of one W Genesis TI Select High Performance stte-of-the-art
polce radar system utilizing 32-bit OSP processing. Also, purchase of five (51 high
quality radar remote controls. 1=-.1rchases will he completed by August, 2C1C. The
purchase of this equipment will upgrade one radar system with current technology.
The purcnase of five radar remote controls will replace units needing repalr.
Applicant: cal" land Cc'anty Sneraff's Project Title:
HIGHWAY SAFETY GRANT APPLICATION
1. ACTIVITIES AND PROCEDURES
FY 2G1C
:o issue purchase orders for the equipment.
2. A progress report and financial report will be submitted ORSP the same
quarter that the purchase is made nc later than October 3,7,-, 2,7/10.
HIGHWAY SAFETY GRANT APPLICATION
13. ACCEPTANCE OF AUDIT REQUIREMENTS
FY 2:.:13
Project Title: MACP Award Orant Applicant: Oakland Cc 'ant}, Sherlff's Office
*NOTE: The reporting entity is the government unit responsible for the overall administration of the
grant, not just your agency. Failure to complete this section may result in your grant award being
delayed or cancelled.
0 My reporting entity* receives less than $500,000 a year.
The foiiowing is information on the next organization-wide audit(s) which will include this agency:
La. *Audit Period: Beginning 10./1/2e09 Ending 9/30/201::
(Date) (Date)
1,b. *Audit Period: Beginning Ending
(Date) (Date)
2.a, Audit or written certification will be submitted to Financial Coordinator by:
(Date)
2.b. Audit or written certification will be submitted to Financial Coordinator by:
(Date)
This project is federally funded and therefore is subject to The Single Audit Act of 1984 (P,L. 98-502).
Effective July 1, 1996, if your reporting entity receives $500,000 or more in federal financial assistance a year,
the grantee shall agree to have an audit conducted in compliance with OMB Circulars A-128 or A-133 if
required. If a compliance audit is not required, at the end of each audit period we will certify in writing that we
have not expended the amount of federal funds that would require a compliance audit ($500,000). If required,
we will forward a copy of the completed audit(s), including the management letter covering the entire grant
period to:
Michigan State Police
Management Services Division
Budget and Financial Services-Financial Section
714 S. ilartison Road
Fast Lansing, MI 48823
NOTE: The audit or written certification must be submitted to OHSP no later than the ninth month after the
end of the audit period.
Additionally, we have or will notify our auditor of the above audit requirements prior to performance of the
audit for the period listed above. We will also ensure that, if required, the entire grant period will be covered by
a compliance audit which in some cases will mean more than one audit must be submitted. We will advise the
auditor to cite specifically that the audit was done in accordance with 0MI3 Circulars A-128 or A-133. Any
information regarding the OMB Circular audit requirements will be furnished by 01-1SP.
*NOTE: The Audit Period is the organization's fiscal or calendar year to be audited. Please complete
•11. •
Project Title: 1.11‘7P 1"ar'i Applicant; Cak1ar.-41 County Eheriff's Ottice
HIGHWAY SAFETY GRANT APPLICATION
14. LOCAL CONTRIBUTION
FY 2 .,;::"0
Cost in excess of award will be borne by local match. Cost to repair and maintain
the eqipment sill be provided by the agency.
Project Title:. 'V`CP Award GI-ant Cak:and Sheriff! Applicant: Cff
HIGHWAY SAFETY GRANT APPLICATION
IS. PROJECT CONTINUATION
FY 200
This is not applicable to our requested purchase,
e-gn $53:
HIGHWAY SAFETY GRANT APPLICATION
12. BUDGET DETAIL (cont'd)
FY 2010
Project Title; mAcP Award Grant Applicant:0 akland County Shriff's CM-DR
EQUIPMENT
DESCRIPTION
Genesis II Select_ Dua KA Band Radar Unit
UNIT PRICE - QUANTITY ( TOTAL
$1,200, 1 $1,2001
G2 Radar Nand Remote Control
4-
TOTAL EQUIPMENT COSTS $2,000
Project Title: NACP k.rard Oran:: Applicant: CaKiand 's Cffloq
HIGHWAY SAFETY GRANT APPLICATION
12, BUDGET DETAIL (cont'd)
FY 201:
RATE
I BASE (SALARIES & WAGES, OR
TOTAL PERSONNEL COSTS, OR
TOTAL DIRECT COSTS)
0 %1 $ 0
TOTAL INDIRECT COSTS j
$0,
FEDERAL/STATE AMOUNT +J MATCH AMOUNT = I TOTAL PROJECT AMOUNT
$2,000. $0. $2 , 0301
CERTIFICATIONS AND ASSURANCES
1. AN correspondence to the Office of Hignway Safety Planning (OHSP) regarding this project shall
irclude the project number, Example: OP-10-01.
