Loading...
HomeMy WebLinkAboutResolutions - 2008.12.11 - 9423MISCELLANEOUS REf:OLUTION #08. 267 BY: Finance Committee, Mike logers, Chairperson IN RE: DEPARTMENT OF INFORMATION TECHOLOGY/CLEMIS — ELECTRONIC CRASH CAPTURE & SUBMISSION GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS Information Technology/CLEMIS requests to implement an internally developed software program to create an electronic crash report to participating CLEMIS agencies; and • WHEREAS Information Technology/CLEMIS has applied for and has received a grant from the Michigan Office of Highway Safety in the amount of $208,902 for the period of November 12, 2008 through September 30, 2009; and WHEREAS the Department of Information Technology/CLEMIS was notified of the grant award via attached letter dated November 12, 2008; and WHEREAS progress/financial reports are due in January 2009, necessitating the need to expedite the acceptance process outside of the Board of Commissioners Grant Acceptance procedures which required approval to suspend the Board Rules by submitting a miscellaneous resolution directly to the Finance Committee; and WHEREAS the grant agreement has been processed through the County Executive Contract Review Process; and WHEREAS the total amount of the Electronic Crash Capture & Submission program is anticipated to be $548,000 which is included in the FY 2009 CLEMIS Fund budget; and WHEREAS the grant funds of $208,902 does not provide funding for positions but offsets the total project costs to provide funding for the cost of training law enforcement staff and purchase magstrip devices used to scan driver licenses as part of the software application to create accident reports developed by CLEMIS staff; and WHEREAS the software application can be used on either Mobile Data Computers that reside in the patrol vehicles or computers at the local police departments and the application will have the ability to import vehicle and driver information queries from the Michigan Secretary of State by the officers: and WHEREAS the use of the software will replace the paper report, eliminate the need to manually draw the street and vehicles picture required for the report, electronically submit the Michigan State Police, and make available for purchase on the Oakland County e-Commerce website thereby creating new revenue for use by CLEMIS and the participating agencies; and WHEREAS the additional revenue received by CLEMIS Fund which is based on estimated volume of crash reports available through the e-Commerce website is estimated to be $70,000 net of ACH, charge card or bank fees incurred; and WHEREAS acceptance of the grant acknowledges anticipation that the Electronic Crash Capture & Submission program would be incorporated into the operational budget of the CLEMIS fund after the use of the grant funds and implementation of program are completed. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts grant funding from the Michigan Office of Highway Safety in the amount of $208,902 with no county match requirement, for the period of November 12, 2008 through September 30, 2009. BE IT FURTHER RESOLVED that the acceptance of this grant does not obligate the County to any future commitment. BE IT FURTHER RESOLVED that the Fiscal Year 2009 Budget be amended as specified below: CLEMIS Fund 53500 FY 2009 Revenue 1080301-173080-630637 Enhanced Access Fee $70,000 1080301-116020-565882 Changes in Fund Equity ($70,000) Total CLEMIS Fund $ -0- December 11, 2008 Electronic Crash Cap Grt Revenue 1080305-173080-610314 Expense 1080305-173080-731458 1080305-173080-750170 Total Grant Fund Fund 29238 Grant -Federal Professional Svcs Expendable Equipment $208,902 $120,000 88,902 $208,902 $ -0- Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution, FINANC ,ZTE FINANCE COMMITTEE Motion carried unanimously on Greimel absent, a roll call vote with Potter, Coulter, Woodward and GRANT REVIEW SIGN OFF — Information Technology CLEWS GRANT NAME: FY 2009 Electronic Crash Capture & Submission Grant FUNDING AGENCY: Michigan State Police Office of Highway Safety and Planning DEPARTMENT CONTACT PERSON: Jamie Hess 248 858-7674 STATUS: Grant Acceptance DATE: December 3, 2008 Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed internal grant review. Below are the returned comments. The captioned grant materials and grant acceptance package (which should include the Board of 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 place 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 (12/1/2008) Department of Human Resources: Approved. Cathy Shallal (12/1/2008) Risk Management and Safety: Due to time constraints, approved with NO modifications. - Andrea Plotkowski (1212/2008) Corporation Counsel: After reviewing the above-referenced gam, I have two questions/issues which hopefully someone can answer for me. Sony, -these questions/issues might have already been discussed and resolved, but lam just getting back into the loop from being out on maternity leave. First, page 14 of the grant application states that "Law enforcement agencies participating in the grant will provide assistance with record keeping and fling information to include financial and progress reports required for thiq grant and necessary staff time to coMplete tasks. CLEMIS will fund • development of the application." How do we plan on ensuring that the participating law enforcement agencies will provide assistance? Also, is the development of the e -crash application complete? Second, page 15 of the grant application states "Law enforcement agencies participating in the grant agree to continue to promote and use electronic crash capture and submission hardware, software and . infrastructure equipment after the initial grant period has ended." How Can the County In sicf this promise? Do we have something frOIIII the participating law enforcement agencies giving the County this assurance? Except for the questions/issues outlined above, I have no other legal issues that must be resolved before the above-referenced grant is accepted by the County..— Jody Hall (12/3/2008) COMPLIANCE The grant agreement references the "Grant Management Requirements" included in the application. Below is a list of the specifically cited compliance related documents for this grant. Title VII of the Civil Rights Act of 1964 (EL. 88-352) htin://www.eeoe.gov/polioyivitiuml The Education Amendments of 1972 (20 Sec 1681, 1683, 1685,86) lattpliwww.usdoLgoviorticoricoordititleixstaihmi. The Rehabilitation Act of 1973, Section 504 (29 U.S.C. Section 794) bt1o:/1www.4o.,govfoasarnircsistatutesisee504.11trn Department of transportation Nondiscriminati'on on the Basis of Disability in Programs or Activities Receiving Federal Financial Assistance (49 CFR, Port 27) nttp://www-acces.goo.tovinaraicfewaisicix 0449cfr27 04.htnil Age Discrimination Act of 1975 42 U.S.C. Sections 6101-6107 ittto://www.dotuovinasam/regsistatutesiage act.htm. • Drug Abuse Office and Treatment Act of 1972 htto:llwww..nidamilLpv/about/le.eslationiChronoluy.htral Comprehensive Akohni Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 http://www.oida,nih.goviaboutflegislation/Curnun I ogy.html Public