HomeMy WebLinkAboutResolutions - 2015.12.09 - 22141REPORT (misc. #15314) December 9, 2016
BY: Human Resources Committee, Michael Spisz, Chairperson
IN RE: SHERIFF'S OFFICE — 2015 PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT
GRANTS PROGRAM — ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Human Resources Committee, having reviewed the above referenced resolution on December 2,
2015, reports with the recommendation that the resolution be adopted.
Chairperson, on behalf of the Human Resources Committee, I move the acceptance of the foregoing
report.
HUMAN RESOURCES COMMITTEE VOTE:
Motion carried unanimously on a roll call vote,
MISCELLANEOUS RESOLUTION #15314 December 9, 2015
BY: Public Services Committee, Bill Myer, Chairperson
IN RE: SHERIFF'S OFFICE — 2015 PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT
GRANT PROGRAM – ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Sheriffs Office applied for and has been awarded 2015 Paul Coverdell
Grant funding in the amount of $52,712 from the State of Michigan, Department of State Police; and
WHEREAS the grant period is October 1, 2015 through September 30, 2016; and
WHEREAS the Oakland County Sheriff's Office (OCSO) provides forensic laboratory services to Oakland
County and its neighboring communities; and
WHEREAS the grant funds will be used to cover approximately 51% of one (1) new Special Revenue (SR)
Full-time Eligible (FTE) Forensic Lab Specialist II in the Sheriffs Office Investigative & Forensic Services
Division, Forensic Services Unit (4030910); and
WHEREAS the OCSO Firearms Unit has a current backlog of 110 cases and a casework turnaround time of
approximately 130 days. The unit is staffed with two full-time firearms examiners and is supported by two
full-time and two part-time forensic laboratory technicians who assist the examiners with test firing, IBIS
entries, and related report writing; and
WHEREAS the unit's technical procedures require that all comparison conclusions be verified by two
qualified examiners, including one blind verification. Given the unit's limited staffing count, the Oakland
County Sheriff's Office laboratory director, a former firearms examiner, must maintain proficiency to conduct
one of the two required reviews; and
WHEREAS optimal staffing for the OCSO laboratory would consist of three FTE firearms examiners. An
additional FTE Forensic Lab Specialist II would enable the Firearms Unit to handle its comparison
verifications internally as well as increase casework throughput; and
WHEREAS the FY 2015 Coverdell funding will assist the County in establishing a third position within this
unit. The County will share the position cost of an additional examiner, with the grant-funded portion
expected to cover approximately 51% of total salary and benefits; and
WHEREAS this additional staffing will ultimately increase casework throughout the division and decrease
the firearms backlog and turnaround times; and
WHEREAS the grant award has been approved by the County Executive's review process in accordance
with the Board of Commissioners Grant Acceptance Procedures.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the
2015 Paul Coverdell Forensic Science Improvement Grant from the State of Michigan, Department of State
Police in the amount of $52,712 for the period of October 1, 2015 through September 30, 2016.
BE IT FURTHER RESOLVED that the Board of Commissioners approves the creation of one (1) new
Special Revenue Full-time Eligible Forensic Lab Specialist II position in the Sheriffs Office Investigative &
Forensic Services Division, Forensic Services Unit (4030910).
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future
commitment, and continuation of the position is contingent upon future levels of grant funding.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute
the grant agreement and to approve any grant extensions or changes, within fifteen percent
(15%) of the original award, which are consistent with the original agreement as approved.
Chairperson, on behalf of the Public Services Committee, I move the adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
Motion carried unanimously on a roll call vote with Dwyer absent.
GRANT REVIEW SIGN OFF — Sheriff's Office
GRANT NAME: 2015 Paul Coverdell Forensic Improvement Grant Program
FUNDING AGENCY: Michigan State Police
DEPARTMENT CONTACT PERSON: Kent Gardner (248) 858-5019
STATUS: Acceptance
DATE: November 12, 2015
Pursuant to Misc. Resolution #13180, please be advised the captioned grant materials have completed internal
grant review. Below are the returned comments.
The captioned grant materials and giant acceptance package (which should include the Board of Commissioners'
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 Pelt (11/10/2015)
Department of Human Resources:
HR Approved (Needs FIR Committee) New Position— Lori Taylor (11/10/2015)
Risk Management and Safety:
Approved by Risk Management. — Robert Erlenbeck (11/9/2015)
Corporation Counsel:
Approved. —Nicole B. Tabin (11/12/2015)
From: Van Pelt. Laurie M
To: West, Catherine A; 5ec,pntine, 3uFe L; Taylor. Lori.; Davis. Patricia G
Cc: Cunningham Dale A; Seaman,..LarelL/E; Feole Tammy s; Gardner. Kent A; alialle...1r---Erantli; Kline. Valerie L
Subject: RE; GRANT REVIEW; Sheriffs Office - 2015 Paul Coverdell Forensic Science Improvement Grants Program -
Acceptance
Date: Tuesday, November 10, 2015 3:06:37 PM
Approved.
From: West, Catherine A
Sent: Monday, November 9, 2015 3:40 PM
To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G
Cc Cunningham, Dale A; Seaman, Loretta M; Feole, Tammy S; Gardner, Kent A; Malone Jr., Prentiss;
Kline, Valerie L
Subject: GRANT REVIEW: Sheriff's Office - 2015 Paul Coverdell Forensic Science Improvement Grants
Program - Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Julie Secontine — Pat
Davis
RE: GRANT CONTRACT REVIEW RESPONSE —Sheriff's Office
2015 Paul Coverdell Forensic Science Improvement Grants Program
Michigan State Police
Attached to this email please find the grant document(s) to be reviewed. Please provide your
review stating your APPROVAL, APPROVAL WITH MODIFICATION, or
DISAPPROVAL, with supporting comments, via reply (to all) of this email.
Time Frame for Returned Comments: November 16, 2015
GRANT INFORMATION
Date: November 9, 2015
Operating Department: Sheriff's Office
Department Contact: Kent Gardner
Contact Phone: 248-858-5019
Document Identification Number: CFS-2-16
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: October I, 2015 through September 30, 2016
Original source of funding: CFDA 16.742
Will you issue a sub award(s): No
New Facility / Additional Office Space Needs: N/A
IT Resources (New Computer Hardware / Software Needs or Purchases): N/A
Funding Continuation/New: New
Application Total Project Amount: $115,115
Prior Year Total Funding: N/A
New Grant Funded Positions Request: one (1) new FTE Forensic Lab Specialist H position (4
From: Taylor, Lori
To: West Catherine A; Secontine. Julie L; Van Pelt. Laurie Ni; Davis. Patricia Q
Cc: .C,11110111d1a111-12alel; Seaman, Loretta M; Feole. Tammy S;Culeta,e11,9; Malone.2-2rentisa; Kline, Valerie L
Subject: RE: GRANT REVIEW: Sheriff's Office - 2015 Paul Coverdell Forensic Science Improvement Grants Program -
Acceptance
Date: Tuesday, November 10, 2015 1:53:10 PM
H R Approved (Needs HR Committee) New Position
From; West, Catherine A
Sent Monday, November 09, 2015 3:40 PM
To Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G
Cc: Cunningham, Dale A; Seaman, Loretta M; Feole, Tammy S; Gardner, Kent A; Malone Jr., Prentiss;
Kline, Valerie L
Subject: GRANT REVIEW: Sheriff's Office - 2015 Paul Coverdell Forensic Science Improvement Grants
Program - Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Julie Secontine — Pat
Davis
RE: GRANT CONTRACT REVIEW RESPONSE —Sheriff's Office
2015 Paul Coverdell Forensic Science Improvement Grants Program
Michigan State Police
Attached to this email please find the grant document(s) to be reviewed. Please provide your
review stating your APPROVAL, APPROVAL WITH MODIFICATION, or
DISAPPROVAL, with supporting comments, via reply (to all) of this email.
Time Frame for Returned Comments: November 16, 2015
GRANT INFORMATION
Date: November 9, 2015
Operating Department: Sheriff's Office
Department Contact: Kent Gardner
Contact Phone: 248-858-5019
Document Identification Number: CFS-2-16
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: October 1, 2015 through September 30, 2016
Original source of funding: CFDA 16.742
Will you issue a sub award(s): No
New Facility / Additional Office Space Needs: N/A
IT Resources (New Computer Hardware / Software Needs or Purchases): N/A
Funding Continuation/New: New
Application Total Project Amount: $115,115
Prior Year Total Funding: N/A
New Grant Funded Positions Request: one (1) new FTE Forensic Lab Specialist II position (4
From: grlenbeck. Robert
To: West, Catherine A; 5econtine. Julie L; Van Pelt, Laurie M; Taylor. Lori; Davis. Patricia G
Cc: auaninglaara„.12alt_A; Seaman. Loretta M; Feole, Tammy c.;arriner. Kent A; Malmalr.,,I.Lenilas; Kline. Valerie L
Subject: RE: GRANT REVIEW: Sheriff's Office - 2015 Paul cuverdell Forensic Science Improvement Grants Program -
Acceptance
Date: Monday, November 09, 2015 4:27:01 PM
Approved by Risk Management. R.E. 11/9/15.
From: Johnson, Sandra K
Sent: Monday, November 09, 2015 3:58 PM
To: West, Catherine A; Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G
Cc: Cunningham, Dale A; Seaman, Loretta M; Feole, Tammy 5; Gardner, Kent A; Malone Jr., Prentiss;
Kline, Valerie L
Subject: RE: GRANT REVIEW: Sheriff's Office - 2015 Paul Coverdell Forensic Science Improvement
Grants Program - Acceptance
Please be advised that your request for Risk Management's assistance has been assigned to
Bob Erlenbeck (ext, 8-1694). If you have not done so already, please forward all related and
future information, documentation, and correspondence to Terri Easterling and Sandy
Johnson.
Also, please include Risk Management's assignment number RM16-0067 regarding this
matter.
Thank you.