2. A change in Project Director, Agency Contact Person, Financial Officer, Authorizing Official,
addresses, or telephone numbers requires written notification to OHSP. These changes must also
be made to the applicaton form.
3. 01-15P may conduct a monitoring review of this highway safety grant. The purpose of this
review is to determine adherence to stated Project objectives, to review financial procedures, and
to ensure compaance with grant requirements.
4. Ali publ;shed reports generated from this project must include the following disdosure
statement:
(for all National Highway Traffic Safety Administration (NHTSA) grants)
a. The opinions, findings, and conclusions expressed in this publication are taose of the
author(a) and rot necessaray those of the Michigan Office of Hignway Safety Planning
or the U.S. Department of Transportation, National Highway Traffic Safety
AcraVnistraticn„ This report was prepared in cooperation with the Michigan Office of
Highway Safety Planning and U.S. Department of Transportation, National Highway
Traffic Safety Administration.
5, The grantee agrees to ensure that no person in the United States shall, on the grounds of
race, color, religion, national origin, ancestry, age, sex, height, weight, marital status,
physical or mental handicap or disability, political affiliation or beliefs, be excluded from
participat'on in, be eered the benefits of, or be otherwise subjected to discrimination under
this program. The grantee shall adhere to all applicable federal, state and local laws,
ordinances, rules and regulations including, but not limited to, the following:
a. The Grantee will comply with all Federal statutes and implementing regulations relating
to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights
Act of 1954 (P.L. 88-352) which prohibits discrimination oa the basis of race, color or
national origin (and 49 CFR Part 21); (b) Title IX of the Education Amendments of 1972,
as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on
the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 L.S.C.
§794), wiath prohibits discrimination on the basis of handicaps (and 49 CFR Part 27); (d)
the Age Discrimination Act of 1975, as amended (42U.S.C. §§ 6101-6107), which prohibits
discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972
(P.L. 92 -255), as amended, relating to nondiscrimination on the basis of drug abuse; (f)
the comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation
Act of 1970(P.L. 91-616), as amended, relating to nondiscrimination on the basis of
alcohol abuse of alcoholism; (g) §§ 523 and 527 of the Public Health Service Act of 1912
(42 U.S.C. §§ 290 d d-3 and 290 ee-3), as amended, relating to confidentiality of alcono
and drug abuse patient records; (h) 7itle WTI of the Civil Rights Act of 1968 (42 J.S.C. §§
3601 at seq.), as amended, relating to nondiscrimination in the sale, rental or financing of
housing; (i) any other nondiscrimination provisions in the specific statute(s) under which
application for Federal assistance is being made; and, (j) the requirements of any otner
nondiscrimination statute(s) which may apply to the application;
GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY10
Upoateo: 6/4/09
b. The Elliott Larsen Civil Rights Act, 1976 PA 453, as amended.
c. The Americans with Disabilities Act of 1990, as amended, and regulations
promulgated thereunder.
d. The grantee's highway safety program provides adequate and reasonable access for toe
safe and convenient movement of physically handicapped persons, incluoing tnose in
wheelchairs, across curbs constructed or replaced on or after July 1, 1976, at all
pedestrian crosswalks (23 USC 402(b) (1) (D)).
6, Debarment and Susoension: Grantee may rot contract with or make any award of Highway
Safety funds at any time to any party which is deoarred or suspended or is otherwise excluced
from or ineligible for participation in federal assistance programs under Executive Order 12549,
"Debarment and Suspension."
These restrictions and regulations remain in effect for the FY1.0 Grant year under the
new Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users,
(SAFETEA-LU).
7. Lobbying Restrictions are contained in (1) The Anti-Lobbying Act, 18 § 1913 and (2)
The Transportation Equity Act for the 21 st Century (TEA-21), 49 U.S.C. § 30105,
Restriction on Grassroots Lobbying - The Anti-Lobbying Act, which Congress broadened in
scope in 2002, prohibits the use of appropriated funds, directly or indirectly, to pay for: any
personal service, advertisement, telegram, telephone, letter, printed or written material, or other
device intended or designed to influence in any manner a member of Congress, a jurisdiction, or
ar official of any government, to favor, adopt, or oppose, by vote or otherwise, any legislation,
law, ratification, policy, or appropriation, whether before or after the introduction of any bill,
measure, or resolution proposnag such legislation, law, ratification, policy o - appropriation.