Health Service Act of 1912 (U.S.C. Sections 290 cid-3, 290 ec-3) ://ecir. °access. ovtc iititextitc te)w- Title VDT of the Civil Rights Act of 1968 — Fair Housing Act (42 Section 3601, et seq.) b11tOlvww.usdoi.Rovlartoliousinyi_title8.htm Michigan Elliott-Larsen Civil Rights Act — "Act 453 of 1976" ktp://www.legislatureintgovi(uo3lxgeltmrj5z557.2uivo,451/mileg.avx?paye—getobinct&obiectuarne----mel-Aet- 453-of496&efuervid---14718540 The Americans With Disabilities Act of 19911 (42 U.S.C., Sec 12101) littn://www.ada.govioubsiada.htm Highway Safety Act of 1966 (23 USC 402) http://www.ninsa.dot,govinlitswiwhatsuptTEA21/GrantMan/HTIvIL/07_Sc,:.t4021..Ag23USC ChaP4.htnal Executive Order 12549 —Debarment and Suspension . http://www.ardivesaavifederai-mnistericodificationiexecutive-order/12549.1ttinl Anti-Lobbying Act (18 USC Section 1913) • tit ://fr cce s o. o‘,g 1n/dilnal-ne=browse use &tiocid=Citer+ S USC1913 The Transportation Equity Act for the 21 g Century (TEA-21), Motor Vehicle Safety - Restrictions on Lobbying Activities (45 USC 30105) http;i1www.ntitsa.dotgoviniusa/Cfe titie4MtifotorVericieSafere-Title49-Ciinotcr.301-2006_pcif Drug-Free Workplace Act of 1988 http://friveh_gate.accessmo.govic-bio/Retcloc.c.a .i?clbnarncr-browsn uscezdoc..ictitc:+41USC70/ Buy American Act (41 1.1SC 10a) iitto://ftwebgate.access.po. go v/egi-bi nlg,-,tclo.cgi?cibnaine=browse uscSedocicl=Cite:+41IISC1Qa Federal Hotel]. Act - Political Activity of Certain State and Local Employees http://www.ose.goviliatchactiltrn Department of Transportation Uniform Administrative Requircxnents for Grants and Cooperative Agreements to State and Local Governments (49 CFR, Part 18) btto://www.access.Rpodzovin1raiefewai5idx_04/49cfr18 04.huni 4 JENNIFER M. GRANHOLNI GovERNOR STATE OF MICHIGAN DEPARTMENT OF STATE POLICE LANSING COL PETER C, MUNOZ DIRECTOR Since MICHAEL L. PRINCE, DIRECTOR Office of Highway Safety Planning November 12, 2008 Mr. James Hess Oakland County (CLERCS) 1200 North Telegraph - 49W Pontiac, Michigan 48341 - Dear Mr. Hess: SUBJECT: TR-09-05 The Michigan Office of Highway Safety Planning (OHSP) has approved $208,902 in federal funds far Highway Safety Pneject grant number TR-09-05, °Electronic Crash Capture & Submission Grant,' for the grant period of November 12, 2008 through September 30, 2009. This grant is approved with the following con dilionfa}: 1. Funding is contingent upon the availability of U.S, Department of Transportation Highway Safety Funds. 2. A grant orientation meeting is required and will be scheduled by your OHSP regional coordinator. 3. Any grant revision request that adds or deletes objectives and/or activities must have 01-ISP apprOval. Electronic progress and financial reports as well as support documentation are due on:: January 30, 2000, Apr 30, 2009, and *July 30, 2009, with final reports due on October 30, 200D, Copies of newspaper articles andlor press announcements are also requested. You may electronically attach progress and/or financial support documentation under the attachment section of the progress report. If faxing or mailing documentation, please include the above grant number on any paperwork. It is not necessary to send a paper copy of any information that has been electronically submitted.. Failure to comply with the 'Grant Management Requirements" or the conditions set forth in this approval letter may result in the delay of reimbursement or disallowance of reported costs. A copy of the approved grant can be obtained from the MAGIC website under the °management activities aection,' then select the "View a PDF of this application rink. If your reporting entity receives more than $500,000 a year in federal funds, you must report the amounts received on your audited financial statements, along with the appropriate CPDA number (enclosed), The Page IA lists the fund -hg sources included in your grant If you need additional information, please contact Spencer Simmons of OHSP at (517) 333-5326. Please contact your OHSP regional coordinator, Steve Schreier at (517) 333-5306 if you have any questions regarding your grant or the "Grant Management Requirements.' We look forward to working with you during the course of the project -Visit our website regularly at www.michican.aaviehsa for additional information regarding traffic safety issues. - bsr Enclosures cc: Director Laurie Van Pelt Chairman Bill Bullard Offim cl highway &tell, Planning (lOHSP) 4000 COLUNS ROAD • P.O, BOX 30833 * LANSING. MICHIGAN 411909-8133 up.m.rnichigan.gavinzp (517)336-64'71 G MICHIGAN Office of Highway Safety PlannIng Acceptable Back-Up Documentation for Federal Cost Claims In order to fully utilize all available grant funds, the lead agency needs to have a system in place to track expenditures and remaining balances on an on-going basis, All dates for which reimbursement is requested must be included in the strategic plan. Reimbursement requested for dates not included in the strategic plan will be denied. Please note— If the financial report is electronically submitted without back-up documentation being provided (either electronically or via fax), the financial report is not considered submitted. As a result, the regional coordinator will electronically "un-submit" the financial report and notify the grantee by email, if the financial report due date has passed, the financial report will be considered delinquent until the documentation is submitted and the report is are-submitted." Egglaglakakzu.19.d with Eactkailbursernent Request The grantee must submit a copy of the detailed general ledger, trial balance, budget/expenditure report or payroll journal (for grants with only personnel) produced by the grantee's official accounting system for the reporting period. The report must meet the following criteria: 1. It must reconcile to the reimbursement amount requested. 2. Grant costs must be in a separate account or cost center within the report. 3. It must be tied to the agency's accounting system, father than being a separately prepared spreadsheet or other document. 4. It must be subject to an independent audit when the accounting period is over. 5. It must provide detailed entries of costs incurred, not just a summary total Grantees purchasing equipment and car safety seats must provide copies of invoices. in addition, for law enforcement grantees a list of officer's names, dates worked, and amounts pald for each agency participating in grant-funded overtime patrols must be submitted on the enforcement grantee reimbursement form provided. If mileage is being claimed for reimbursement, the beginning and ending odometer readings Oust be Included on this form. It is the lead agency's responsibility to assure that costs of sub-grantees are accurately reported to them. The general ledger of the sub-grantees do not have to be submitted to OHSP, but must be kept available for review by OHSP, if requested. Additional Documentation to be Kept on File by the Grantee In addition to the above, the following documentation must be maintained by the grantee and any sub-grantees. These do not need to be submitted with cost statements, but must be retained in the agency's files as indicated below.. 