From: West, Catherine A
Sent: Monday, November 09, 2015 3:40 PM
To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G
Cc: Cunningham, Dale A; Seaman, Loretta M; Feole, Tammy S; Gardner, Kent A; Malone Jr., Prentiss;
Kline, Valerie L
Subject: GRANT REVIEW: Sheriff's Office - 2015 Paul Coverdell Forensic Science Improvement Grants
Program - Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Julie Secontine — Pat
Davis
RE: GRANT CONTRACT REVIEW RESPONSE —Sheriff's Office
2015 Paul Coverdell Forensic Science Improvement Grants Program
Michigan State Police
Attached to this email please find the grant document(s) to be reviewed. Please provide your
review stating your APPROVAL, APPROVAL WITH MODIFICATION, or
DISAPPROVAL, with supporting comments, via reply (to all) of this email.
Time Frame for Returned Comments: November 16, 2015
GRANT INFORMATION
Date: November 9, 2015
From: Table, Nicole a
To: West. Catherine A; SEC22.tiatr.lale..L; Van Pair. Laurie M; Taylor, Lot Davis, Patricia G
Cc: GunnInaham. Dale A; Seaman, Loretta PI; Feole. Tammy_S; Gardner, Kent A; Malone Jr.. Prentics; Kline. Valerie L
Subject: RE: GRANT REVIEW: Sheriff's Office - 2015 Paul Coverdell Forensic Science Improvement Grants Program -
Acceptance
Date: Thursday, November 12, 2015 10:54:23 AM
Approved.
IrOAKIAND, LJJTY ki 1 I A N.
Nicole B. Tabin
Assistant Corporation Counsel
Department of Corporation Counsel
1200 N. Telegraph Road, Bldg. 14 East
Courthouse West Wing Extension, 3rd Floor
Pontiac, MI 48341
Phone Number: (248) 858-1475
Fax Number: (248) 858-1003
E-mail: tabinn@oakgov.com
From: West, Catherine A
Sent: Monday, November 09, 2015 3:40 PM
To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lod; Davis, Patricia G
Cc: Cunningham, Dale A; Seaman, Loretta M; Feole, Tammy S; Gardner, Kent A; Malone Jr., Prentiss;
Kline, Valerie L
Subject: GRANT REVIEW: Sheriffs Office - 2015 Paul Coverdell Forensic Science Improvement Grants
Program - Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Julie Secontine — Pat
Davis
RE: GRANT CONTRACT REVIEW RESPONSE —Sheriff's Office
2015 Paul Coverdell Forensic Science Improvement Grants Program
Michigan State Police
Attached to this email please find the grant document(s) to be reviewed. Please provide your
review stating your APPROVAL, APPROVAL WITH MODIFICATION, or
DISAPPROVAL, with supporting comments, via reply (to all) of this email.
Time Frame for Returned Comments: November 16, 2015
GRANT INFORMATION
Date: November 9, 2015
Operating Department: Sheriff's Office
Department Contact: Kent Gardner
RICK SNYDER
GOVERNOR
STATE OF MICIAIGAN
DEPARTMENT OF STATE POLICE
LANSING
COL. KRISTE KIBBEY ETUE
DIRECTOR
September 25, 2015
Mr. Kent Gardner
Oakland County Sheriff's Office
1200 North Telegraph 38 East
Pontiac, Michigan 48341
RE: MSP FSD/OCSO Forensic Improvement FYI 5 Grant
Dear Mr. Gardner:
I am delighted to inform you that the Michigan State Police (MSP), Grants and Community Services Division, has
been selected to receive funding through the FY 2015 Coverdell Forensic Science Improvement Grant Program.
The federal funds award for your agency's project is $52,712.
Shortly, you will receive an email from our office advising you of the procedure for accepting a contract with the
MSP. It is crucial that you read through the entire contract to be sure you and your financial officer are
aware of and able to abide by the grant requirements. Contract requirements will be enforced. Non-
compliance of contract requirements may result in grant suspension and/or financial penalties. Remember, this is
a reimbursement-only grant.
By accepting this award, your agency also agrees to give recognition to the MSP and Department of Justice in
any and all publications, papers, press releases, and presentations arising from the funded project (this also
includes your subcontractors). The required disclaimer wili be provided in Section VIII of your Grant Agreement,
which will be made available to you upon acceptance of this award by your authorized official in the MAGIC+
system. The paragraph that must be placed on all materials is:
"This project was supported by the Coverdell Forensic Science Improvement grant
#2015-CD-BX-0012 awarded by the National Institute of Justice, Office of Justice
Programs, U.S. Department of Justice (D0J), and administered by the Michigan State
Police (MSP). Points of view or opinions contained within this document do not
necessarily represent the official position or policies of the MSP or DOJ."
If you have any questions or concerns about your award, please contact Ms. Leslie Wagner at (517) 241-1038.
We look forward to working with you.
Nancy Becker Bennett, Division Director
Grants and Community Services Division
MICHIGAN STATE POLICE HEADQUARTERS • 333 SOUTH GRAND AVENUE • P.O. BOX 30634 • LANSING, MICHIGAN 48909
www.michlgart.gov/msp • (517) 332-2521
Paul Coverdeli Forensic Sciences Improvement
GRANT CONTRACT
Grant Agreement
hereinafter referred to as the "Agreement"
between
Michigan State Police
hereinafter referred to as the "Department"
and
Agency's Name: County of Oakland
Agency's Address: 1200 North Telegraph Road, Pontiac, Michigan 48341
Federal I.D. Number: 38-6004876
hereinafter referred to as the "Contractor"
for
Agency's Name: Oakland County Sheriff's Office
Grant Project Number: CFS-2-16
I. Period of Agreement:
This Agreement shall commence on October 1, 2015 and continue through September 30, 2016.
This Agreement is in full force and effect for the period specified.
All projects must be initiated within 60 days of the start date of this Agreement.
II. Funding Source and Agreement Amount:
This Agreement is designated as a subrecipient relationship with the following stipulations:
A. Including federal funds and required local match, the total amount of this Agreement is $ 52,712.
The Department, under the terms of this Agreement, will provide federal pass-through funding not to exceed
$62,712.
B. The Catalog of Federal Domestic Assistance (CFDA) number is 16.742.
C. The CFDA Title is Paul Coverdell Forensic Sciences improvement Grant Program.
D. The federal agency name is U.S. Department of Justice, Office of Justice Programs, National Institute of
Justice.
E. The federal grant award number is 2015-CD-BX-0012.
F. The federal program title is Paul Coverdell Forensic Sciences Improvement Grant Program.
III. Grant Summary:
The Contractor's Grant Summary is outlined in Attachment 1, which is part of this Agreement through reference.
IV. Statement of Work:
The Contractor agrees to undertake, perform and complete the services described in Attachment 2, which is part of
this Agreement through reference. Any change to the Statement of Work, by either the Contractor or Department,
requires a formal Amendment.
FY2016 Page 1 of 15
V. Project Timeline:
The Contractor agrees to undertake, perform and complete the services within the timeline described in Attachment
2-A, which is part of this Agreement through reference. Any change to the Project Timeline, by either the
Contractor or Department, requires a formal Amendment.
VI. Program Budget:
The agreed upon Program Budget for this Agreement is referenced herein as Attachment 3, which is part of this
Agreement through reference. Any change to the Program Budget, by either the Contractor or Department,
requires a formal Amendment.
Budget deviation allowances are not permitted.
VII. Amendments:
Any change proposed by the Contractor which would affect the Department funding of any project, in whole or in
part, must be submitted in writing, to the Department for approval immediately upon determining the need for such
change. Changes made to this Agreement are only valid if made in writing and accepted by both the Contractor
and the Department.
VIII. Contractor Responsibilities:
The Contractor, in accordance with the general purposes and objectives of this Agreement, will:
A. Publication Rights:
1. Give recognition to the Department in any and all publications, papers and presentations arising from the
program (including from subcontractors) herein by placing the following disclaimer on any and all
publications, papers and presentations:
This project is supported by [GRANT NAME) #2015-CD-BX-0012, awarded by the National Institute of
Justice (NIJ), Office of Justice Programs, U.S. Department of Justice (D0J), and administered by the
Michigan State Police (MSP). Points of view or opinions contained within this document do not
necessarily represent the official position or policies of the DOJ or MSP.
The Department shall, in return, give recognition to the Contractor when applicable.
2. Where activities supported by this Agreement produce books, films, or other such copyrightable materials
issued by the Contractor, the Contractor may copyright such but shall acknowledge that the Department
reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, and use such
materials as well as to authorize others to reproduce and use such materials. This cannot include service
recipient information or personal identification data.
3. Any copyrighted materials or modifications bearing acknowledgment of the Department's name must be
approved by the Department prior to reproduction and use of such materials.
B. Reporting Responsibilities:
Failure to comply with any reporting responsibilities identified in this Agreement may result in withholding
grant payment(s) or the cancellation of grant award. Contractor's lack of compliance will also be taken into
account when considering future grant applications to, and awards from, the Department.
C. Uniform Crime Report (UCR):
The Contractor, and all of its subcontractors, must comply with Michigan Public Act 319 of 1968, as amended.
This law requires county sheriff's departments, as well as city, village, and township police departments to
submit monthly UCR data to the Department.
D. Financial Reporting Requirements:
Financial reporting requirements shall be followed as defined within this section.
1 Reimbursement Method/Mechanism:
a. All Contractors must sign up through the on-line vendor registration process to receive all State of
Michigan payments as Electronic Funds Transfers (EFT)/Direct Deposits, as mandated by the
Management and Budget Act, 1984 PA 431, MCL 18.1283a. Vendor registration information is
FY2016 Page 2 4:415
available on the Department of Technology, Management and Budget's (DTMB) website at
www.cpexpress.state.mi.us/.
b. This Agreement is reimbursement only. Contractor must document expenditures paid by local
sources before requesting reimbursement from the Department,
c. Reimbursement from the Department is based upon the understanding Department funds will be
paid up to the total Department allocation as agreed upon in the approved Budget. Department
funds are the first source after the application of fees and earmarked sources unless a specific
local match condition exists.
d. Should the Contractor discover an error in a previous reimbursement request, the Contractor
shall immediately notify the Department and refund to the Department any funds not authorized
for use under this Agreement and any payments or funds advanced to the Contractor in excess of
allowable reimbursable expenses.