Violators are subject to a fine of not more than $500, imprisonment of not more than one year, or
both, and removal from office. The Act prohibits the use of Federal funds for 'grassroots"
lobbying campaigns that encourage third parties, members of special interest groups or the
general public to contact members of Congress or of a State or local legislature or an official of
any government in support of or in opposAion to a legislative, policy or appropriations matter. It
applies to activities both before and after the introduction of egislation. These prohibitions apply
to all DOT funds, including NHTSA funds awarded to States under grants, cooperative agreements
and contracts. Accordingly, these prohibitons apply to State officials whose salaries are
supported, in whole or in part, by NHSTA funds. TEA-21 Restrictions on Lobbying State and Local
Legislators. The Transportation Equity Act for the 21s: Century (TEA-21), which was enacted lo
1998, prohibits the use of NHTSA funds for "any activity specifically designed to urge a State or
local legislator to favor or oppose the adoption of any specific legislative proposal pending before
any State or local legislative body." This prohibition imposes additional lobbying restrictions on
NHTSA, such as by prohibiting agency officials from:
*Visiting or sending letters to State or local legislators, urging them to favor or oppose
specific State or local legislation pending in those jurisdictions; or
.Developing anc providing to anyone (including lobbyists) materials designed expressly to
advocate for the enactment or repeal of specific pendlng State or local legislation.
It is NHTSA's continued view, however, that these restrictions do not apply to State officials
engaged in State-sanotioneo communications with tneir legislatures, even if their salaries are
supported in whole or in part, with NFTSA funds. We believe that any direct communications
GRANT MANAGEMENT REQUIREMENTS-eiectronic copy - n.10
Updated: 6/4/09
between State executive officials and State or ocal legislators properly are governed by the laws,
regulations and customary practice in the State.
8. Business Integrity Clause: The Agency may immediately cancel tne grant without further
iiability to the Agency or its employees if the grantee, an officer of the grantee, or an owner cf a
25% cr greater share of the grantee is convicted of a criminal offense incident to the applicators
for or performance of a State, public, or private graat or subcontract; or convicted of a criminal
offense including but not limited to any of the following; embezzlement, theft, forgery, bribery,
falsification or destruction of records, receiving stolen property, attempting to influence a public
employee to breach the ethical conduct standards for State of Micaigan employees; convicted
under State or Federal antitrust statutes; or convicted of any other criminal offense which, in the
sole discretion of the Agency, reflects on the grantee's business integrity.
9. Indemnification:
a. Tc the extent allowable by law, all liabilty to third parties, loss, or damage as a result cf
claims, demands, costs, or judgments arising out of activities, such as direct service
delivery, to be carried out by the grantee in the performance of this agreement shall be
the responsibility of the grantee, and not the responsibility of OHSP, if the liability, loss, or
damage is caused by, or arises out of, the actions or failure to act on the part of the
grantee, any subcontractor, anyone directly or indirectly employed by the grantee,
provided hat noth!ng herein shall be construed as a waiver of any governmentel immunity
that has beer provided to the grantee or its employees by statute or court decisions.
b. To the extent allowable by law, all liability to third parties, loss, or damage as a result of
claims, demands, costs, or judgments arising out of activities such as the provision of
pollcy anc procedural director, to be carried out by OHSP in the perfcrmance of this
agreement shall be the responsibility of OHSP and not the responsibilty of the grantee if
the liability, loss, or carnage is caused by, or arises out of, the action or failure to act on
the part of any OHSP employee or agent, provided that nothing herein shall be construed
as a waiver of any governmental immunity by the State, its agencies (OHSP) or employees
as provided by statute or court decisions.
c. To the extent allowable by law, in the event that liability to third parties, loss, or
damage arises as a result of activities conductee jointly by the grantee and OHSP in
fulfillment of their responsibilities under this agreement, such liability, foss, or damage
shall be borne by the grantee and OHSP in relation to each party's responsibilities under
these joint activities, provided that nothing herein shall be constraed as a waiver cf any
gcvernmental immunity by the grantee, the State, Its agencies (OHSP) or their employees,
respectively, as provided by statute Cr court decisions.
10. The grantee agrees to abide by the Federal Drug-Free Workplace Act of 1988 (49 CFR Part 29
Sub-part F).
11, For Federally Funded Grants Orly:
a. Buy America Act: Only items produced in the United States may be purchased with
Federal funds unless the State can show that such domestic purchases would be
inconsistent with the public interest; that such materials are not reasonably available
and are of an unsatisfactory quality; or that inclusion of domestic materials will
increase the cost of the overall project contract by more than 25 percent. Clear
GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY10
Updated: 6/4/09
justification for the purchase of non-dornestic ;terns must be in tne form of a waiver
request submitted to 01-15P for approval oy the appropriate governing authority.
b. The recipient or its contractor agrees to ensure that minority business enterprises,
as defined in 49 CFR Part 23, have the maximum opportunity to participate in the
performance of contracts and subcontracts financed in whole or in part with Federal
funds provided under ths agreement. Recipients and their contractors shall not
discriminate on toe basis of race, color, national origin, or sex in the award and
performance of DOT-assisted contracts.