1. For non-enforcement grantees — For wages or salaries reimbursed through the grant, time allocations for activities based on actual time worked must be maintained for all employees working on a combination of grant and non-grant activities. A brief description of the activities each day should be included. If a grantee's employee works 100% on one OHSP grant, time allocations are not required, but the employee must certify to this in writing at least semi-annually. . 2. For enforcement grantees — Daily records must be maintained showing the activity and hours worked for each officer included in the reimbursement request, including sub-grantee& in all cases, documentation supporting all costs claimed must be kept on file by the grantee and sub- grantee for three years after completion of the grant, and must be submitted or made available for review upon the request of OFISP. Documentation includes receipts, payroll records, general ledger reports, time documentation records, time certifications, daily records, and any other documents required to prove the costs claimed for reimbursement Updated: 10110/08 7 MICHIGAN Office of Highway Safety Planning Mileage Reimbursement Procedures for Federal Enforcement Grants Automotive costs for overtime enforcement will be reimbursed at a pre-determined amount per mile driven. Following are the procedures for claiming mileage costs: • Mileage costs will be reimbursed up to 5% of total overtime budget. To claim, this must be included in the approved grant budget. • Law enforcement officers must maintain daily logs, or other source documentation, to receive reimbursement for overtime enforcement mileage. (Prior approval from OHSP is required if using source documentation other than a daily log). Logs must include beginning and ending odometer readings for the vehicle used for the enforcement activity. • The daily logs must be made available to the regional coordinator and the accountant for review during monitoring visits. They are not required to be submitted With the cost statemenl, • The mileage claimed for reimbursement must apply strictly to grant enforcement activities. If an officer's daily or other source documentation includes activities other than overtime grant enforcement, the officer must track the miles accumulated for grant activity reimbursement separately. Along with the officer's overtime costs, the beginning and ending odometer readings must be entered on the enforcement grantee reimbursement form. The form will automatically calculate the amount to be reimbursed by multiplying the total miles driven during the enforcement period by the currently approved IRS mileage rate of $.585. Enter this calculated amount on the operating costs line of the financial report in E-grants. The enforcement grantee reimbursement form must be submitted with the financial report to support the amount claimed. • The amount being requested for reimbursement must also be entered in the agency's official accounting system in a separate account or cost center. (The same cost center can be used for the overtime as the mileage, but the costs must be separated from the agency's other non-grant-related activities.) The official accounting report is required to be submitted to request reimbursement. Please see the Acceptable Back-up Documentation for Federal • Enforcement Grants document for further details. in cur LUtit is relaltti to mileage reimbursement can be directed to Spencer Simmons at 517-333-5326 or via email at simmonssiemichigan.00v. Updated: 7/18/08 MICHIGAN Office of Highway Safety Planning List of Federal CFDA Numbers for Highway Safety Grants Fiscal Year 2009 CFDA Number Fund Type Fund Description 20.600 402 State & Community Highway Safety • 20.601 410- Alcohol Traffic Safety and Drunk Driving Prevention Incentive Grants 20.602 405 Occupant Protecrion 20.604 157 incentive Safety incentive Grants for Use of SeetheIts , 20.605 - 153 Safety Incentives to Prevent Operation of Motor Vehicles by intoxicated Persons 20.609 406 Safety Belt Performance Grants 20.610 408 • State Traffic Safety information System Improvement Grants 1 20.612 2010 Incentive Grant Program to Increase Motorcyclist Safety. 16.727 0.1,1DP Enforcing Underage Drinking Las Program . Updated 6/24/2008 9 Michigan State Police Office of Highway Safety Planning 4000 Collins Road P.O. Box 30633 Lansing, Michigan 48909-8133 (517) 336-6477 * * * * * HIGHWAY SAFETY GRANT APPLICATION 1. PROJECT TITLE Electronic Crash Capture SE Submission Grant 2. APPLICANT Oakland County (CLEM'S) 3. ADDRESS OF APPLICANT County of Oakland Pontiac 48341 4. STATE SENATE DISTRICT 5. STATE REPRESENTATIVE DISTRICT 6. US. CONGRESSIONAL DISTRICT 2, 3, 5, 6, 7, 8, 9, 10, li, 1, 15, 16, 17, 18, 19, 20, 2 7, 6, 3, 10, 11, 12, 13, 14 7. FEDERAL IDENTIFICATION NO. S. ANTICIPATED ACTIVITY START-UP DATE 38-6004876 10/1/2008 10 HIGHWAY SAFETY GRANT APPLICATION 9. STATEMENT OF THE PROBLEM AND BACKGROUND INFORMATION FY 2008-2009 Project Title: Electronic crash Capture & suhmissioh Applicant;id councy (OLtMIS) Currently the Michigan State Police (M5P), Criminal Justice Information Center (CJIC) is statutorily responsible for maintaining the state central. repository for crash records. Over 600 Michigan law enforcement agencies submit crash reports CUD-10) for each crash that occurs on a public roadway in Michigan. This process results in more than 400,000 crash reports annually. In the past 5-years the entire crash system has been updated through a project celLed Crash Process Redesign (CPR). System changes have included but are not limited to abiliey to accept crash reports electronically, development of a Web based crash reporting tool, improved processing efficiencies at CJIC, and improvements in crash locating Even though the system has the ability to receive crash report data electronically, the majority of law enforcement agencies submit their reports on paper (10% submitted electronically and 90% submitted on paper). Electronic processing of crash reportsprovide significant benefits in cost effectiveness, improved data quality, timeliness, consistency, and completeness as well as processing efficiencies. However, local law enforcement agencies experience significant technical and financial barriers in moving to automated crash processing systems. MSP-CJIC is interested in promoting electronic crash data submission though a series of OHSP funded projects to assist law enforcement agencies and consortiums in overcoming electronic crash processing barriers. CLEMIS is in a position to apply for grant funding to allow electronic capture and submission of crash reports and will begin the process upon receipt of this grant funding. CLEMIS is a unit of Oakland County's Department of Information Technology. Oakland County's Courts and Law Enforcement Management Information System, commonly called CLEMIS, is computer technology used by criminal justice and public safety agencies. By serving as a technical link among multiple agencies, CLEMIS promotes communication and sharing of criminal justice information. All CLEMIS systems are regional with consolidated databases and currently have 77 PSAPs using CAD, 67 agencies using RMS, 102 agencies using MDCs with over 1,800 MDCs, 67 agencies using Electronic Mugshot, 97 agencies using livescan and 34 FE's using FRMS. We also supply LEIN, NCIC, SOS, GIS Crime Analysis as well as numerous reporting capabilities. CLEMIS has been in existence for over 40 years starting with 3 Oakland County police departments. The CLEM1S Consortium currently has over 100 Law Enforcement agencies residing in 6 counties participating as members with various application uses. CLEMIS has 87 agencies using our RMS and for the year 2007, generated 114,771 CraSh'Reports.