2. Financial Status Report (FSR) Submission:
Once the Agreement has been signed and accepted, regardless of when this occurs, the Contractor is
responsible for preparing and submitting a FSR for each month of the Agreement period. Monthly
FSRs must be prepared and submitted to the Department, no later than 30 days after the close of each
calendar month. An example is found in Attachment 5, which is part of this agreement through
reference, Each month's reimbursement request may only contain expenses from that month.
Reimbursement requests that include more than one month's expenditures may not be granted and will
be returned to the Contractor for explanation and/or correction and re-submission.
3. Unobligated Funds:
Any unobligated balance of funds held by the Contractor at the end of the Agreement period will be
returned to the Department or treated in accordance with instructions provided by the Department.
4. Program Income
The United States Department of Justice (DOJ) regulations allow Contractors to keep funds (program
income) derived from grant activities, so long as these funds are used for the same purposes as the
grant project. In the absence of such regulations, these funds would be required to be returned to the
DOJ.
Program income means the gross income earned by the Contractor during the Agreement period as a
direct result of the grant project.
All income generated as a direct result of a Department-funded project shall be deemed program
income.
Program income may be used to further program objectives under this Agreement or may be refunded
to the Department. Program income must be used for the purposes of, and under the conditions
applicable to, the award specified in this Agreement. Program income may only be used for allowable
program costs.
Asset forfeiture and treatment/lab fees are the most prominent program income derived from grant
activity. DOJ regulations require that program income be held in the custody of a governmental entity,
with reporting on those funds to the State Administrative Agency (the Department).
When applicable, ADM-208B, Program Income Reports must be filled out and submitted to the
Department quarterly.
Any program not earning program income must fill out and submit to the Department an ADM-208A
Proaram Income Waiver Report within 30 days of the acceptance of this Agreement.
5. Audits:
This section applies to Contractors designated as subrecipients. Contractors designated as vendors
are exempt from the provisions of this section.
FY2016 Page 3 of 15
a. Single Audit:
Contractors that expend $500,000 or more in federal awards in the current fiscal year or expend
$750,000 or more in federal funds in a fiscal year after December 26, 20'14 must submit a Single
Audit prepared consistent with the Single Audit Act Amendments of 1996, and Office of
Management and Budget (OMB) Circular A-133, "Audits of States, Local Governments, and Non-
Profit Organizations," as revised or 2 CFR 200,501. Contractors must also submit a Corrective
Action Plan for any audit findings that impact Department-funded programs and management
letter (if issued) with a response.
b. Financial Statement Audit:
Contractors exempt from the Single Audit requirements that receive $500,000 or more in total
funding from the Department in state and federal grant funding must submit to the Department a
Financial Statement Audit prepared in accordance with generally accepted auditing standards
(GAAS). Contractors exempt from the Single Audit requirements that receive less than $500,000
of total Department grant funding must submit to the Michigan Department of Treasury a
Financial Statement Audit prepared in accordance with GAAS if the audit includes disclosures
that may negatively impact Department-funded programs including, but not limited to fraud,
financial statement misstatements, and violations of contract and grant provisions.
c. Other Audits:
The Department or federal agencies may also conduct or arrange for "agreed upon procedures"
or additional audits to meet their needs.
E. Performance/Progress/PMT Report Requirements:
The progress reporting methods, as applicable, shall be followed as described in Attachment 4, which is
part of this Agreement through reference.
Progress reporting is due no later than 20 days after the end of each quarter to the Department. The
specific requirements will be provided to the Contractor within 45 days of the start date of the Agreement.
When applicable, additional programmatic Progress Reports must be submitted to the Department no
later than 20 days after the end of each quarter.
F. Equipment Purchases and Title:
Any Contractor equipment purchases supported in whole or in part through this Agreement must be listed
in an Equipment Inventory Schedule. Equipment means tangible, non-expendable, personal property
having useful life of more than one year and an acquisition cost of $5,000 or more per unit. Title to items
having a unit acquisition cost of less than $5,000 shall vest with the Contractor upon acquisition. The
Department reserves the right to retain or transfer the title to all items of equipment having a unit
acquisition cost of $5,000 or more, to the extent that the Department's proportionate interest in such
equipment supports such retention or transfer of title.
All purchases supported in whole or in part through this Agreement must use procurement procedures
that conform to the Contractor's local requirements.
G. Employee Time Certification:
It is the Contractor's obligation to notify the Department immediately when a grant-funded employee
(including employees of subcontractors):
• Is disabled or deceases while having been assigned to a grant-funded position;
• Is removed or reassigned from a grant-funded position; and/or,
• Is unable to report to work due to injury or illness not related to job performance (and is not
replaced within 30 days by another employee).
Contractor's failure to comply with notification to the Department could result in loss of position funding
from the Department.
All Agreement-funded employees, including employees of subcontractors, will complete and submit to
Contractor an executed Emplovee Time Certification form (Attachment 6). Contractor will submit the
FY2016 Page 4 of 15
certifications to the Department semi-annually. This form will be provided to the Contractor by the
Department.
H. Record Maintenance/Retention:
Maintain adequate program and fiscal records and files, including source documentation to support
program activities and all expenditures made under the terms of this Agreement, as required. Assure that
all terms of this Agreement will be appropriately adhered to and that records and detailed documentation
for the project or program identified in this Agreement will be maintained (may be off-site) for a period of
not less than four years from the date of grant closure, the date of submission of the final FSR or until
litigation and audit findings have been resolved. All retention record guidelines set by the local jurisdiction
(Contractor) must be adhered to if they require additional years beyond retention guidelines stated herein.
1, Authorized Access:
Permit upon reasonable notification and at reasonable times, access by authorized representatives of the
Department, Program Evaluators (contracted by the Department), Federal Grantor Agency, Comptroller
General of the United States and State Auditor General, or any of their duly authorized representatives, to
records, files and documentation related to this Agreement, to the extent authorized by applicable state or
federal law, rule, or regulation.
The Department may conduct on-site monitoring visit(s) and/or grant audit(s) any time during the grant
period. All grant records and personnel must be made available during any visit, including
subcontractors, if requested.
The Department may request that a funded program be evaluated by an outside evaluation team
contracted by the Department. Contractors shall work cooperatively with the evaluation team in such a
manner that the program be able to be fully reviewed and assessed.
J. SubcontractorNendor Monitoring:
Contractor must ensure each of its subcontractors comply with the Single Audit Act of 1996, as amended,
31 U.S.C. 7501 et seq. requirements and must issue management decisions on audit findings of their
subcontractors as required by OMB Circular A-133. The Contractor is responsible for reviewing all single
audit adverse findings and ensuring corrective actions are implemented. Contractor will ensure
subcontractors forward all single audits covering grant funds administered through the Department to the
Contractor.
Contractor must ensure subgrantees are expending grant funds appropriately as approved and as
specified through this Agreement, and must conduct monitoring activities to ensure compliance with all
associated laws, regulations and provisions as well as ensure that performance goals are achieved.
Contractor must ensure for-profit subcontractor compliance as required by OMB Circular A-133, Section
210(e). Contractor must ensure that transactions with vendors comply with laws, regulations, and
provisions of contracts or grant agreements in compliance with OMB Circular A-133, Section 210(f).
1.
Subcontracts:
Assure for any subcontracted service, activity, or product:
a. That the Contractor will submit copies of all executed subcontracts to the Department within 60
days of the execution of this Agreement. Subcontracts should cover all personnel contained in
the "contractual" line item within the grant budget. Each listed agency shall have its own
subcontract signed by the Contractor and an employee of the subcontracted agency that is
authorized to enter into legally binding contracts for the entity receiving funds. The failure to
submit these documents to the Department within 60 days may result in withholding future
payment or other penalties, as determined by the Department.
b. That a written subcontract is executed by all affected parties prior to the initiation of any new
subcontract activity. Exceptions to this policy may be granted by the Department upon written
request within 30 days of execution of this Agreement.
FY2016 Page 5 of 15
c. That any executed subcontract to this Agreement shall require the subcontractor to comply with
all applicable terms and conditions of this Agreement, including all Certifications and Assurances
referenced in this Agreement.
d. That, in the event of a conflict between this Agreement and the provisions of the subcontract, the
provisions of this Agreement shall prevail. A conflict between this Agreement and a subcontract,
however, shall not be deemed to exist where the subcontract:
I. Contains additional non-conflicting provisions not set forth in this Agreement;
ii. Restates provisions of this Agreement to afford the Contractor the same or substantially the
same rights and privileges as the Department; or,
iii. Requires the subcontractor to perform duties and/or services in less time than that afforded
the Contractor in this Agreement.
e. That the subcontract does not affect the Contractor's accountability to the Department for the
subcontracted activity.
f. That any billing or request for reimbursement for subcontract costs is supported by a valid
subcontract and adequate source documentation on costs and services. All subcontractors must
submit requests for reimbursement to the Contractor in a timely manner such that the Contractor
can include these requests on the proper month's FSR. Subcontractors must be paid within
30 days of receipt of reimbursement by the Contractor.
K. Notification of Modifications:
Contractor must provide timely notification to the Department, in writing, of any action by its governing
board or any other funding source that would require or result in significant modification in the provision of
services, funding, or compliance with operational procedures.
L. Software Compliance:
Contractor must ensure software compliance and compatibility with the Department's data systems for
services provided under this Agreement including, but not limited to: stored data, databases and
interfaces for the production of work products, and reports. All required data under this Agreement shall
be provided in an accurate and timely manner without interruption, failure or errors due to the inaccuracy
of the Contractor's business operations for processing date/time data.
M. Human Subjects:
Contractor agrees that prior to the initiation of research, Contractor will submit Institutional Review Board
(IRB) application material for all research involving human subjects conducted in programs sponsored by
the Department or in programs which receive funding from or through the state of Michigan, to a federally
assured IRB for review and approval. All paperwork involving the IRB must be submitted to the
Department.
N. Notification of Criminal or Administrative Investigations/Charges:
If any employee of the Contractor associated with this grant project becomes aware of a criminal or
administrative investigation or charge that directly or indirectly involves grant funds referenced in this
Agreement, the Contractor shall immediately notify the Department's contract manager in writing
that such an investigation is ongoing or that a charge has been issued.
0. Paul Coverdell Forensic Sciences Improvement Grant Local Funding:
The Contractor, and all of its subcontractors, must apply for any and all direct Paul Coverdell Forensic
Sciences improvement Grant funding from the DOJ for which it is eligible. The failure to submit the
application is reason for termination of this Agreement.