12. The Hatch Act - OHSP grantees will comply with the provisions of 5 USC §§ 1501-1508 and
'mplementing regulations of 5 CFR Part 151, concerning 'Political Activity of State or Local Off;ces,
or Employees".
GENERAL PUBLIC INFORMATION AND EDUCATION REQUIREMENTS
1. All data, materials, plates, negatives, camera-ready copy, designs, concepts, photographs,
video, and audio financed with grant funds shall be delivered to OHSP. The items will remain
toe property of the Michigan State Police, Office of Highway Safety Planning, and shall not be
subject to copyright protection by the vendor or their agents. Items will be submitted to
OHS_" immediately after production of the item, OHSP will hold the final grant
reimbursement until all of the above items have been submitted. The grantee shall
not enter ',Ito an agreement that includes any time limits on rights for music, talent, artwork,
or priotograpris The grantee shall inform ail venoors, subcontractors, or their agents of this
requirement before authorizing work to be performed.
2. All printed public information and education materials and videos are required to contain
logos as designated by OHSP, which are available in electronic formats upon request. See
printing requirements listed below for more oetails. Audio materials must inc;ucle an OHSP
tag line. All meter ais including audio and video materials, must be approved by your
OHSP program iditui pi i.n to production. Audio ano video scripts must first be
submitted for review and approval. Approval will be given within one week pf receiot by
OHS P.
All videos, print photography, or graphics shall oepict erivers and passengers to be
properly restrained by safety Pelts or child passenger safety devices unless the lack of
restraints is for demonstration or educational purposes.
State of Michigan Printing requirements:
:n all cases, recycled paper must be used, if available„ and if the cost does not exceed the cost of
virgin paper by more than 10 percent. If trie item is printed on recycled paper, a recycled logo
must be used to indicate the use of recycled stock.
The fodowing items require the prior approval of your OHSP program Wu! dii io,ui and the
Communications Section Manager:
- Flyers
- Posters
- printing requiring two or more colors of ink
GRANT MANAGEMENT REQUIz,'EMENTS-electroric copy - FY10
Upoatec: 6/4/09
- annual reports
- newsletters
- printing requiring photographs
- printing projects that include silk screened folders or binders, die-cut folder or covers,
holograms, foil printing, embossing, or engraving
Alterr atives to using more than one color of ink may include the use of colcred pacie.- or special
screening to give an additional color effect.
Paper stock shall be standard sizes, as unusual sizes or special-order paper stock is more
expensive than standard size and result in additional waste.
Copies
OHSP will require 1 copy of d ny pubkation produce with federal traffic safety grant funds if the
items are not distributed statewide. The copy can be submitted on a CD or flash drive.
OHSP will require 25 copies of any of the following produced with federal traffic safety grant
funds if they are distributed statewidg. These copies are distributed throughout the state of
Michigan's library system:
- annual reports
- manuals, handbooks, and training materials
- news releases
- statistics
GNSP will require 15 copies of any of the following produced with federal traffic safety grant
funds if they are distributed statewide. These copies are housed as part of the state of
Michigan's library system:
- Posters
- Brochures
- Flyers
If the publication is available on a publicly accessible website, a link to the document
must also be provided to OHSP. The state of Michigan's library system will then include
it in its digital archive.
.3. CLOSED CAPTIONING. All DVD's must be closed captioned.
4. Public communications or news releases concerning this project shall state that the project is
financed with funds administered through 01 -1SP.
5. For Federally Funded Grants_ Only:
a. The following byline shall be placed on all printed public informaton and educaton
materials: "This material was developed through a project funded by the Michigan
Office of Highway Safety Planning and the U.S. Department of Transportation."
b. The purchase of program advertising space by grantees on TV, radio, magazines,
newspapers, billboards, etc, is not eligible for reimbursement,
GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY10
Updated: 6/4/09
PROGRAM REQUIREMENTS
1. Progress reports are required to be submitted tnroughout the grant period. The due Gates
for these reports are specified in the approval letter and must be submitted through the
ief..tronit.. system. Reports shall describe activities undertaKen to accomplish each project
objective as well as progress toward impacting the problem statement and activities planned
for the next quarter and obstacles encountered or anticipated. Progress reports must be
submitted in order for 01-1SP to process financial reimbursement,
2. The final progress report is due on the date stated in the approval letter and shall include a
summary of all activities and accomplishments for the entire grant period. Include the
following information in the project summary:
a. A brief description of the project's purpose and tne problem it addressed.
b. A list of significant accomplisnments or activities of th:s project that addressed the
project oojectives.
c. A summary of how this project impacted the initial stated problem.
3. Out-of-state travel requires prior wr tten approval by the OHSP Division Director. A written
request shall be submitted on the form provided with these requirements. Requests shall be
submitted at least 30 days in advance of anticipated travel, NO EXCEPTIONS. Financia.'
commitment shail not be made prior to OHSP approval.