- 1 1 HIGHWAY SAFETY GRANT APPLICATION 10. GOALS FY 2008-2009 Project Title: Electronic Crash Capture & Submiica Applicant: Oakland Cc:linty (CLEMIS) Increase the percentage of crash fcrms created and submitted electronically from 0% to 100% by September 30., 2009. 12 HIGHWAY SAFETY GRANT APPLICATION II, ACTIVITIES AND PROCEDURES FY 2008-2009 Project Title: Electronic Crasn Capture & Submission Oakland County (CLEMIS) Applicant: CLEMIS electronic Crash Application Activity and Procedures 4th Qtr - 2008 • Gather system requirements • Develop initial beta application • Meet with beta user group 1St Qtr - 2009 • Complete Beta development • Install production servers / software • Start testing with MSP on electronic data submission • Meet with beta user group on finalized beta application • Purchase initial 50 Magstripes for pilot agencies and install 2nd Qtr - 2009 • Launch Pilot Agencies • Meet with Pilot Agencies on application modification needs • Complete electronic data submission with MSP. • Launch 2nd phase of Pilot Agencies • Complete finalized application • Purchase 50% of remaining Magstripes for full roll out 3rd Otr - 2009 • Begin full CLEMIS CohSortium implementation • Make necessary application modifications • Purchase remaining Magstripes for installation 4th Qtr - 2009 • Complete CLEMIS Consortium implementation. 13 HIGHWAY SAFETY GRANT APPLICATION 13. ACCEPTANCE OF AUDIT REQUIREMENTS FY 2008-2009 Project Title: Electronic Crash Capture & Applicant: Oakland County (CLEMIS) *NOTE: The reporting entity is the government unit responsible for the overall administration of the grant, not just your agency. Failure to complete this section may result in your grant award being delayed or cancelled. o My reporting entity* receives less than $500,000 a year. The following is information on the next organization-wide audit(s) which will include this agency: 1.a. *Audit Period: Beginning 10 / 1 / 2 coa Ending 9 /30 /29 (Date) (Date) 1,b. *Audit Period: Beginning_ Ending (Date) (Date) 2.a. Audit or written certification will be submitted to Financial Coordinator by: 3/31/2010 (Date) 2.b. Audit or written certification will be submitted to Financial Coordinator by: (Date) This project is federally funded and therefore is subject to The Single Audit Act of 1984 (P.L. 98-502), Effective July 1, 1996, if your reporting entity receives $500,000 or more in federal financial assistance a year, the grantee shall agree to have an audit conducted in compliance with OMB Circulars A-128 or A-133 if required. If a compliance audit is not required, at the end of each audit period we will certify in writing that we have not expended the amount of federal funds that would require a compliance audit ($500,000). If required, we will forward a copy of the completed audit(s), including the management letter covering the entire grant period to: Financial Coordinator Office of Highway Safety Planning 4000 Collins Road, P.O. Box 30633 Lansing, MI 48909-8133 NOTE: The audit or written certification must be submitted to OHSP no later than the ninth month after the end of the audit period. Additionally, we have or will notify our auditor of the above audit requirements prior to performance of the audit for the period listed above, We will also ensure that, if required, the entire grant period will be covered by a compliance audit which in some eases will mean more than one audit must be submitted. We will advise the auditor to cite specifically that the audit was done in accordance with 0IvIB Circulars A-128 or A-133. Any information regarding the OMB Circular audit requirements will be furnished by OHSP. • *NOTE: The Audit Period is the organization's fiscal or calendar year to be audited. Please complete both lines La. through 2.b. if your grant falls within two (2) separate audit time periods. 14 HIGHWAY SAFETY GRANT APPLICATION 14, LOCAL CONTRIBUTION FY 2008-2009 Electronic Crash Capture & Submisson Oanand County (CLEMIS) Project Title: Applicant: Law enforcement agencies participating in the grant will provide assistance with record keeping and filing information to include financial and progress reports required for this grant and necessary staff time to complete tasks. CLEMIS will fund the development of the application. 15 HIGHWAY SAFETY GRANT APPLICATION 15, PROJECT CONTINUATION FY 2008-2099 Project Title: Electronic Crash Capture 6. Sub on Aroicant: Oakland County CLEMIS) Law enforcement agencies participating in the grant agree to continue to promote and use electronic crash capture and submission hardware, software and infrastructure equipment after the initial grant period has ended. 16 rainina Staff Costs DESC RIP [ION TOTAL $120 r 00.0 $120, 000 nIM HIGHWAY SAFETY GRANT APPLICATION IL BUDGET DETAIL (cont'd) FY 2008-2009 Project Titje..,,plAr.TT,Inlo r*r.-Ar4.1.1 ranti•rp rbr. sai r-r-, Gran Applicant: Oakland cit. (cum's) CONTRACTUAL SERVICES TOTAL CONTRACTUAL SERVICES COSTS 17 898 $88,902 DESCRIPTION UNIT PRICE QUANTITY j TOTAL HIGHWAY SAFETY GRANT APPLICATION 12. BUDGET DETAIL (coned) FY 2008-2009 Project Title:„var.rarialg E UIPMENT Mag stri s ry4qh ranris-p guhminnion c;reln Applicant: Oakland County (CLEMIS) $99 TOTAL EQUIPMENT COSTS I $86,902 18 L FEDERAL/STATE AMOUNT + $208,902 MATCH AMOUNT=_ TOTAL PROJECT AMOUNT I $208,9021 $0 HIGHWAY SAFETY GRANT APPLICATION 12. BUDGET DETAIL (contld) FY 208-2009 Project Title: Eleutronic Cranh Caoture k Submission Gran Applicant: Oakland County (CLEMIS) RATE BASE (SALARIES & WAGES, OR TOTAL PERSONNEL COSTS, OR TOTAL DIRECT COSTS) TOTAL INDIRECT COSTS 19 GENERAL REQUIREMENTS 1. All correspondence to the Office of Highway Safety Planning (0)i5P) regarding this project shall include the project number. Example: OP-09-01, 2. A change in Project Director, Agency Contact Person, Financial Officer, Authorizing Official, addresses, or telephone numbers requires notification to OHSP and also to the on line application form. This information can be emailed to OHSP. 3. OHSP may Conduct a monitoring review of this highway safety grant. The purpose of this review Is to determine adherence to stated project objectives, to review financial procedures, and to ensure compliance with grant requirements. 4. All published reports generated `rom this project must include the following disclosure statement: (for all National Highway Traffic Safety Administration (NHTSA) grants) a. The opinions, findings, and conclusions expressed in this publication are those of the author(s) and not necessarily those of the Michigan Office of Highway Safety Planning or the U.S. Department of Transportation, National Highway Traffic Safety Administration. This report was prepared in cooperation with the Michigan Office of Highway Safety Planning and U.S. Department of Transportation, National Highway Traffic Safety Administration. 