IX. Department Responsibilities:
The Department, in accordance with the general purposes, objectives and terms and conditions of this Agreement,
will provide reimbursement based upon appropriate reports, records and documentation maintained by the
Contractor.
FY2016 Page 6 of 15
X. Department Contract Manager/Administrator of the Agreement:
The individual acting on behalf of the Department in administering this Agreement as the Contract Manager is:
Ms. Nancy Becker Bennett, Division Director
Michigan State Police
Grants and Community Services Division
333 South Grand Avenue
P.O. Box 30634
Lansing, MI 48909-0634
Telephone: (517) 373-2960
Fax: (517) 241-1081
Email: beckem@michigan.gov
XI. Agreement Suspension/Termination:
The Department and/or the Contractor may suspend and/or terminate this Agreement without further liability or
penalty to the Department for any of the following reasons:
A. This Agreement may be suspended by the Department if any of the terms of this Agreement are not adhered to.
Suspension requires immediate action by the Contractor to comply with this Agreement terms; otherwise,
termination by the Department may occur.
B. Failure of the Contractor to make satisfactory progress toward the goals, objectives, or strategies set forth in the
Agreement.
C. Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application
would not have been selected for funding.
D. Filing false certification in this Agreement or other report or document.
E. This Agreement may be terminated by either party by giving 15 days written notice to the other party. Such
written notice will provide valid, legal reasons for termination along with the effective date.
F. This Agreement may be terminated immediately if the Contractor, an official of the Contractor or an owner is
convicted of any activity referenced in Section VIII, N, of this Agreement during the term of this Agreement or
any extension thereof.
XII. Final Reporting Upon Termination:
Should this Agreement be terminated by either party, within 30 days after the termination, the Contractor shall
provide the Department with all financial, performance and other reports required as a condition of this Agreement.
The Department will make payments to the Contractor for allowable reimbursable costs not covered by previous
payments or other state or federal programs. The Contractor shall immediately refund to the Department any funds
not authorized for use and any payments or funds advanced to the Contractor in excess of allowable reimbursable
expenditures.
XIII. Severablilty:
If any provision of this Agreement or any provision of any document attached to or incorporated by reference is
waived or held to be invalid, such waiver or invalidity shall not affect other provisions of this Agreement.
XIV. Liability:
A. All liability to third parties, loss, or damage as a result of claims, demands, costs, or judgments arising out of
activities, such as direct service delivery, to be carried out by the Contractor in the performance of this
Agreement shall be the responsibility of the Contractor, and not the responsibility of the Department, if the
liability, loss, or damage is caused by, or arises out of, the actions or failure to act on the part of the
Contractor, any subcontractor, anyone directly or indirectly employed by the Contractor, provided that nothing
herein shall be construed as a waiver of any governmental immunity that has been provided to the Contractor
or its employees by statute or court decisions.
B. 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 policy and procedural direction, to be carried out by the Department in the
performance of this Agreement shall be the responsibility of the Department, and not the responsibility of the
FY2016 Page 7 of 15
Contractor, if the liability, loss, or damage is caused by, or arises out of, the action or failure to act on the part
of any Department employee or agent, provided that nothing herein shall be construed as a waiver of any
governmental immunity by the state of Michigan, its agencies (the Department) or employees as provided by
statute or court decisions.
C. In the event liability to third parties, loss, or damage arises as a result of activities conducted jointly by the
Contractor and the Department in fulfillment of their responsibilities under this Agreement, such liability, loss,
or damage shall be borne by the Contractor and the Department in relation to each party's responsibilities
under these joint activities, provided that nothing herein shall be construed as a waiver of any governmental
immunity by the Contractor, the state of Michigan, its agencies (the Department) or their employees,
respectively, as provided by statute or court decisions.
XV. Special Conditions:
A. This Agreement is valid upon approval and execution by the Department.
B. This Agreement is conditionally approved subject to and contingent upon the availability of funds.
C. The Department will not assume any responsibility or liability for costs incurred by the Contractor prior to the full
execution of this Agreement.
XVI. Certifications and Assurances:
These Certifications and Assurances are applicable to the Contractor and all subcontractors of the Contractor. It is
the Contractor's responsibility to ensure subcontractors are adhering to the Certifications and Assurances. Failure
to do so may result in termination of grant funding or other remedies.
A. Certifications:
Contractors should refer to the regulations cited below to determine the certification to which they are required
to attest. Acceptance of this Agreement provides for compliance with certification requirements under 28
C.F.R. Part 69, "New Restrictions on Lobbying," 28 C.F.R. Part 67, "Government-wide Debarment and
Suspension (Non-procurement)," and 28 C.F.R. Part 83, "Government-wide Requirements for Drug-Free
Workplace (Grants)."
B. Lobbying:
As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28 C.F.R. Part 69, for persons
entering into a grant or cooperative agreement over $100,000, as defined at 28 C.F.R. Part 69, the Contractor
certifies that;
1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any
person for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection
with the making of any federal grant, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any federal grant or cooperative agreement;
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connection with this
federal grant or cooperative agreement, the contractor shall complete and submit Standard Form - LLL,
"Disclosure of Lobbying Activities," in accordance with its instructions; and,
3. The language of this certification will be included in the award documents for all subawards at all tiers
(including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that
all sub-recipients shall certify and disclose accordingly.
C. Debarment, Suspension and Other Responsibility Matters (Direct Recipient):
Pursuant to Executive Order 12549 (Debarment and Suspension), and implemented at 2 C.F.R. Part 2867,
FY2016 Page 8 of 15
for prospective participants in primary covered transactions, as defined at 28 C.F.R. Part 2867, Section
2867.20(a):
1. The Contractor certifies that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced
to a denial of federal benefits by a state or federal court, or voluntarily excluded from covered
transactions by any federal department or agency;
b. Have not within a three-year period preceding this application been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or
contract under a public transaction; violation of federal or state antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
c. Have not within a two-year period preceding this application been convicted of a felony criminal
violation under any Federal law, unless such felony criminal conviction has been disclosed in
writing to the Office of Justice Programs (0,.1P) at OiDcornoliancereportinge_usdoj.gov, and, after
such disclosure, the applicant has received a specific written determination from 0..IP that neither
suspension nor debarment of the applicant is necessary to protect the interests of the Department
and U.S. Government in this case.
d. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(federal, state or local) with commission of any of the offenses enumerated in paragraph (1)(b) of
this certification; and,
e. Have not within a three-year period preceding this application had one or more public
transactions (federal, state or local) terminated for cause or default.
D. Federal Taxes:
If the applicant is a corporation, the applicant certifies that either (1) the corporation has no unpaid federal tax
liability that has been assessed, for which all judicial and administrative remedies have been exhausted or
have lapsed, that is not being paid in a timely manner pursuant to an agreement with the authority responsible
for collecting the tax liability, or (2) the corporation has provided written notice of such an unpaid tax liability
(or liabilities) to OJP at Olocompliancereportinqausdol.qov, and after such disclosure, the applicant has
received a specific written determination from OJP that neither suspension nor debarment of the applicant is
necessary to protect the interests of the Department and U.S. Government in this case.
E. Drug-Free Workplace:
1, As required by the Drug-Free Workplace Act of 1988, and implemented at 28 C.F.R. Part 83, Subpart
F, as defined at 28 C.F.R. Sections 83.620 and 83.650 the Contractor certifies that it will provide a
drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the contractor's
workplace and specifying the actions that will be taken against employees for violation of such
prohibition;
b. Establishing an on-going drug-free awareness program to inform employees about:
i. The dangers of drug abuse in the workplace;
The Contractor's policy of maintaining a drug-free workplace;
Any available drug counseling, rehabilitation and employee assistance programs; and,
iv. The penalties that may be imposed upon employees for drug abuse violations occurring
in the workplace.
c. Making it a requirement that each employee who will be engaged in the performance of the grant
be given a copy of the statement required by paragraph (a) of this section.
FY2016 Page 9 of 15
d. Notifying the employee in the statement required by paragraph (a) of this section that, as a
condition of employment under the grant, the employee will:
i. Abide by the terms of the statement; and,
Notify the employer in writing of his or her conviction for a violation of a criminal drug
statute occurring in the workplace no later than five calendar days after such conviction.
Notifying the agency, in writing, within 10 calendar days after receiving notice under
subparagraph (d) (ii) of this section from an employee or otherwise receiving actual notice of such
conviction. Employers of convicted employees must provide notice, including position title, to:
Department of Justice
Office of Justice Programs
Attn: Control Desk
810 7th Street, N.W.
Washington, D.C. 20531
Notice shall include the identification number(s) of each affected grant.
f. Taking one of the following actions, within 30 calendar days of receiving notice under
subparagraph (d)(ii) of this section, with respect to any employee who is so convicted:
i. Taking appropriate personnel action against such an employee, up to and Including
termination, consistent with the requirements of the Rehabilitation Act of 1973, as
amended; or,
Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a federal, state or local health, law
enforcement or other appropriate agency.
g. Making a good faith effort to continue to maintain a drug-free workplace through implementation
of subparagraphs (a), (b), (c), (d), (e), and (f) above.
F. Standard Assurances:
The Contractor hereby assures and certifies compliance with all applicable federal statutes, regulations,
policies, guidelines, and requirements, including OMB Circulars A-21, A-87, A-102, A-110, A-122, A-133;
Executive Order 12372 (Intergovernmental Review of Federal Programs); and, 28 C.F.R. Parts 66 or 70
(administrative requirements for grants and cooperative agreements). The Contractor also specifically
assures and certifies that:
G.
I. It has the legal authority to apply for federal assistance and the institutional, managerial, and financial
capability (including funds sufficient to pay any required non-federal share of project cost) to ensure
proper planning, management, and completion of the project described in this application.
2. It will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or personal
gain.
3. It will give the awarding agency or the Government Accountability Office, through any authorized
representative, access to and the right to examine all paper or electronic records related to the financial
assistance. It will comply with all lawful requirements imposed by the awarding agency, specifically
including any applicable regulations, such as 28 C.F.R. Parts 18, 22,23, 30, 35, 38, 42, 61 and 63, and
the award term in 2 C.F.R. § 175.15(b).
