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HomeMy WebLinkAboutResolutions - 2006.09.21 - 28316MISCELLANEOUS RESOLUTION # 06180 September 21, 2006 BY: Public Services Committee, Jeff Potter, Cha i rperson IN RE: SHERIFF'S OFFICE — GRANT YEAR 2006 BIOMETRIC IDENTIFICATION DEVICES TECHNOLOGY GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Sheriff's Office applied to the United States Department of Justice (USD0J) for $1,974,456 in grant funding to purchase Biometric Identification Devices for use with Court and Law Enforcement Management Information Systems (CLEM7S) for the period November 22, 2005 through November 21, 2008; and WHEREAS the USDOJ awarded Oakland County with a grant in the amount of $1,974,456; and WHEREAS no county match or additional positions are requested; and WHEREAS the acceptance of this grant does not obligate the County to any future commitment; and WHEREAS the continuation of the program is contingent upon future levels of grant program funding. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the GY 2006 Biometric Identification Devices Technology Grant award from the United States Department of Justice in the amount of $1,974,456 and that the Board Chairperson, cn behalf of the County of Oakland, is authorized to execute said agreement as attached. Chairperson, on behalf of the Public Services Committee, I move adoption of the foregoing resolution. PUBLIC SERVICES COMMITTEE PUBLIC SERVICES COMMITTEE VOTE: Motion carried unanimously on a roll call vote. 4 645L fc,1,51/710-70-79 z-6-,Le/6f / `1 L-ff?ei•aai Office of the Director 1100 Vermont Avenue, NW Washington, DC 20530 U.S. Department of Justice AU G IQ p 1 ,C*ce of Community Oriented Policing Services August 3, 2006 Sheriff Michael Bouchard Oakland County .Sheriffs Department 1201 North Telegraph Road Pontiac, Mt 48341 Re: Technology Grant II: 2006CKWX0030 Dear Sheriff Bouchard: On behalf of Attorney General Alberto R. Gonzales, it is my pleasure to congratulate you on receiving a COPS 2006 Technology grant, Enclosed is your agency's award document with a list of special conditions (on the reverse side) that apply to your grant. The award amount is $1974456. You will also find enclosed an ACE-Vendor form, a letter regarding civil rights requirements, a Helpful Hints Guide for submitting your Financial Status Reports (SF-269A), a Fact Sheet regarding on-line filing of your quarterly SF-269As, a Frequently Asked Questions guide for accepting your award, and a COPS Reports from the Field flyer. Please read and familiarize yourself with the grant award conditions prior to signing the award document. To accept your grant, the law enforcement and government executives listed on the document must sign the enclosed original grant award and return it to the COPS Office within 90 days. Failure to submit the signed award document within this 90-day period may result in withdrawal of the grant without further notice from the COPS Office. Your grant award period officially began on November 22, 2005 and runs through November 21, 2008. Please note that all grant terms and special conditions will need to be met prior to the reimbursement of funds for expenses incurred on 07 after November 22, 2005. Enclosed in this packet, you will also find a copy of your Financial Clearance Memo. A financial analysis of budget costs for your project proposal has been completed. Costs appear reasonable, allowable and consistent with existing guidelines set forth by the COPS Office. Please keep this document in your files for future reference. Should you have any questions regarding the award process, please contact your Technology Coordinator assigned to this project at 1-800-421-6770. Congratulations again on your award. On behalf of the COPS Office, we look forward to working with you on this technology piuject. Sincerely, Carl R. Peed Director .S....:Departinekt iice Community Oriented Policing Services , . . . ..-Grants Administration Division (G .... . :--Eaw Enforcement Technolcity:.: ..... AwcKwmgy .. .. ii:.:14163.1 Applicant Organization's Legal Name:-"Dakiind Cinty Sheriffs Department - 0.1P Vendor #: 386004876 • ..... ...... ELaw Enforcenient Execetive:perifflvijthael Bouchard , ivg1341 " gfr.:Z !gr#P.h4iiii.:(:8)Pf!00 1 ......... 1048)•g'si2suo Government Executive: Chairman of the Board Bill Billiard ............ . Address: 1200 North T*grapi .,?4!