5. The grantee agrees to ensure that no person in the United States shall, on the grounds of race, color, religion, national origin, ancestry, age, sex, height, weight, marital status, physical or mental handicap or disability, political affiliation or beliefs, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this program. The grantee shall adhere to all applicable federal, state and local laws, ordinances, rules and regulations including, but not limited to, the following: a. The Grantee will comply with all Federal statutes and implementing regulations relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil 'Rights Act of 1964 (P.t. 88-352) which prohibits discrimination on the basis of race, colcaaor national origin (and 49 CFR Part 21); (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794), which prohibits discrimination on the basis ofatrandicaps (and 49 CFR Part 27); (d) the Age Discrimination Act of 1975, as amended (42U.S.C. §§ 6101-6107), which prohibits discrimination On the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970(P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse of alcoholism; (g) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§ 3601 et seq.), as amended, GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 20 relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; and, (j) the requirements of any other nondiscrimination statute(s) which may apply to the application; b. The Elliott Larsen Civil Rights Act, 1976 PA 453, as amended. c. The Americans with Disabilities Act of 1990, as amended, and regulations promulgated thereunder, d. The grantee's highway safety program provides adequate and reasonable aos.,eas for the safe arid convenient movement of physically handicapped persons, including those in wheelchairs, across curbs constructed or replaced on or after July 1, 1976, at all pedestrian crosswalks (23 USC 402(b) (1) (D)). 6. Debarment and Suspension: Grantee may not contract with or make any award of Highway Safety funds at any time to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in federal assistance programs under Executive Order 12549, "Debarment and Suspension." These restrictions and regulations remain in effect for the FY09 Grant year under the new Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users, (SAFETEA-LU). 7. Lobbying Restrictions are contained in (1) The Anti-Lobbying Act, 18 U.S.C. § 1913 . and (2) The Transportation Equity Act for the 21 5t Century (TEA-21), 49 U.S.C. § 30105. Restriction on Grassroots Lobbying - The Anti-Lobbying Act, which Congress broadened in scope in 2002, prohibits the use of appropriated funds, directly or indirectly, to pay for: any personal service, advertisement, telegram, telephone, letter, printed or written material, or other device Intended or designed to influence in any manner a member of Congress, a jurisdiction, or an official of any government, to favor, adopt, or oppose, by vote or otherwise, any legislation, law, ratification, policy, or appropriation, whether before or after the Introduction of any bill, measure, or resolution proposing such legislation, law, ratification, policy or appropriation. Violators are subject to a fine of not more than $500, imprisonment of not more than one year, or both, and removal from office, The Act prohibits the use of Federal funds for "grassroots" lobbying campaigns that encourage third ,parties, members of special interest groups or the general public to contact members of Congress or of a State or local legislature or an official of any government in support of or in opposition to a legislative, policy or appropriations matter. It applies to activities both before and after the introduction of legislation. These prohibitions apply to all DOT funds, including NHTSA funds awarded to States under grants, cooperative agreements and contracts. Accordingly, these prohibitions apply to State officials whose salaries are supported, in whole or in part, by NHSTA funds. TEA-21 Restrictions on Lobbying State and Local Legislators. The Transportation Equity Act for the 21st Century (TEA-21), which was enacted in 1998, prohibits the use of NI-ITSA funds for "any activity specifically designed to urge a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body." This prohibition Imposes additional lobbying restrictions on NHTSA, such as by prohibiting agency officials from: 'Visiting or sending letters to State or local legislators, urging them to favor or oppose specific State or local legislation pending in those jurisdictions; or GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 21 •Developing and providing to anyone (including lobbyists) materials designed expressly to advocate for the enactment or repeal of specific pending State or local legislation. It is NHTSA's continued view, however, that these restrictions do not apply to State officials engaged in State-sanctioned communications with their legislatures, even if their salaries are supported in whole or in part, with NHTSA funds. We believe that any direct communications between State executive officials and State or local legislators properly are governed by the laws, regulations and customary practice in the State. 8. Business Integrity Clause: The Agency may Immediately cancel the grant without further liability to the Agency or its employees if the grantee, an officer of the grantee, or an owner of a 25% or greater share of the grantee is convicted of a criminal offense incident to the application for or performance of a State, public, or private grant or subcontract; or convicted of a criminal offense including but not limited to any of the following: embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, attempting to influence a public employee to breach the ethical conduct standards for State of Michigan employees; convicted under State or Federal antitrust statutes; or convicted of any other criminal offense which, in the sole discretion of the Agency, reflects on the grantee's business integrity. 