4. It will assist the awarding agency, if necessary, in assuring compliance with section 106 of the National
Historic Preservation Act of 1966, 16 U.S.C. § 470, Executive Order 11593 (Protection and
Enhancement of the Cultural Environment), the Archeological and Historical Preservation Act of 1974,
16 U.S.C. § 469 a•-•1 et seq., and the National Environmental Policy Act of 1969, 42 U.S.C. § 4321.
FY2016 Page 10 of 15
5. It will comply with Executive Order 13279 (Equal Protection of the Laws for Faith-Based and Community
Organizations), Executive Order 13659 (Fundamental Principles and Policymaking Criteria for
Partnerships With Faith-based and Other Neighborhood Organizations), and the DOJ regulations on
the Equal Treatment for Faith-Based Organizations, 28 C.F.R. Part 38, which prohibits recipients from
using DOJ financial assistance on inherently or explicitly religious activities and from discriminating in
the delivery of services on the basis of religion. Programs and activities must be carefully structured to
ensure DOJ financial assistance is not being used for literature, classes, meetings, counseling
sessions, or other activities that support twelve-step programs, which are considered to be religious in
nature. The twelve-step programs must take place at a separate time or location from the activities
supported with DOJ financial assistance and the participation of beneficiaries in twelve-step programs
is strictly voluntary. It must make clear to any and all vendors and program participants that twelve-step
programming is separate and distinct from DOJ-funded activities. It must also ensure participants are
not compelled to participate in twelve-step programs and cannot penalize a participant who chooses not
to participate in a twelve-step program. It must ensure employees fully funded by DOJ are not involved
with twelve-step programs whereby they are instructing or indoctrinating clients on the twelve steps.
Employees of the Contractor or subcontractor shall clearly document the number of hours spent on
secular activities associated with the DOJ-funded program and ensure that time spent on twelve-step
programs is completely separate from time spent on permissible secular activities. In addition, at least
one secular program must be provided as an alternative to twelve-step programming,
6. It will provide meaningful access to grant-funded programs and activities to Limited English Proficient
(LEP) persons in accordance with Title VI of the Civil Rights Act of 1964 and the Omnibus Crime Control
and Safe Streets Act of 1968, 42 U.S.0 § 3789d. For a detailed discussion of the requirement to provide
meaningful access to LEP persons, refer to the guidance issued by the DOJ on this matter entitled,
"Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National
Origin Discrimination Affecting Limited English Proficient Persons," 67 FR 4166-01 (June 18, 2002),
7. It will comply and require any and all subcontractors to comply with any applicable statutorily-imposed
nondiscrimination requirements, including the Omnibus Crime Control and Safe Streets Act of 1968, 42
U.S.C. § 3789d; the Victims of Crime Act of 1984, 42 U.S.C. § 10604(e); the Juvenile Justice and
Delinquency Prevention Act of 2002, 42 U.S.C. § 5672(b);the Civil Rights Act of 1964 (42 U.S.C. §
2000d at seq.; the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart C; the DOJ implementing
regulations at 28 C.F.R. Part 42, Subpart D; Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. §
794); the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart G; Title II of the Americans with
Disabilities Act of 1990 (42 U.S.C. § 12132); the DOJ implementing regulations at 28 C.F.R. Part 35; the
Rehabilitation Act of 1973, 29 U.S.C. § 794; the Americans with Disabilities Act of 1990, 42 U.S.C. §
12131-34; Title IX of the Education Amendments of 1972, 20 U.S.C. §§1681, 1683, 1685-86; and, the
Age Discrimination Act of 1975, 42 U.S.C. §§ 6101-07; The DOJ regulations on the Equal Treatment for
Faith-Based Organizations, 28 C.F.R. Part 38; The Michigan Elliott-Larsen Civil Rights Act, MCL 37.2101
et seq.; and the Michigan Persons With Disabilities Civil Rights Act, MCL 37.1101 at seq.
a. Notification:
It may not discriminate in employment on the basis of race, color, national origin, religion, sex, and
disability and may not discriminate in the delivery of services or benefits on the basis of race, color,
national origin, religion, sex, disability, and age. These laws also prohibit retaliation against an
individual for taking action or participating in action to secure rights protected by these laws. It
shall notify all clients, customers, program participants, or consumers of the types of prohibited
discrimination, as well as the complaint procedures, in writing. Notification may include placing
posters in an area that may be easily viewed by all and/or providing a paper copy to each of the
listed types of individuals. It shall forward all discrimination complaints to the Department as
described in the complaint procedures in Attachment 7. Subcontractors, clients, customers,
program participants or consumers may also report complaints to the Office of Justice Programs
(0JP)/0ffice for Civil Rights (OCR) or the Michigan Department of Civil Rights (MDCR) directly, as
outlined in Attachment 7, but the Contractor shall notify the Department of the complaint as soon
as the complaint is known. In the event that a Federal or State court, or Federal or State
Administrative Agency, makes a finding of discrimination after a due process hearing on the
grounds of race, color, religion, national origin, sex, or disability against the Contractor or
FY2016 Page 11 of 15
subcontractor, the Contractor shall forward a copy of the finding to the OJP/OCR and the
Department.
b. Training:
Any and all DOJ-funded employees of the Contractor and subcontractors shall receive periodic
training at least once every contract year regarding the responsibility of the entities to comply with
applicable federal civil rights laws as a recipient of federal funds. The Department shall provide
the Contractor with access to training developed by the OJP/OCR, which may be found at
www.nij.gov/ocr-training-videos/video-ocr-training.htm . The DOJ-funded employees of the
Contractor shall complete the required training within 90 days of the start date of this Agreement
and certify that the required training has been completed by signing the OCR Compliance Training
Form, which will be provided by the Department after award acceptance. New employees shall
complete the required training and provide a signed OCR Compliance Training Form to the
Department within 90 days of the date of hire.
c. Monitoring:
The Department shall ensure that the Contractor is complying with all applicable civil rights laws
and procedures by completing the Civil Rights Compliance Questionnaire, see Attachment 8, with
the Contractor during site monitoring visits and desk audits.
8. It shall determine if an Equal Employment Opportunity Plan (EEOP) is required, pursuant to 28 C.F.R,
42.301 et seq. If the Contractor is not required to formulate an EEOP, a certification form shall be sent
to the OJP/OCR, and the Office of Personnel Management (OPM) indicating that an EEOP is not
required. If the Contractor is required to develop an EEOP, but is not required to submit the EEOP to
the OCR, a certification form shall be sent to the OCR and the Department certifying that an EEOP is
on file which meets the applicable requirements. If the Contractor is awarded a grant of $500,000 or
more, and has 50 or more employees, a copy of the EEOP shall be submitted to the OJP/OCR and
OPM. Non-profit organizations, Indian Tribes, and medical and educational institutions are exempt
from the EEOP requirement, but are required to submit a certification form to the OCR to claim the
exemption (a copy of the form shall be submitted to the OPM). Additional information about the EEOP
requirements may be found at www.ojp.usdoi.dov/about/ocrieeola comolv.htm,
9. If the Contractor is a governmental entity,
a. it will comply with the requirements of the Uniform Relocation Assistance and Real Property
Acquisitions Policies Act of 1970, 42 U.S.C. § 4601 et seq., which governs the treatment of
persons displaced as a result of federal and federally-assisted programs; and,
b. it will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-26, which limit certain
political activities of state or local government employees whose principal employment is in
connection with an activity financed in whole or in part by federal assistance.
H. Non-Supplanting:
It is imperative the Contractor understand that the nonsupplanting requirement mandates that grant funds
may be used only to supplement (increase) a Contractor's budget, and may not supplant (replace) state,
local, or tribal funds that a Contractor, inclusive of any subcontractors, otherwise would have spent on
positions and/or any other items approved in the Grant Budget if it had not received a grant award.
This means that if your agency plans to:
1. Hire new positions (including filling existing vacancies that are no longer funded in your agency's
budget), it must hire these additional positions on or after the official grant award start date, above its
current budgeted (funded) level of positions.
2. Rehire personnel who have already been laid off (at the time of application) as a result of state, local, or
tribal budget cuts, it must rehire the personnel on or after the official grant award start date, and
maintain documentation showing the date(s) that the positions were laid off and rehired.
FY2016 Page 12 of 15
3. Maintain personnel who are (at the time of application) currently scheduled to be laid off on a future
date as a result of state, local or tribal budget cuts, it must continue to fund the personnel with its own
funds from the grant award start date until the date of the scheduled lay-off and maintain documentation
showing the date(s) and reason(s) for the lay-off. For example, if the grant award start date is July 1
and the lay-off is scheduled for October 1, then the grant funds may not be used to fund the officers
until October 1, the date of the scheduled layoff.
Please note that as long as your agency can document the date that the lay-off(s) would occur if the
grant funds were not available, it may transfer the personnel to the grant funding on or immediately
after the date of the lay-off without formally completing the administrative steps associated with a lay-off
for each individual personnel.
4. Documentation that may be used to prove that scheduled lay-offs are occurring for local economic
reasons that are unrelated to the availability of grant funds may include (but are not limited to) council
or departmental meeting minutes, memoranda, notices, or orders discussing the lay-offs; notices
provided to the individual personnel regarding the date(s) of the layoffs; and/or budget documents
ordering departmental and/or jurisdiction-wide budget cuts. These records must be maintained with
your agency's grant records.
I. Hatch Political Activity Act and Intergovernmental Personnel Act:
The Contractor will comply with the Hatch Act of 1939, 5 U.S.C. 1501-08, and the Intergovernmental
Personnel Act of 1970, as amended by Title VI of the Civil Service Reform Act of 1978, 42 U.S.C. 4728.
Federal funds cannot be used for partisan political purposes of any kind by any person or organization
involved in the administration of federally-assisted programs.
J. Health Insurance Portability and Accountability Act of 1996:
To the extent that the Health Insurance Portability and Accountability Act of 1996 is pertinent to the services
the Contractor provides to the Department under this Agreement, the Contractor assures that it is in
compliance with the HIPAA requirements including the following:
Contractor must not share any protected health data and information provided by the Department that
falls within the HIPAA requirements except to a subcontractor, as appropriate under this Agreement.