#0 ............. ... Ctcy State, Zip Code: Pi?xit.,M1 4F41 ... Alfstkpne: (240 85aitiltitt.7:' :.au • , •:' . ... ....... :::::::: fmgysiggIsm: . - . • - ..... 11/22/2005 1 974456 0 Award End Date: 11/21/2008 .. ..... ........... mn:w ••": ................. d Title of GoveitItbetOffidal ;Date " iekomoitsgettikasInadein . ..... . .,..... connection with COPS grants may result in fines, imprisonment,d b c.pa g . contracts, and/or e am3ent from i tin .in,...:Ttrali7 remedy available by law to the federal Go*tinnient.„.:. • ......... ... ... .. . ............. . ....... ........ ............. • . ..... . ..... 351 I $0.00 $1,974,456.00 $1,974,456.00 Direct Costs: $0.00 $1,974,456.00 $1,974,456.00 Grand Total U. S. Department of Justice Conununity Oriented Policing Services Grants Administration Division (GAD) Law Enforcement Technology 1100 Vermont Amore. NW Washington, DC 20550 Memorandum To: Sheriff Michael Bouchard Oakland County Sheriffs Department From: Michael E. Dame, Assistant Director Budget Prepared By: Tanya Miller-Glasgow, Grant Program Specialia0 .—" Law Enforcement Technology Financial Clearance Memo A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and consistent with existing guidelines. Exceptions / Adjustments are noted below. OJP Vendor #: 386004876 OR1#: M163163 Grant #: 2006CKWX0030 Re: Budget Caterorv Equipment Proposed Budget Approved Budget Adiustments Disallowed/Adjusted - Reasons/Comments 51,974,456.00 $1,974,456.00 $0.00 Grand Total: Federal Share: $ 1,974,456.00 Applicant Share: $ 0.00 am-ed Date: 7//Z46IP (3)34L Overall Comments: Maintenance agreements must be purchased within the three year grant period. Prior to the obligation, expenditure or drawdown of grant funds for non-competitive contracts in excess of $100,000, grantee must submit a sole source justification to the COPS Office for review and approval. Prior to the obligation, expenditure, or drawdown of grant funds for independent consultant fees in excess of $450 per day, approval must be obtained from the COPS Office. MIPS CtfiliNIMiff77 glAtEPITED PM-MOM zirERVICFS 4.14, DZFARTMerr OC JOSUG2 ACCEPTING YOUR GRANT AWARD Frequently Asked Questions HOW DO I ACCEPT THIS AWARD? Accepting your COPS Technology award is a simple and straightforward process. Al) the documents needed to accept and start your grant can be found in this packet. You should carefully read all information in the award packet prior to accepting your grant. • COPS Law Enforcement Technology Award — This document must be signed by the top law enforcement and government executives in your jurisdiction, and then returned to the COPS Office. WHO MUST SIGN THE AWARD DOCUMENT? The law enforcement and government executives that have ultimate financial and programmatic authority for the grant must sign the award document. Typically, these are the same individuals who signed the grant application. Moreover, these are generally the highest-ranking officials within your jurisdiction (e.g., Chief of Police ; Sheriff, or equivalent for law enforcement executives, and Mayor, City Administrator, or equivalent for government executives). ARE PHOTOCOPIED OR STAMPED SIGNATURES ACCEPTABLE ON THE AWARD DOCUMENT? No. Al] signatures on the award document must be original. Stamped or photocopied signatures will not be accepted. MAY I RETURN A SIGNED PHOTOCOPY OF THE AWARD DOCUMENT?. - No. Only a signed, original award document (i.e., the actual document mailed to you by the COPS Office) will be accepted. HOW 'LONG DO I HAVE TO RETURN THE SIGNED AWARD DOCUMENT? Your agency has 90 days from the postmark date on your award packet to return your signed award document to the COPS Office. Failure to return your signed award document within the 90-day time frame will result in your inability to access grant funds, and may result in your agency being withdrawn from the COPS Technology program. THE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE GIVING FINAL APPROVAL TO ACCEPT THIS GRANT. WHAT DO I DO? If your agency needs more than 90 days to sign and return the award document, please contact your Technology Coordinator at 1.800.421.6770 to request an extension of the return period. All time extensions for purposes of returning the award document are approved on a case-by-case basis_ OVER =_-> U.S. Department of Justice Office of Justice Programs Office for Civil Rights Washington, D.C. 20531 Dear COPS Recipient: Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of Federal finding to compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OW), U.S. Department