9. Indemnification: a. To the extent allowable by law, all liability to third parties, loss, or damage as a result of claims, demands, costs, or judgments arising out of activities, such as direct service delivery, to be carried out by the grantee in the performance of this agreement shall be the responsibility of the grantee, and not the responsibility of OHSP, if the liability, loss, or damage is caused by, or arises out of, the actions or failure to act on the part of the grantee, any subcontractor, anyone directly or indirectly employed by the grantee, provided that nothing herein shall be construed as a waiver of any governmental immunity that has been provided to the grantee or its employees by statute or court decisions. b. To the extent allowable by law, all liability to third parties, loss, or damage as a result of claims, demands, costs, or judgments arising out of activities such as the provision of policy and procedural direction, to be caried out by OHSP in the performance of this agreement shall be the responsibility of OHSP and not the responsibility of the grantee if the liability, loss, or damage is caused by, or arises out of, the action or failure to art on the part of any OHSP employee or agent, provided that nothing herein shall be construed as a waiver of any governmental immunity by the State, its agencies (OHSP) or employees as provided by statute or court decisions. c. To the extent allowable by law, in the event that liability to third parties, loss, or damage arises as a result of activities conducted jointly by the grantee and OHSP in fulfillment of their responsibilities under this agreement, such liability, loss, or damage shall be borne by the grantee and OHSP in relation to each party's responsibilities under these joint activities, provided that nothing herein shall be construed as a waiver of any governmental immunity by the grantee, the State, its agencies (OHSP) or their employees, respectively, as provided by statute or court decisions. GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 22 10. The grantee agrees to abide by the Federal Drug-Free Workplace Act of 1988 (49 CFR Part 29 Sub-part F). 11. For Federally Funded Grants Only; a, Buy America Act: Only items produced in the United States may be purchased with Federal funds unless the State can show that such domestic purchases would be inconsistent with the public interest; that such materials are not reasonably available and are of an unsatisfactory quality; or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. Clear justification for the purchase of non-domestic items must be In the form of a waiver request submitted to OHSP for approval by the appropriate governing authority. b. The recipient or its contractor agrees to ensure that minority business enterprises, as defined in 49 CFR Part 23, have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds provided under this agreement. In this regard, all recipients or contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that minority business enterprises have the maximum opportunity to compete for and perform contracts. Recipients and their contractors shall not discriminate on the basis of race, color, national origin, or sex In the award and performance of DOT-assisted contracts. 12. The Hatch Act - OHSP grantees will comply with the provisions of 5 USC §§ 1501-1508 and implementing regulations of 5 CFR Part 151, concerning 'Political Activity of State or Local Offices, or Employees", GENERAL PUBLIC INFORMATION AND EDUCATION REQUIREMENTS 1. All data, materials, plates, negatives, camera-ready copy, designs, concepts, photographs, video, and audio financed with grant funds shall be delivered to the grantee. The items will remain the property of the Michigan State Police, Office of Highway Safety Planning, and shall not be subject to copyright protection by the vendor or their agents. Items will be submitted to oi-isp immediately after production of the item. OHSP will hold the final grant reimbursement until all of the above items have been submitted. The grantee shall not enter into an agreement that includes any time limits on rights for music, talent, artwork, or photographs. The grantee shall inform all vendors, subcontractors, or their agents of this requirement before authorizing work to be performed. 2. All printed public information and education materials and videos are required to contain logos as designated by OHSP, which are available in electronic formats upon request. See printing requirements listed below for more details. Audio materials must Include an ONSP tag line. All materials including audio and video materials, must be approved by your 01-15P program coordinator prior to production. Audio and video scripts must first be submitted for review and approval. Approval will be given within one week of recejpt by OHSP. GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 23 All videos, print photography, or graphics shall depict drivers and passengers to be properly restrained by safety belts or child passenger safety devices unless the lack of restraints is for demonstration or educational purposes. State of Michigan Printing requirements: In all cases, recycled paper must be used, if available, and if the cost does not exceed the cost of virgin paper by more than 10 percent. If the Item is printed on recycled paper, a recycled logo must be used to indicate the use of recycled stock. The following items require the approval of your OHSP program coordinator: - printing requiring two or more colors of ink - annual reports - newsletters - printing requiring photographs - printing projects that include silk screened folders or binders, die-cut folder or covers, holograms, foil printing, embossing, or engraving Alternatives to using more than one color of Ink may include the use of colored paper or special screening to give an additional color effect. Paper Stock shall be standard sizes, as unusual sizes or special-order paper stock are more expensive than standard size and result in additional waste, All other printing requests produced in a single color must also be approved by the OHSP Division Director. Examples include: - training materials - bulletins - letterhead - envelopes - posters - postcards - informational flyers - directories - forms Copies OHSP will require 10 copies of any publication produced with federal traffic safety grant - funds if the items are not distributed statewide. OHSP will require 25 copies of any of the following produced with federal traffic safety grant funds jf they are distributed statewide. These copies are distributed throughout the state of Michigan's library system: - annual reports - manuals, handbooks, and training materials - news releases - statistics GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 24 OHSP will require 15 copies of any of the following produced with federal traffic safety grant funds if they are distributed statewide. These copies are housed as part of the state of Michigan's library system: - Posters - general information publications (brochures, flyers) If the publication is available on a publicly accessible website, a link to the document must also be provided to OHSP. The state of Michigan's library system will then include it in its digital archive. 3. CLOSED CAPTIONING. All videotape or DVDrs must be closed captioned. 4. Public communications or news releases concerning this project shall state that the project is financed with funds administered through OHSP. 5. For Federally Funded Grants Only: a. The following byline shall be placed on all printed public information and education materials: "This material was developed through a project funded by the Michigan Office of Highway Safety Planning and the U.S. Department of Transportation." b. The purchase of program advertising space by grantees on TV, radio, magazines, newspapers, billboards, etc., is not eligible for reimbursement. PROGRAM REQUIREMENTS 1. Progress reports are required to be submitted throughout the grant period. The due dates for these reports are specified in the approval letter and must be submitted through the on line system. Reports shall describe activities undertaken to accomplish each project objective as well as progress toward impacting the problem statement and activities planned for the next quarter and obstacles encountered or anticipated. Progress reports must be submitted in order for OHSP to process financial reimbursement. 