4. If a project modification is required, the grantee shall contact the OHSP program coordinator
for prior approval.
5. For Enforcement Grants Only
a. Enforcement activity data shall be submitted to OHSP within five days of the
conclusion of the enforcement period. Agencies shall use the Enforcement Report
connected to the web oased grant system.
b. Only MCOLES certified police officers or Michigan State Police Motor Carrier officers
shall be used on enforcement projects.
c. Use of part-time officers on enforcement projects is restricted and must comply with
OHSP poi:cy. PRIOR APPROVAL IS REQUIRED. Contact OHSP for a cooy of this
policy,
d. Grantees actng as a project director of a multi-agency grant must provide the
oarLioioating dgerides with a copy of these Grant Management Requirements.
e. Overtime grant funds CANNOT be used for activities such as traffic control,
motorcades and dignitary protection during election seasons. Overtime funds can oniy
be used for activities approved n the grant.
GRANT MANAGEMENT REQUIREMENTS-electronic copy — FY10
Updated: 6/4/09
GENERAL FINANCIAL REQUIREMENTS
1. Only program activities and expenses detailed in the approved grant budget and incurred
during tne grant period are eligible for federal reimbursement. Expenses incu-red that are not
aetalled in the approved grant budget cr outside of the grant period will not be reimbursed.
Costs cannot EXCEED the approved grant award.
2. Goods purchased through the grant shall be received in acceptable eonditioa. If goocs are not
received in acceptable condition within thirty (30) days prior to the grant ending date, the
grar.tee shall contact the OHSP program coordinator.
3. The grantee shall lose generally accepted accounting principles,
4. Costs charged to this grant cannot be charged to any other program.
5. All costs shall be actual and supported by source documentation. Financial reimbursement wil,
be delayed until all backup documentation is received by OHSP. A document entitled "Acceptable
BacK up Documentation for Federal Cost Claims" is available from 01-15P to assist viath identifying
adequate back-up documentation. For enforcement grantees - Daily records and any other
documents required to support the costs claimed for reimbursement must be maintained showing
the activity and hours worked for each officer included in the reimbursement request, including
sub-grantees, and need to be approved by a supervisor. The records must be made available for
review 'Joon the request of OHS P.
6. A separate account or fund must be established for this project. A separate account is required
to oe maintained by all agencies receiving federal grant funds from the Office of Highway Safety
Planning (01-ISP), regardless of the dollar amount. It is the responsibility of the oversight agency
to insure that ail sub-agencies meet this requirement. The general ledgers of the sub-agencies
are not reeused to De submitted with requests for payment unless soecificaliy requested by
OHSP.
7. Costs must be net of all applicable credits such as purchase discounts, rebates or adjustments
of overpayments or erroneous charges.
8. The fciilowing deviations from the approved budget require PRIOR approval from OFISP
a, A specific item of cost not included in the approved budget.
b, An increase in the number of a sDecific Item over and above the total authorized.
c. A transfer between majcr budget categories ia excess cf 10% of the category being
increased.
9. Procurement Methods:
a. Competition: Grantees shall conduct all procurement and contractual transactions,
without regard to dollar value, to provide maxamuna, open and free competition. Maximum,
open and free competition shall be assured through the distribution of an adequate
number of proposal solicitations.
b. Small Purchase Procedures: Small purchase procedures are those relatvely simple and
informal procurement methods for securing services, supplies, or other property that do
GRANT MANAGEMENT REQUIREMENTS-electronic copy — FY10
Updated: 6/4109
not cost more than S25,000 in total. If small purchase procedures are used, price or rate
quotations must be obtained from at least three (3) qualified sources.
c. Competitive Bids: For purchases over $25,000, the grantee shall foilow their compettve
bid process providing is at least as restrictive as the process redLnred by the State of
Michigan. The grantee or their contractor agrees to ensure that minority business
enterprises, as defined in 49 CFR Part 23, have the maximum opportunity to participate in
the performance of contracts and subcontracts financed, in whole or in part, with federal
funds provided under tnis agreement.
In those instances where three (3) bids have not been received ; a full explanation, along
witn the names and addresses of those firms and individuals requested to bib, and
including reasons why agencies failed to bid, must be forwarded to OHS? for approval
prior to awarding a contract.
10. Documentation for costs shall be maintained for three years following final reimbursement.
11. Any program income received shall be used exclusively to further traffic safety project
activities. Program income is defined as gross income earned by the grantee from grant
supported activities, such as the sale of items developed with federal funds. Contact tne OH5P
program coordinator for further information.