of Justice is responsible for ensuring that recipients of financial aid from OW, its component offices and bureaus, the Office of Violence Against Women (OVW), and the Office of Community Oriented Policing Services (COPS) comply with applicable Federal civil statutes and regulations.. We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice Department funding. Ensuring Access to Federally Assisted Programs As you know; Federal laws prohibit recipients of financial assistance from discriminating on the basis of race, national origin, religion, sex, or disability in funded programs or activities, not only in respect to employment practices but also in the delivery of services or benefits. Federal law also prohibits funded programs or activities from discriminating on the basis of age in the delivery of services or benefits. Providing Services to Limited English Proficiency (LEP) Individuals In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S C § 2000d, recipients of Federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with limited English proficiency (LEP). For more information on the civil rights responsibilities that recipients have in providing language services to LEP individuals, please see the website at htto://www.lep.gov . Ensuring Equal Treatment for Faith-Based Organizations The Department of Justice has published a regulation specifically pertaining to the funding of faith-based organizations. In general, the regulation, Participation in Justice Department Programs by Religious Organizations; Providing for Equal Treatment of all Justice Department Program Participants, and known as the Equal Treatment Regulation 28 C.F.R. part 38, requires State Administering Agencies to treat these organizations the same as any other applicant or recipient. The regulation prohibits State Administering Agencies from making award or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious composition of its board of directors. The regulation also prohibits faith-based organizations from using financial assistance from the Department of Justice to fund inherently religious activities. While faith-based organizations can engage in non-funded inherently religious activities, they must be held separately from the Department of Justice funded program, and customers or beneficiaries cannot be compelled to participate in them. The Equal Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's website at http://wwvv.ofp usdoi.gav/oc-r/etfbo.htm. State Administering Agencies and faith-based organizations should also note that the Safe Streets Act, as amended, the Victims of Crime Act, as amended; and the Juvenile Justice and Delinquency Prevention Act, as amended, contain prohibitions against discrimination on the basis of religion in employment. These employment provisions have been specifically incorporated into 28 C.F.R. part 38.1(f) and 38.2(f). Consequently, in many circumstances, it would be impermissible for faith-based organizations seeking or receiving funding authorized by these statutes to have policies or practicies that condition hiring and other employment-related decisions on the religion of applicants or employees. Programs subject to these nondiscrimination provisions may be found on OCR's web site at littp://www.oip.usdaj.goviocr/. Questions about the regulation or the statutes that prohibit discrimination in employment may be directed to this Office. Enforcing Civil Rights Laws All recipients of Federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of employees in the workforce, are subject to the prohibitions against unlawful discrimination. Accordingly, OCR investigates recipients that are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects a number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards. Complying with the Safe Streets Act or Program Requirements In addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the nondiscrimination provisions of the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 3968, 42 § 3789(c), or other Federal grant program requirements, must meet two additional requirements. (1) complying with Federal regulations pertaining to the development of an Equal Employment Opportunity Plan (EEOP), 28 C.F.R. § 42.301 -308, and (2) submitting to OCR Findings of Discrimination (see 28 C §§ 42.205(5) or 31.202(5)). 