2. Contractor must require the subcontractor not to share any protected health data and information from
the Department that falls under the HIPAA requirements in the terms and conditions of the subcontract.
3. Contractor must only use the protected health data and information for the purposes of this Agreement.
4, Contractor must have written policies and procedures addressing the use of protected health data and
information that falls under the HIPAA requirements. The policies and procedures must meet all
applicable federal and state requirements including the HIPAA regulations. These policies and
procedures must include restricting access to the protected health data and information by the
Contractor's employees.
5. Contractor must have a policy and procedure to report to the Department unauthorized use or
disclosure of protected health data and information that falls under the HIPAA requirements of which
the Contractor becomes aware.
6. Failure to comply with any of these contractual requirements may result in the termination of this
Agreement in accordance with Section XI, Agreement Suspension/Termination, above.
7. In accordance with the HIPAA requirements, the Contractor is liable for any claim, loss or damage
relating to unauthorized use or disclosure of protected health data and information received by the
Contractor from the Department or any other source.
XVII.
FY2016 Page 13 of 15
XVIII.Unallowable Expenses and Activities:
• Costs in applying for this grant (consultants, grant writers, etc.).
• Any expenses incurred prior to the date of this Agreement.
• Any administrative costs not directly related to the administration of this Agreement.
• Indirect costs rates or indirect administrative expenses (only direct costs permitted).
• Personnel, including law enforcement officers, not connected to the project for which you are applying.
• Lobbying or advocacy for particular legislative or administrative reform.
• Fund raising and any salaries or expenses associated with it.
• Legal fees.
• All travel, unless prior approval by the Department is received.
• Promotional items, unless prior approval by the Department is received.
One-time events, prizes, entertainment (e.g., tours, excursions, amusement parks, sporting events), unless
prior approval by the Department is received.
Honorariums.
Contributions and donations.
Management or administrative training, conferences, unless prior approval by the Department is received.
Management studies or research and development (costs related to evaluation are permitted).
Fines and penalties.
Losses from uncollectible bad debts.
Purchases of land.
Memberships and agency dues, unless a specific requirement of the project, unless prior approval by the
Department is received.
• Compensation to federal employees.
• Military type equipment such as armored vehicles, explosive devices, and other items typically associated
with the military arsenal.
• Purchasing of vehicles, vessels or aircraft.
• Construction costs and/or renovation, including remodeling.
• Service contracts and training beyond the expiration of this Agreement.
• Informant fees, rewards or buy money.
• Expert witness fees.
• K9 dogs and horses, including any food and/or supplies relating to the upkeep of law enforcement animals.
• Livescan devices for applicant prints including any related supplies.
• Weapons, including tasers.
• Food, refreshments, snacks
Note: No funding can be used to purchase food and/or beverages for any meeting, conference, training, or other
event. Exceptions to this restriction may be made only in cases where such sustenance is not otherwise available
(e.g., extremely remote areas), or where a special presentation at a conference requires a plenary address where
there is no other time for sustenance to be attained. Such an exception would require prior approval from the
Department and the DOJ. This restriction does not apply to water provided at no cost, but does apply to any and
all other refreshments, regardless of the size or nature of the meeting. Additionally, this restriction does not impact
direct payment of per diem amounts to individuals in a travel status under your organization's travel policy.
XIX. Conditions on Expenses:
Costs must be reasonable and necessary. If required by the local jurisdiction, costs must be sustained by
competitive bids. All contracts and subcontracts require prior approval by the Department. If detailed information
is not included as part of the application process, the Contractor must submit a request seeking approval once the
subcontractors are identified.
Individual consultant fees are limited to $650 (excluding travel, lodging, and meal costs) per day, which includes
legal, medical, psychological, and accountant consultants. If the rate will exceed $650 for an eight-hour day, prior
written approval is required from the Department. Compensation for individual consultant services is to be
responsible and consistent with that paid for similar services in the marketplace.
FY2016 Page 14 of 15
Resolution #15314 December 9, 2015
Moved by Dwyer supported by Zack the resolutions (with fiscal notes attached) on the amended Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Fleming, Gershenson, Gingell, Gosselin, Hoffman, Jackson, Kochenderfer,
KowaII, Long, McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack,
Bowman, Crawford. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
I HERE YAPROVHI HESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, 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 December 9,
2015, with the original record thereof now remaining in my office,
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 9th day of December 2015.
Lisa Brown, Oakland County
XX. Conflict of Interest:
The Contractor and Department are subject to the provisions of 1968 PA 317, as amended, MCL 15.321 et seq.,
and 1973 PA 196, as amended, MCL 15.341 et seq.
XXI. State of Michigan Agreement:
This is a state of Michigan agreement and is governed by the laws of Michigan. Any dispute arising as a result of
this Agreement shall be resolved in the state of Michigan.
XXII. Compliance with Applicable Laws:
The Contractor will comply with applicable federal and state laws, guidelines, rules and regulations in carrying out
the terms of this Agreement. The Contractor will also comply with all applicable general administrative
requirements such as OMB Circulars covering cost principles, grant/agreement principles, and audits in carrying
out the terms of this Agreement.
XXIII. Special Certification:
The individual electronically accepting this Agreement certifies by his/her acceptance that he/she is authorized to
sign this Agreement on behalf of the Contractor.
XXIV. Contractor Signature:
The Authorized Official's signature represents the Contractor's legal acceptance of the terms of this Agreement,
including Certifications and Assurances agreed to prior to application submission.
Authorized Official Signature: Title of Authorized Official: Date:
Project Director Signature: Title of Project Director: Date:
Financial Official Signature: Title of Financial Official: Date:
FY2016 Page 16 of 15
PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT GRANT
GRANTEE CHECKLIST
Done Action Due Date
E Accept contract with SM. 60 days from date of award letter
Complete Program Income Waiver and Report (ADM-208). 1st Quarter Progress Report (1/20) •
0 Project must be initiated. 0 days from start date of 6
contract
Submit subcontracts to the SAA (if applicable).
Grantee can apply for an extension of time to obtain
subcontracts.
60 days from execution of
contract
Written request to the &AA within
30 days from execution of
contract
•
E Submit Office of Civil Rights Compliance Training Form.
Employees must complete the
training and form within 90 days
from start date of contract
El
Submit Employee Time Certification:
1st period (10/1-3131) Semi-annually
• 2nd period (411-9/30)
Plan for submission of audit requirement.
See Part VIII, Section C of your contract for clarification: Within 9 months after the end of
contractor's fiscal year
•
• Submit Single Audit; or,
E Submit Financial Statement Audit; or,
El Submit Audit Notification Letter
FINANCIAL STATUS REPORTS PROGRESS REPORTS
Done Report Period Due Date Done Report Period Due Date
0 10/1-10/31 11/30 El 10/1/-12/31 1/20
El 11/1-11/30 12/30 • 1/1-3/31 4/20
CI 12/1-12/31 1/30 111 4/1-6/30 7/20 • 1/1-1/31 • 2/28 7/1-9/30 10/20
• 2/1-2/28 3/30
El 3/1-3/31 4/30 • 4/1-4/30 5/30 PROGRAM INCOME REPORTS
5/1-5/31 6/30
0 6/1-6/30 7/30 0 10/1/-12/31 1/20
El 7/1-7/31 8/30 • 1/1-3/31 4/20
El 8/1-8/31 9/30 El 411-6/30 7/20
El 9/1-9/30 ' 10/30 El 7/1-9/30 10/20
Rev. 10/30/15 Page 1 of 1
PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT GRANT
FINANCIAL STATUS REPORT (FSR)
I. Applicant's Information
1, Agency Name 2. Grant Number
3. Address 4, City 5. State 6. ZIP Code
II. Financial Status Report (Due 20 days After the end of each month)
7. Reporting Period 8. Reporting Period
October 1. 2015— October 31. 2015 April 1. 2016— April 30, 2016
November I. 2015— November 30, 2016 May 1. 2016— May 31. 2016
December 1, 2015— December 31. 2015 June 1. 2016— June 30, 2016
January 1. 2016— January 31. 2016 July 1. 2016— July 31. 2016
February 1. 2016— February 28, 2016 August 1. 2016— August 31, 2016
March 1.2016 — March 31. 2016 September 1, 2016 — September 30. 2016
Ill. Expenditure Detail (Must Attach Payment Documents such as invoice(s) and Canceled Check(s))
9. Expense Category . 10. Expense Description 11. Total Expenditure
Incurred for Period
12. Total Expenditure Incurred to Date
A. Personnel $ $
B. Fringe Benefits $ $
C. Travel $ $
D. Equipment $ $
E. Supplies $ $
F. Construction $
a Consultants/Contracts • $ $
H. Other $ $
13. Total Amount Incurred this Period $
14. Total Cumulative Amount incurred to Date $
IV. Reimbursement Request
15 Amount Requested for Reimbursement
This is my final report. 0 Yes • No
V. Certification .
I certify all statements in this report, including all requested supplemental information, are true, complete, and accurate to the best of
my knowledge, i understand failure to submit any required reports may result in the termination of the grant. I understand this grant
I may be terminated if the Michigan State Police concludes I am not in compliance with the conditions and provisions required by the
contract covering this grant, or have falsified any information. By way of signature. I agree with all the conditions of this
grant program.
Agency's Authorized Official or Financial Officer Signature Date
Printed Name of Authorized Official or Financial Officer Title of Authorized Official or Financial Officer
For MSP Use Only
Reviewed By: Date: Approved By: Date:
Date sent to finance for payment: Date received confirmation of payment:
Date Employee Signature Employee Name
Employee and Supervisor Signatures
By signing this form. I certify that I have viewed the OCR training modules.
Project Director or Supervisor Name Project Director or Supervisor Signature Date
PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT GRANT
EMPLOYEE CIVIL RIGHTS TRAINING CERTIFICATION
Grantee MSP Grant Number
As a condition of accepting grant funding, all grant-funded employees and subcontractors are required to receive training
at least once every contract year regarding the responsibility to comply with applicable federal civil rights laws in their
capacity as recipients of federal funds. The Michigan State Police (MSP) is required to provide each awarded agency with
the link to the Office of Civil Rights (OCR) training modules at www.oip.usdoi.doviabout/ocriassistance.htm.