2. The final progress report is due on the date stated in the approval letter and shall include a summary of all activities and accomplishments for the entire grant period. Please include the following information in the Project summary: a. A brief description of the project's purpose and the problem it addressed. • b. A list of significant accomplishments or activities of this project that addressed the project objectives. C. A summary of how this project impacted the initial stated problem. 3. Out-of-state travel requires prior written approval by the OHSP Division Director. A written request shall be submitted on the form provided with these requirements. Requests shall be submitted at least 30 days in advance of anticipated travel. NO GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 25 EXCEPTIONS. Do not make any financial commitment prior to OHSP approval. 4. If a project modification is required, the grantee shall contact the OHSP program coordinator for prior approval. S. For Enforcement Grants Only a. Enforcement activity data shall be submitted to OH5P at least monthly. Agencies shall use the Enforcement Report connected to the web based grant system. b. Only Michigan COLES certified police officers or Michigan State Police Motor Carrier officers shall be used on enforcement projects. c. Use of part-time officers on enforcement projects is restricted and must comply with OHSP policy. PRIOR APPROVAL IS REQUIRED. Contact OHSP for a copy of this policy, d. Grantees acting as a project director of a multi-agency grant must provide the participating agencies with a copy of these Grant Management Requirements. e. Overtime grant funds CANNOT be used for activities such as traffic control, motorcades and dignitary protection during election seasons. Overtime funds can only be used for activities approved in the grant. GENERAL FINANCIAL REQUIREMENTS 1. Only program activities and expenses detailed in the approved grant budget and incurred during the grant period are eligible for federal reimbursement. Expenses incurred that are not detailed in the approved grant budget or outside of the grant period will not be reimbursed. 2. Goods purchased through the grant shall be received in acceptable condition. If goods are not received in acceptable condition within thirty (30) days prior to the grant ending date, the grantee shall contact the OHSP program coordinator. 3. The grantee shall use generally accepted accounting principles. 4. Costs charged to this grant cannot be charged to any other program. 5. All costs shall be actual and supported by source documentation. Financial reimbursement will be delayed until all backup documentation is received by OHSP. A document entitled "Acceptable Back up Documentation for Federal Cost Claims" is available from OHSP to assist with identifying adequate back-up documentation. For enforcement grantees - Daily records and any other documents required to prove the costs claimed for reimbursement must be maintained showing the activity and hours worked for each officer included in the reimbursement request, including sub-grantees. The records must be submitted or made available for review upon the request of OHSP. 6. A separate account or fund must be established for this project. A separate account is required to be maintained by all agencies receiving federal grant funds from the Office of GP.ANT MANAGEMENT REQUIREMENTS-electronic copy — FY09 Updated: 6/6/08 26 Highway Safety Planning (OHSP), regardless of the dollar amount. It is the responsibility of the oversight agency to insure that all sub-agencies meet this requirement. However, the general ledgers of the sub-agencies are not required to be submitted with requests for payment unless specifically requested by OHSP. 7. Costs must be net of all applicable credits such as purchase discounts, rebates or adjustments of overpayments or erroneous charges. 8. The following deviations from the approved budget require PRIOR approval from OHSP: a. A specific item of cost not included in the approved budget, b. An increase in the number of a specific item over and above the total authorized. • c. A transfer between major budget categories in excess of 10% of the category being increased. 9. Procurement Methods: a. ComaeRion: Grantees shall conduct all procurement and contractual transactions, without regard to dollar value, to provide maximum, open and free competition. Maximum, open and free competition shall be assured through the distribution of an adequate number of proposal solicitations. b. Small Purchase Procedures: Small purchase procedures are those relatively simple and informal procurement methods for securing services, supplies, or other property that do not cost more than $25,000 in total. If small purchase procedures are used, price or rate quotations must be obtained from at least three (3) qualified sources. c. Competitive Bids: For purchases over $25,000, the grantee shall follow their competitive bid process providing it is at least as restrictive as the process required by the State of Michigan. The grantee or their contractor agrees to ensure that minority business enterprises, as defined in 49 CFR Part 23, have the maximum opportunity to participate in the performance of contracts and subcontracts financed, in whole or in part, with federal funds provided under this agreement. In those instance where three (3) bids have not been received, a full explanation, along with the names and addresses of those firms and individuals requested to bid, and including reasons why agencies failed to bid, must be forwarded to OHSP for approval prior to awarding a contract. 10. Documentation for costs shall be maintained for three years following final reimbursement. 11. Any program Income received shall be used exclusively to further traffic safety project activities. Program income is defined as gross income earned by the grantee from grant supported activities, such as the sale of items developed with federal funds. Contact the OHSP program coordinator for further information. GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 27 12. For Federally Funded Grants Only: Supplanting The replacement of routine and/or existing state or local expenditures with the use of federal grant funds for costs of activities that constitute general expenses required to carry out the overall responsibilities of a state or local agency is considered to be supplanting and is not allowable. The subgrantee shall not use grant funds to supplant state or local funds, or, other resources that would otherwise have been made available for this program. Further, if a position created by a grant Is filled from within, the vacancy created by this action must be filled within 30 days. If the vacancy is not filled within 30 days, the subgrantee must stop charging the grant for the new position. Upon filling the vacancy, the subgrantee may resume charging the grant position. The Financial Officer or Authorizing Official may not be funded under this grant. COST REIMBURSEMENT 1. All OHSP projects are based on the cost reimbursement concept; i.e., state or local funds shall be expended before reimbursement is provided. 