12, Fr Federally Furded Grants Ocuv:
Supplanting
The replacement of routine and/or existing state or local expenditures wth the use of federa.
grant funds for costs of activities that constitute general expenses required to cary out tie
overall responsibilities of a state or local agency is considered to be supplanting and is not
allowable.
The subgrantee shall not use grant funds to supplant state or local funds, or, other resources that
would otherwise have been made available for this program. Further, if a position created by a
grant is filled from within, the vacancy created by this action must be filled within 30 days. If the
vacancy is not filled within 30 days, the subgrantee must stop charging the grant for the new
position. Upon filling the vacancy, the subgrantee may resume charging the grant position.
The Financial Officer or Authorizing Official may not be funded under this grant.
COST REIMBURSEMENT
1. All OHSP projects are based on tie cost reimbursement concept; i.e., state or local funds shall
be expended before reimbursement is provided.
2. Reimbursement s based on submission of progress and financ.al reports. A Financial Report
submitted to OHSP by a grantee shall contain the following to be considered complete:
a. All applicable information requested and submitted electronically when possible.
Back up information can be submitted via US mail or by fax,
b. Electronic signatures as indicated by agency passwords for the agency's Financiai
Officer or Project Director.
GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY10
Updated: 614/09
c. A copy of a report for the current period generated by the grantee's official
accountag system which shows a oescription of the item and the actual amount
spent. Some examples of acceptable reports include a detailed general ledger, a
transaction ledger, a payroll journal, or a detailed budget/expenditure report. The
report must match the amount being requested for reimbursement.
d. FOR ALL ENFORCEMENT GRANTS: Officer names, dates and amounts paid must be
provided for each agency participating in grant funded overtime patrols.
3. Financial Reports are due, at a minimum, on a quarterly basis. Financial Report due dates
are specified in the grant approval letter. Monthly reporting is acceptable; however, grantees
must notify ONSP if monthly reporting will be done. Financial Reports must De submitted
even when the project experiences no costs. In this case, a "zero" Financial Report shall be
submitted. The submission of Financial Reports is mandatory and non-compliance can result in
termination of the grant.
4. The Project Director shall ensure that Financial Reports are submitted in compliance with
reportirg dead:ines. if the financial report is submitted electronically without back up
documentation, tae financial report is not considered submitted and the grantee will receive a
delinquent letter stating same.
5. A delay in submitting support documentation may result in the suspension of all grant
activity.
6 ailLre to submit cost statements with adequate supporting documentation prior to the
fiscal year close out deadline will result in non-reimbursement of those costs. Costs from one
fiscal year cannot be paid in a subsequent fiscal year.
BUDGET COST CATEGORY REQUIREMENTS
PLEASE REFER TO THE FOLLOWING FOR SPECIFIC REQUIREMENTS OF BUDGET COST
CATEGORIES. ONLY REQUIREMENTS FOR COST CATEGORIES CONTAINED WITHIN YOUR
APPROVED GRANT BUDGET APPLY.
PERSONNEL COSTS
1. Payments for salaries and wages shall be supporteo by a time and attendance report, or
equivalent records, based on an after-the-fact distribution of time, which shows details of toe
activities performed. For eilfoiceilienl qralitees, a daily activity log must be completed for all
time requested for reimbursement, the time on the daily must agree with the hours requested,
and the daily log must be approved by a superviser. Reimbursement shall be based on acteal
costs NOT budgeted rates, If a grantee works 100% on federal programs, s/he will certify in
writing to this at least semi-annualiy. Time documentation records shall be kept on file at the
agency, and most be submitted with otner financial back-up if requested by 0al5P.
2. Fringe benefit costs shall be actual.
3. The rate of pay for grant-funded overtime shall be determined according to the grantee's
policy, contract, or employment agreement. Overt:rne rates must be applied consistently to all
activities of an agency - higher rates may not be established just for federal grants.
4. Agencies shall comply with all state labor laws.
GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY10
Updated: 6/4/09
CONTRACTUAL SERVICES
Contractual services are services of individuai consultants or consulting f] rms engaged in
performing special services pertinent tD highway safety.
Ali grantees or sub-grantees awarding contracts or sub-contracts shall compiy witri the terms and
conditions of Title 49 Code of Federal Regulations. Part 18-Uniform Administrative Requirements
For Grant And Cooperative Agreements To State And Local Governments, §18.36 Procurement. A
copy is available from OHSP upon request.
NOTICE All contracts, for the purpose of developing public information materials
(print, audio, or video) must be submitted to the appropriate OHSP program
coordinator for review PRIOR to entering into the contractual agreement with the
vendor.
OPERATING COSTS
1. Automotive expenses submitted shall be based on actual costs incurred. In most cases, ttrs
will be calculated by multiplying actual miles driven times a mileage rate. The rate will be
determined when the grant is established, but will generally be the IRS business mileage rate.