This training consists of six modules and accompanying self-tests and is designed to provide recipients with an overview
of applicable nondiscrimination laws and the general civil rights obligations that are tied to federally awarded grants. It will
take approximately two-and-a-half to three hours to complete all six modules.
SUBMISSION OF EMPLOYEE CIVIL RIGHTS TRAINING CERT1FICATION:
Submit the signed Employee Civil Rights Training Certification to the MSP Grants and Community Services Division via
FAX at (517) 241-1081 or email at MSP-CJGrantsmichician.gov.
PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT GRANT
PERFORMANCE/PROGRESS REPORT REQUIREMENTS
The Contractor shall submit the following reports on the following dates:
Quarterly progress reports are required by all grantees. Grantees must complete the individualized
quarterly progress report to the MSP Grants and Community Services Division. This report will include a
summary of your quarterly progress, accomplishments, and any barriers you encountered. Any additional
requirements to be included in this report will be provided by your grant advisor. This report is due by the
20th of the month following each quarter.
Quarterly due dates are outlined below:
1st Quarter: October 1 through December 31
2nd Quarter: January 1 through March 31
3rd Quarter: April 1 through June 30
4th Quarter; July 1 through September 30
Due Date: January 20
Due Date: April 20
Due Date: July 20
Due Date: October 20
From:
To:
Cc:
Subject;
Date;
Attachments:
Wagner. Leslie (MSP1
Gardner; Kent A
West. Catherine A; Seaman, Loretta M; Cunningham. Dale A
RE: Coverdell .eporting Extensito Request
Tuesday, November 03, 2015 4:14:36 PM
imaoe001.ong
Hi Kent,
Your request to extend the deadlines for the below is approved.
Contract — Extended to December 31, 2015
Financial Status Reports for October and November— Waived
First Financial Status Report (December) - Due January 30, 2016
1st Quarter Progress Report (Oct, 1— December 31, 2015)— Waived*
*if you do have your new employee In place in the month of December, we will need a brief
statement from your office listing any grant activities that were paid for by the grant. Example:
Wages for the new employee (training).
As I mentioned to Abby on the phone today, our office does not allow for extensions for 1 year
grants. You may adjust the percentage of wages charged to the grant to expend your allocation of
$52,712 by September 30, 2016.
Please let me know if you have any questions.
Thank you,
Leslie
Leslie S. Wagner
Grant Advisor
Byrne JAG Unit
Grants and Community Services Division
Michigan State Police
333 S. Grand Ave.
Lansing, MI 48933
Tx: (517) 241-1038
Fax: (517) 241-1081
"A PROUD tradition of SERVICE through EXCELLENCE, INTEGRITY, and COURTESY"
JOIN THE MSP
From: Gardner, Kent A [mailto:gardnerk@oakgov.corn]
Sent: Tuesday, November 03, 2015 2:56 PM
To: Wagner, Leslie (MSP)
Cc: West, Catherine A; Seaman, Loretta M; Cunningham, Dale A
Subject: Coverdell Reporting Extension Request
H Leslie,
Please find the attached file of a letter requesting an extension for the
deadline for Coverdell contract acceptance and reporting requirements.
Thanks,
Kent
KAM sk.GNOVOR
tm....—_,L•NesterDNL-N
amfburno skster.; arra=
PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT GRANT
EMPLOYEE TIME CERTIFICATION
Grantee MSP Grant Number
REPORTING PERIOD:
01st Period 02nd Period
(10/1-3/31) (4/1-9/30)
Record below the period of time the employee worked on each grant program project during the reporting period. For the
dates specified. record what percentage of the employee's time was spent working on the grant program project. The
percentage of time reported must be supported by time sheets and reflect only actual time worked.
DATES PERCENTAGE OF
GRANT PROGRAM TIME SPENT DURING
FROM: TO: SPECIFIED DATES
CERTIFICATIONS:
Employee places his/her signature below as certification that the information provided above is accurate. Project director
or supervisor, having first-hand knowledge of the work performed by the employee, places his/her signature below,
certification that the information provided above is accurate.
Employee Name Employee Signature Date
Project Director or Supervisor Name Project Director or Supervisor Signature Date
SUBMISSION OF EMPLOYEE TIME CERTIFICATION:
This form must be submitted to the Grants and Community Services Division. Due dates are April 20 and October 20 of
your Grant Agreement year. If you have any questions, please do not hesitate to contact your grant advisor directly.
Attachment
GRANT SUMMARY
Funding is requested on behalf of the Oakland County Sheriffs Office (OCSO) Forensic Science
Laboratory to increase staffing within the Firearms Unit. A third full-time examiner will assist the OCSO
in its efforts to increase casework throughput and decrease the firearms backlog and turnaround times.
Page 1 of 1
Attachment 2
STATEMENT OF WORK
PROGRAM NARRATIVE
The state of Michigan operates seven American Society of Crime Laboratory Directors/
Laboratory Accreditation Board (ASCLD/LAB) accredited forensic laboratories under the
authority of the Michigan State Police (MSP) Forensic Science Division (FSD). The laboratories
are regionally located throughout the state to provide forensic services to law enforcement
agencies at the local, county, state, and federal levels. Services offered through Michigan's
forensic laboratory system include:
• Controlled Substances Analysis
• Latent Prints Examination
• Firearms and Toolmarks Examination
• Trace Evidence Analysis
• Questioned Document Examination
• Biological Screening and DNA Analysis
• Toxicology/Blood Alcohol Analysis
• Crime Scene Response
Backlogs exist in most forensic disciplines as a result of case submission volume and
staffing levels that have been challenged to meet a growing demand for service. The MSP
FSD's ability to establish a staffing level sufficient to reduce and/or prevent casework backlogs
has been limited for several years, as Michigan's economy and state operating budget continue to
decline. Just as the case is at the federal level, the state's financial difficulties and resource
limitations are expected to continue into FY 2015 and beyond.
Page 1 of 9
Attachment 2
STATEMENT OF WORK
The MSP FSD has been challenged further by the 2008 closure of the Detroit Police
Department's (DPD) crime laboratory. In September of 2008, FSD assumed responsibility for
providing forensic service delivery to the city of Detroit - a geographical region previously
served by the DPD lab. MSP responded to this challenge by making the difficult decision to
redirect funding to FSD from other areas of the agency's strapped budget to establish additional
positions within the laboratory system. Approximately 40 Controlled Substances, Firearms,
Latent Prints, and Trace Evidence positions were established at FSD's Sterling Heights and
Northville laboratories to address the influx of casework from the Detroit metropolitan area.
The Oakland County Sheriff's Office (OCSO) provides forensic laboratory services to
Oakland County and its neighboring communities, a population of approximately 1.2 million
residents. Current services provided include drug chemistry, latent print examination, firearms
and toolmarks, toxicology (presumptive urine), and crime scene processing. DNA casework is
expected to begin before the end of the 2015 calendar year. The OCSO Forensic Science
Laboratory is accredited under the International Organization for Standardization/International
Electrotechnical Commission (ISO/IEC) 17025 and provides testing for more than 50 law
enforcement agencies including the Federal Bureau of Investigation (FBI), Bureau of Alcohol,
Tobacco, Firearms, and Explosives, Drug Enforcement Agency, International Customs
Enforcement, US Postal Service, Department of Homeland Security, DPD, and regional police
departments and sheriff's offices.
Oakland County borders the city of Detroit and is located just south of Flint, two cities
that continue to lead the nation in violent crime. Pontiac, the county's seat, is considered to be
one of the most dangerous cities in the state of Michigan. In a recent analysis of US Census
Bureau and FBI Uniform Crime Report data, Pontiac received a crime index rating of five (5), on
Page 2 of 9
Attachment 2
STATEMENT OF WORK
a scale of 0-100, when 100 is considered to be the safest of communities. As a result of these
and other influences, the OCSO' s Firearms Unit is challenged to keep up with casework demand.
The OCSO Firearms Unit is staffed with two full-time firearms examiners and is
supported by two full-time and two part-time forensic laboratory technicians. The unit's
technicians assist the examiners with non-comparison casework which consists of test firing,
Integrated Ballistic Identification System (IBIS) entries, and related report writing. The unit's
casework backlog has improved significantly in recent years, down from more than 800 cases in
FY 2013 to 110 cases at the time of application. This improvement was achieved by adding
laboratory technicians to the unit in early FY 2014, as non-comparison casework comprised the
bulk of the backlog at that time.
With adequate staffing now in place for non-comparison tasks, the unit's backlog is more
manageable and is moving in the right direction. The laboratory's current primary concern is the
turnaround time for comparison casework, which at 130 days remains unreasonably high.
Comparison casework, which consists of firearms, tool marks, serial number restoration,
proximity testing, physical match, and impression evidence comparisons, is much more complex,
time intensive, and must be performed by the unit's firearms examiners. A comparison case
takes an examiner an average of eight hours to complete, whereas a technician. can complete a
non-comparison case in approximately one hour. Furthermore, the unit's technical procedures
require that all comparison conclusions be verified by two qualified examiners, including one
blind-verification. Given the unit's limited staffing count, the OCSO laboratory director, a
former firearms examiner, must maintain proficiency to conduct one of the two required
verifications.
Page 3 of 9
Attachment 2
STATEMENT OF WORK
Optimal staffing for the OCSO laboratory would consist of three full-time firearms
examiners. An additional FTE will enable the Firearms Unit to handle its comparison
verifications internally, freeing the laboratory director to focus on his core responsibilities.
Adding an examiner to the unit will benefit the laboratory by increasing casework throughput
and furthering backlog reduction efforts, but the greatest relief to the Firearms Unit will come in
having a third qualified examiner available to conduct comparison verifications on a full-time
basis. The laboratory director's roll in this process is a workaround to ensure that the unit's
technical procedures are being followed and quality results are obtained, but it's not a sustainable
solution, as free time available to perform verifications is limited. Having a third examiner
available to perform this step, without delay, will significantly improve the unit's workflow and
turnaround time over current operations. Therefore, the OCSO respectfully requests FY 2015
CoverdelI funding to assist the county in establishing a third position within the Firearms Unit.
The county will share the position cost of an additional examiner, with the grant-funded portion
expected to cover approximately 46 percent of total salary and benefits.