1) Meeting the EEOP Requirement In accordance with Federal regulations, Assurance No. 6 in the Standard Assurances, COPS Assurance No, 8.B, or certain Federal grant program requirements, your organization must comply with the following EEOP reporting requirements: If your organization has received an award for $500,000 or more and has 50 or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare an EEOP and submit it to OCR for review within 60 days from the date of this letter. For assistance in developing an EEOP, please consult OCR's website at http://www.otta.usdoi.goviocrieeop.httn. You may also request technical assistance from an EEOP specialist at OCR by dialing (202) 616-3208. If your organization received an award between $25,000 and $500,000 and has 50 or more employees, your organization still has to prepare an EEOP, but it does not have to submit the EEOP to OCR for review. Instead, your organization has to maintain the EEOP on file and make it available for review on request. 'In addition, your organization has to complete Section B of the Certification Form and return it to OCR. The Certification Form cab found at h ..ttP :„ vrww.oip.usdoj.goviocrietop.ittm. If your organization received an award for less than $25,000; or if your organization has less than 50 employees, regardless of the amount of the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your organization is exempt from the EEOP requirement. However, your organization must complete Section A of the Certification Form and return it to OCR. The Certification Form can be found at httn://wwvent.usdoi.pogioerieeen.tam, 2) Submitting Findings of Discrimination In the event a Federal or State court or Federal or State Administrative agency makes an adverse finding of discrimination against your organization after a due process hearing, on the ground of race, color, religion, national origin, or sex, your organization must submit a copy of the finding to OCR for review. Ensuring the Compliance of Subrecipients If your organization makes subawards to other agencies, you are responsible for assuring that subrecipients also comply with all of the applicable Federal civil right's laws, including the requirements pertaining to developing and submitting an EEOP, reporting Findings of Discrimination, and providing language services to LEP persons. State agencies that make subawards must have in place standard grant assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subrecipients. If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding, please call OCR at (202) 307-0690 or visit our website at http://www.ojp.usdoi.gov/ocrl. Sincerely, • Michael L. Alston Director cc: Grant Manager Financial Analyst FISCAL NOTE (M1SC. 106180) September 21, 2006 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: SHERIFF'S OFFICE - GRANT YEAR 2006 BIOMETRIC IDENTIFICATION DEVICES TECHNOLOGY GRANT 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 United States Department of Justice has awarded Oakland County grant funding in the amount of $1,974,456 to purchase Biometric Identification Devices for use with Court and Law Enforcement Management Information Systems (CLEMIS). 2. The grant funding period is November 22, 2005 through November 21, 2008. 3. No County match or additional positions are requested. 4. An amendment to the FY 2007 budget is recommended as follows: Grant Fund 427337 Revenue 1080305-116130-610313 Grants-Federal Total Grant Fund Revenue Grant Fund #27337 Expenditures 1080305-116130-750170 Other Expend. Equip. 1080605-116130-760157 Equipment 1080605-116130-732018 Travel and Conf. 1080605-116130-731458 Professional Services Total Grant Fund Expenditures FY 2007 81,974,456 81,974,456 $1,167,804 $ 670,120 $ 5,580 $ 130,952 $1,974,456 FINANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Coulter absent. Ruth Johnson, County Clerk Resolution #06180 September 21, 2006 Moved by Moss supported by Gregory the resolutions (with fiscal notes attached) on the Consent Agenda, be adopted. AYES: Coleman, Coulter, Crawford, Douglas, Gershenson, Gregory, Hatchett, Jamian, KowaII, Long, Melton, Molnar, Moss, Nash, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Wilson, Woodward, Zack, Bullard. (24) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent Agenda, were adopted. I HENRY APPROVE THE FOREGOING RESOLUTION STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Ruth Johnson, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on September 21, 2006, 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 21st day of September, 2006.