Wth prior approval, reimbursement may be allowed based on the actual costs incurred for
gasoline, maintenance, insurance, and other vehicle expenses.
2. The grantee's in-house travel regulations shall be followed 85 published. :f no such regulations
are published, the grantee shall abide by State of Michigan travel regulations (can be provided by
the rogram coordinator).
3. Postage, telephone arid grant related travel costs shall be documented by log or meter am:
submitted with the reimbursement. request.
4. Only eligible operating costs specifically listed in the approved grant budget will be reimbursed.
EQUIPMENT
1. Only eligible equipment specifically listed in the equipment section of the approved grant
budget wi:1 be reimbursed. Equ:pment costs shall be reimbursed according to the match
requirements as specified in the approved grant budget.
2. Equipment purchases shall be initiated within the time period specified in the approved grant.
"Initiated' means bids were sol:cited, accepted, and items have Peen ordered. If there is a reason
a grantee is unable to meet this requirement, the OHSP program coordinator shall be contacted
immediately.
3. Equipment purchased through tWs grant shall be used only for highway safety activities
throughout :1.-s useful life.
4. If the equipment is disposed of, or ceases to be used for highway safety activities, and the
equipment is determined to have a Current Fair Market Value of 55,000 or more, OFISP reserves
the right to retain or transfer title to all items. 01-1513 may allow the holder of the equipment to
retain title of the equipment and reimburse the federal share of the fair market value of such
equipment. The Current Fair Market Value shall be determined as follows:
GRANT MANAGEMENT REQUIREMENTS-electronic copy — FY10
Updated: 6/4/09
a. Appraisal by an independent source with expertise in valuation of similar items is the
preferred method of valuation for equipment.
b. For vehicles, blue book values, taking into consideration the physical condition of the
vehicle, may be used.
c. If a fair market value based on appraisal or blue book values can not be determined,
the value may be based on IRS depreciation schedules. Only straight line depreciation
may be used.
5. For Federally Funded Grants Only:
Equipment with a cost of $5,000 or more shall be tagged by the grantee for inventory control
purposes. In addition, the OHSP Equipment Record System Form with all apOcable information
completed shall be submitted with the grantee's reimbursement request. The grantee shall
compete an equipment inventory form sent to them by OHSP each year tnat the value remains
$5,000 or more, and shall make tne item available for physical review by OHSP staff when
requested.
INDIRECT COSTS
Indirect costs cannot be specified in all situations because of the diverse characteristics and
accounting practices of governmental units. Typical examples of indirect costs may include
certain state/local-wide central service costs, general administration of the grantee department or
agency, accounting and personnel services performed within the grantee department or agency,
depreciation or use allowances on buildings and equipment, the costs of operating and
maintaining facilities, etc.
Indirect costs shall be provided at a negotiated rate mutually acceptable to the grantee and
OHSP. The indirect cost rate shall be developed in accordance with Federal Circular A-8.7 and
shall be supported by the grantee's central service cost allocation plan or its equivalent. The
indirect cost rate must be approved by the grantee's federal cognizant agency, with written
documentation maintained by the grantee. If the grantee does not have a federal cognizant
agency, OHSP will serve in this capacity.
TERMINATION
If a grant is terminated by OHSP for failure to meet the grant management requirements, the
grantee shall not be eligible to seek grant funding for a period of two years. In order to obtain a
grant after the two-year period, the grantee will be required to submit written assurance that the
identified deficiencies have been corrected. Additionally, the agency may be required to submit
monthly financial reports to allow for increased financial monitoring.
GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY10
Updated: 6/4/09
FAX NUMBER EMAIL ADDRESS pizzLnig@oo.oakland.mi.us (248) 656-4965
iNAME
IMs. Lori Seaman
TITLE
Contract Coordinator
HIGHWAY SAFETY GRANT APPLICATION
17. IIICHWAY SAFETY PROGRAM GRANT TERMS AND CONDITIONS
FY 2C10
Project Title; Y-ACP Award 6rant Applicant: Oakland Count y SherZf Ofite
CERTIFICATION BY PROJECT DIRECTOR
I certify and agree tha: a grant received as a resu:t of this application is subject to the general requirements governing
Office of Highway Safety Planning projects and Grant Management Requirements, including special conditions; It
comply with provisions of the Act governing these funds au all other federal laws; that all information presented is
correct; that there has been appropriate coordination with affected agencies; that I am duly authorized by the Applicant to
perform the tasks of Project Director as they relate to the terms and conditions of this grant application; that costs incurred
prior to grant approval may result in the expenses being absorbed by the subgrantee; and, that funds received through
01-1SP will not be used to supplant state or local funds.