Project Objectives
MSP FSD will focus FY 2015 Paul Coverdell Forensic Science Improvement (Coverdell)
Program funding on improving the quality and timeliness of service delivery within its
laboratory system. Specifically, the following objectives are identified to address these issues:
1. Personnel: Payroll support for two positions to improve throughput and turnaround time
in the Firearms and Controlled Substances units.
2. Backlog Reduction: For Controlled Substances and Firearms backlog reduction efforts
Division wide.
Page 4 of 9
Attachment 2
STATEMENT OF WORK
These objectives support Michigan's consolidated plan for forensic laboratories, aligning
specifically with the following goals:
1. Determine baseline resources required to keep pace with increasing service needs.
2. Develop and provide quality selection criteria, training, and career development.
The implementation approach and expected results for these objectives are detailed below.
A. Personnel:
1. Firearms After assuming responsibility for DPD casework, FSD's firearms backlog
skyrocketed to over 5,000 cases. With the assistance of the current and past
Coverdell awards, the backlog has been reduced to 1,180 cases. This is the smallest it
has been since the closing of the DPD crime lab in 2008. At the time of application,
the average turnaround for a firearms examination request was 64 days. These
numbers continue to decrease, a true testament to the success of the Coverdell
program. With an aggressive casework distribution plan having been used in the
Firearms/Toolmarks Unit over the past several years, the volume and complexity of
incoming cases continue to pose a threat to the FSD's decreasing backlog.
Implementation Approach: FY 2010 Coverdell funding was used to add a Firearms
Examiner to the Grand Rapids laboratory. The FY 2015 Paul Coverdell grant will be
used to continue funding the position for an additional 12 months.
Expected Results: In the current operating environment, with DPD capable of
submitting as many as 100 guns per day for analysis, FSD cannot afford a reduction
Page 5 of 9
Attachment 2
STATEMENT OF WORK
in staffing for the Firearms Unit. Continued support for these positions is critical in
order to avoid greater increases to the backlog and turnaround times for this unit.
2. Controlled Substances — Through a combination of efforts, the FSD has made
significant progress in reducing its statewide backlog of controlled substances
casework. At the time of application, the Controlled Substances Unit had a backlog
of 3,154 cases and an average turnaround time of 46 days.
Implementation Approach: FY 2009 Coverdell funding established the drug chemist
position for FSD's Marquette laboratory in Michigan's Upper Peninsula. FSD will
use FY 2015 Coverdell funding to maintain its grant-funded position for an additional
12 month period_
Expected Results: Once the drug chemist has completed training it is anticipated that
FSD will continue to improve the timeliness of service delivery within the Controlled
Substances Unit by showing a reduction in the number of cases awaiting examination
across the Division.
B. Backlog Reduction
In recent years, FSD has successfully used grant funding to reduce caseworks
backlogs in several disciplines including DNA, Controlled Substances, and
Toxicology. FY 2015 Coverdell funding will be used to further "in-house" backlog
Page 6 of 9
Attachment 2
STATEMENT OF WORK
reduction efforts in the Firearms and Controlled Substances Units; each discipline
maintains one of the FSn's highest backlogs at the time of this application.
Implementation Approach: To continue funding the firearms examiner and the drug
chemist will assist in reducing the current backlogs.
Expected Results: By continuing to fund the firearms examiner position and the drug
chemist position, FSD expects to improve the timeliness of service delivery within
each unit by showing a reduction in the number of cases awaiting examination across
the Division. This should continue to improve even more than the previous year.
OCSO's overall goal is to improve the quality and timeliness of forensic service delivery to
its customers. A third examiner will allow the Firearms Unit to function independently, increase
casework throughput, and further reduce the firearms backlog. Benefit to the unit will be
progressive, rather than immediate, as the new examiner moves through the training process.
However, OCSO expects to accelerate the standard two-year examiner training program by
promoting one of its laboratory technicians into the newly established position. OCSO
technicians have completed the first year of this program and are already familiar with the unit's
procedures, documentation processes, and report formats.
The selected individual will complete the examiner portion of the firearms training program
within the 12 month grant period. As is to be expected with an examiner-in-training, the
measurable impact on the unit will be limited during the first half of the grant period. Priority
will be focused on skill attainment and competency development from October of 2015 through
Page 7 of 9
Attachment 2 STATEMENT OF WORK
March of 2016. OCSO expects that the new examiner will begin cosigning reports and
contributing to casework, under supervision, in the sixth month of the grant period,
Implementation Approach: OCSO will work to establish the additional firearms position in
advance so that it's available to be filled in October of 2015, upon notice of award, and
training will begin immediately. The selected individual will continue to perform current
duties while completing the examiner training program and the county will backfill the
technician vacancy created by this promotion, This approach will ensure that grant support
results in a true increase to unit staffing.
Expected Results: It's anticipated that the new examiner will complete six cases per month
starting in April of 2016 - which equates to 18 cases each in the third and fourth quarters of
the grant period, for a total contribution of 36 cases. Although processing times can be
influenced by factors outside the laboratory's direct control (i.e. case complexity), OCSO
expects to reduce casework turnaround time during the same period. It's anticipated that the
Firearms Unit can reduce its turnaround time by 30% with the addition of a third examiner
from 130 days at the time of application to approximately 90 days at the end of the grant
period in September 2016.
The new examiner will be released for independent casework at the end of the grant period
and unit throughput and turnaround times will continue to improve as this individual gains
casework experience.
Page 8 of 9
Attachment 2
STATEMENT OF WORK
Plan for Collecting Performance Measurement Data
The MSP FSD utilizes a laboratory information management system, Forensic
Advantage, to track and manage their caseload. Performance measurements including backlog
counts and the average number of days to complete a sample are obtained through queries of the
Forensic Advantage database. FSD's administration will obtain these performance metrics from
Forensic Advantage and provide them to the Division's grants manager for reporting. All data
collected for reporting purposes will be maintained and made available for review for three years
post award, in accordance with program requirements. This is the current process, and the
Division is very familiar with how to report these performance measures. MSP FSD will also
provide quarterly reports, monthly financial reports, and NU performance measures to the Grants
and Community Services Division (GCSD), the State Administering Agency (SAA) throughout
the grant period.
OCSO is phasing in a new laboratory information management system, JusticeTrax,
which will be available to assist the Firearms Unit in collecting and reporting the required
performance metrics for this award. OCSO will also provide quarterly reports, monthly
financial reports, and NIJ performance measures to grant analyst within the GCSD, the SAA,
throughout the grant period.
Page 9 of 9
Attachment 2-A
PROJECT TIMELINE
Implementation Approach: OCSO will work to establish the additional firearms position
in advance so that it's available to be filled in October of 2015, upon notice of award,
and training will begin immediately. The selected individual will continue to perform
current duties while completing the examiner training program and the county will
backfill the technician vacancy created by this promotion, This approach will ensure
that grant support results in a true increase to unit staffing.
Expected Results: It's anticipated that the new examiner will complete six cases per
month starting in April of 2016 - which equates to 18 cases each in the third and fourth
quarters of the grant period, for a total contribution of 36 cases. Although processing
times can be influenced by factors outside the laboratory's direct control (i.e. case
complexity), OCSO expects to reduce casework turnaround time during the same
period. It's anticipated that the Firearms Unit can reduce its turnaround time by 30%
with the addition of a third examiner from 130 days at the time of application to
approximately 90 days at the end of the grant period in September 2016.
The new examiner will be released for independent casework at the end of the grant
period and unit throughput and turnaround times will continue to improve as this
individual gains casework experience.
OCSO is phasing in a new laboratory information management system, JusticeTrax,
which will be available to assist the Firearms Unit in collecting and reporting the
required performance metrics for this award. OCSO will also provide quarterly reports,
monthly financial reports, and NIJ performance measures to grant analyst within the
GCSD, the SAA, throughout the grant period.
Page 1 of 1
FISCAL NOTE (MISC. #15314) December 9, 2015
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: SHERIFF'S OFFICE — 2015 PAUL COVERDELL FORENSIC SCIENCE IMPROVEMENT
GRANT PROGRAM - ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. The Sheriff's Office has been awarded $52,712 from the Michigan State Police, Forensic Division,
to cover approximately 51% of the cost of one (1) new Special Revenue Full-Time Eligible
Forensic Lab Specialist II position in the Oakland County Sheriff's Office (OCSO) Investigative &
Forensic Services Unit.
2. The State contribution is $52,712 and the County grant match is $62,403; for total funding of
$115,115. The County match source is derived from Restricted Fund 21341 Sheriff's Law
Enforcement Enhancement Restricted Fund (#21341), which has a cash balance of $226,585as
of 11/23/15.
3. The new Forensic Lab Specialist II position will enhance the Forensic Laboratory's Firearms Unit
in performing firearms examinations to reduce the firearms background investigations and
ballistic testing backlog.
4. The grant funding period is October 1, 2015 through September 30, 2016.
5. Acceptance of this grant does not obligate the County to any future commitments and
continuation of the position is contingent upon future grant awards.
6. A FY 2016 budget amendment is recommended as follows:
Salaries
Overtime
Social Sec.
Retirement
Hospitalization
Group Life
Workers Comp
Disability
Expenditures
4030901-116240-702010
4030901-116240-712020
4030901-116240-722790
4030901-116240-722770
4030901-116240-722780
4030901-116240-722760
4030901-116240-722750
4030901-116240-722810
FY 2016
$ 62,403
$ 62,403
$ 62,403
$ 62,403
$ 62,403
$ 52,712
$115,115
$ 65,341
8,786
4,999
18,171
14,742
170
869
947
LAW ENFORCEMENT ENHANCEMENT FUND (#21341)
Revenue
4030101-116270-665882 Planned Use of Balance
Total Revenue
Expenditure
4030101-116270-788001-27346 Transfers Out
Total Expenditures
PAUL COVERDELL GRANT FUND (#27346)
GR #0000000708 Activity GLB Analysis GLB Budget Reference 2015
Revenues
4030901-1 16240-695500-2 1341 Transfers In Sheriff-LE Enhance
4030901-116240-610313 Federal Oper. Grants
Total Revenues
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
4030901-116240-722820
4030901-116240-722800
4030901-116240-722850
Unemployment
Dental
Optical
Total Expenditures
137
832
121
$115,115