,NAM Lt. Gordon Plzzin.i
AGENCYclaklana County Sheriff's Cffice
TITLE Lieutenant Patrol Services Division
ADDRESS
2.201 North Telecrraph Road
PHONENINMER (243) 858-5022 Pontiac 48341
AGENCY CONTACT PERSON
dirnrent than grant Project Director)
AGENCY ADDRESS
Oakland County Sheriff's Office
PHONE NUMBER
FAX NUMBER lEMAIL ADDRESS
seomanl@oakgov.com
AGF.,NCY Co=ity of Oakland
PH ONE NUMBER
(24;
4TITLE NME
Charman Fill Dullard Chairman cf the toed
TAX NUMBER 1FMAIL ADDRESS
(248 858-1572 1 bullarab1sroakgov.com.
HIGHWAY SAFETY GRANT APPLICATION
17. HIGHWAY SAFETY PROGRAM GRANT TERMS AND CONDITIONS (cont'd)
FY
Project Title: MAC.? Award Grar.t Applicant: C.1akla:sd CDLmty 5her1 Ott =p
CERTIFICATION BY FINANCIAL OFFICER
I certify and agree that a grant received as a result of this application is subject to the general requirements governing
Office of Highway Safety Planning projects and Crant Management Re:iuiremunts„ including special conditions; to
comply with provisions of the Act governing these funds and all other federal laws; that all information presented is
correct; that there has been appropriate coordination with affected agencies; that I am n duly authorized by the Applicant to
perform the tasks of Financial Officer as they relate to the fiscal terms and conditions of this grant application; that costs
incurred prior to grant approval may result in the expenses being absorbed by the subgrarnee; and. that funds receiven
through OHSP will not be used to supplant state or local funds.
TITLE
Mr, Tim Soave Manager, Piseal Services
'ADDRE.5.5
N. Telegraph Road
1 Pontiac 48341
TAX NTMBER IMAM ADDRESS
soavetco oakl and .mi .
CERTIFICATION BY OFFICIAL AUTHORIZED TO SIGN
I certify and agree that a grant received as a result of this application is subject to the general requirements governing
Office of Highway Safety Manning projects and Grant Management Requirements, including special conditions; to
comply with provisions of the Act governing these funds and all other federa7 laws; that all information presented is
correct; that there has been appropriate coordination with affected agencies; that I am duly authorized to commit the
applicant to these requirements; that costs incurred prior to grant approval may result in the expenses being absorbed by
the subgrantee; and, that funds received through OHSP will not be used to supplant state or local funds.
1NA ME
IAGENCY IADDIIESS
County ef Oakland _20u North Telegraph Road
1,i1ONE NI'MBER
(248; 858-01n 1 Pont iac 48341
GRANT FUND #27345
Revenue
4030601-110000-615571
Expenditure
4030601-110000-750170
4
FISCAL NOTE (MISC. /10096) May 5, 2010
BY: Finance Committee. Tom Middleton. Chairperson
IN RE: SHERIFF'S OFFICE — 2010 HIGHWAY SAFETY GRANT ACCEPTANCE
To the Oakland County Board cf Comi-mssioners
Cnairperson, Ladies and Gentlerren:
Pursuant to Rule XI!-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds,
1. The Michigan Office of Highway Safety Planning (OHSP) has awarded $2,000 in federal
funds to the Oakland County Sheriffs Office for the "Michigan Association of Chiefs of
Police (MACP)' Highway Safety Grant Project".
2. Funding for the project will be used to purchase one (1) Decatur Electronic digital radar
system and five (5) Decatur G2 radar hand remote controls.
3. The total cost to purchase the equipment is $2,000.
4. No additionai or matching funds are necessary from the General Fund.
5. The grant reimbursement period is March 26. 2010 through September 30, 2010.
6. A =eget amendment to the Fiscal Year 2010 Specia , Revenue Budget is approved as
fol:ows:
FY 2010
Grants-State $2,000
Total Grant Fund Revenue U110
Other Exp. Equipment $2 000
Total Grant Fund Expenditure $2,000
FINANCE COMMI-TEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote.
;
Resolution #10096 May 5, 2010
Moved by Middleton supported by Potter the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports bell ly dut,uptod).
Discussion followed.
Dan Stencil, Executive Officer of Parks and Recreation, addressed tne Board.
AYES: Capello, Coleman, Coulter, Douglas, Gersnerson, Gingell, Gosselin, Greimel, Hatchett,
Jackscn, Jacoosen, Long, McGill vray, Middleton, Nash, Potter, Potts, Runestad, Schwartz, Scott,
Taub, Woodward, Zack, 3uliard. Burns, (25)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
STATE OF M(CHIGAN)
COUNTY OF OAKLAND)
. Ruth Johnson, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on May 5,
2010, with the original record thereof now remaining in my office.
In Testimony Wnereof. I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 5th day of May, 2010.
eat
Ruth Johnson, County Clerk