2. Reimbursement is based on submission of progress and financial reports. A Financial Report submitted to OHSP by a grantee shall contain the following to be considered complete: • a.. All applicable information requested and submitted on line. b. Electronic signatures as indicated by agency passwords for the agency's Financial Officer and Project Director. c. A copy of a report for the current period generated by the grantee's official accounting system which shows a description of the Item and the actual • amount spent. Some examples of acceptable reports include a detailed general ledger, a transaction ledger, a payroll journal, or a detailed budget/expenditure report. The report must reconcile to the amount being requested for reimbursement. d. FOR ALL ENFORCEMENT GRANTS: Officer names, dates and amounts paid must be provided for each agency participating in grant funded overtime • patrols. 3. Financial Reports are due, at a minimum, on a quarterly basis. Financial Report due dates are specified In the grant approval letter. Monthly reporting is acceptable; however, grantees must notify OHSP if monthly reporting will be done. Financial Reports must be submitted even when the project experiences no costs. In this case, a "zero' Financial Report shall be submitted. The submission of Financial Reports is • mandatory and non-compliance can result in termination of the grant. 4. The Project Director shall ensure that Financial Reports are submitted in compliance with reporting deadlines. GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 28 5. Reimbursement will be delayed until back up (2a - 2d) are received by OHSP. BUDGET COST CATEGORY REQUIREMENTS PLEASE REFER TO THE FOLLOWING FOR SPECIFIC REQUIREMENTS OF BUDGET COST CATEGORIES. ONLY REQUIREMENTS FOR COST CATEGORIES CONTAINED WITHIN YOUR APPROVED GRANT BUDGET APPLY. PERSONNEL COSTS 1. Payments for salaries and wages shall be supported by a time and attendance report, or equivalent records, based on an after-the-fact distribution of time, which shows details of the activities performed. For enforcement grantees, a daily activity log must be completed for all time requested for reimbursement, and the time on the daily must agree with the hours requested. Reimbursement shall be based on actual costs NOT budgeted rates. If a grantee works 100% on federal programs, s/he will certify in writing to this at least semi- annually. Time documentation records shall be kept on file at the agency, and must be submitted with other financial back-up if requested by OHSP. 2. Fringe benefit costs shall be actual. 3. The rate of pay for grant-funded overtime shall be determined according to the grantee's policy, contract, or employment agreement. Overtime rates must be applied consistently to all activities of an agency - higher rates may not be established just for federal grants. 4. Agencies shall comply with all state labor laws. CONTRACTUAL SERVICES Contractual services are services of individual consultants or consulting firms engaged in performing special services pertinent to highway safety. All grantees or sub-grantees awarding contracts or sub-contracts shall comply with the • .terms and conditions of Title 49 Code of Federal Reguations, Part 18-Uniform Administrative Requirements For Grant And Cooperative Agreements To State And Local Governments, §18.36 Procurement. A copy is available from OHSP upon request. NOTICE: All contracts, for the purpose of developing public information materials (print, audio, or video) must be submitted to the appropriate OHSP program coordinator for review PRIOR to entering into the contractual agreement with the vendor. OPERATING COSTS 1. Vehicle costs submitted shall be actual. 2. The grantee's in-house travel regulations shall be followed as published. If no such regulations are published, the grantee shall abide by State of Michigan travel regulations (copy enclosed if appropriate). GRANT MANAGEMENT REQUIREMENTS-electronic copy - FY09 Updated: 6/6/08 • 29 3. Postage, telephone and grant related travel costs shall be documented by log or meter and submitted with the reimbursement request. 4. Only eligible operating costs specifically listed in the approved grant budget will be reimbursed. EQUIPMENT 1. Only eligible equipment specifically listed in the equipment section of the approved grant budget will be reimbursed. Equipment costs shall be reimbursed according to the match requirements as specified in the approved grant budget. 2. Equipment purchases shall be initiated within the time period specified in the approved grant. "Initiated" means bids were solicited, accepted, and items have been ordered. If there is a reason a grantee is unable to meet this requirement, the OHSP program coordinator shall be contacted immediately. 3. Equipment purchased through this grant shall be used only for highway safety activities throughout its useful life. 4. If the equipment is disposed of, or ceases to be used for highway safety activities, and the equipment is determined to have a Current Fair Market Value of $5,000 or more, OHSP reserves the right to retain or transfer title to all items. OHSP may allow the holder of the equipment to retain title of the equipment and reimburse the federal share of the fair market value of such equipment. The Current Fair Market Value shall be determined as follows: a. Appraisal by an independent source with expertise in valuation of similar items is the preferred method of valuation for equipment. b. For vehicles, blue book values, taking into consideration the physical condition of the vehicle, may be used. c. If a fair market value based on appraisal or blue book values can not be determined, the value may be based on IRS depreciation schedules. Only straight line depreciation may be used. 5. For Federally Funded Grants Equipment with a cost or 85,000 or more shall be tagged by the grantee for inventory control purposes. In addition, the OHSP Equipment Record System Farm with all applicable information completed shall be submitted with the grantee's reimbursement request. The grantee shall complete an equipment inventory form sent to them by OHSP each year that the value remains $5,000 or more, and shall make the item available for physical review by OHSP staff when requested. INDIRECT COSTS Indirect costs cannot be specified in all situations because of the diverse characteristics and accounting practices of governmental units. Typical examples of indirect costs may include GRANT MANAGEMENT REQUIREMENTS -electronic copy - FY09 Updated: 6/6/08 30 certain state/local-wide central service costs, general administration of the grantee department or agency, accounting and personnel services performed within the grantee department or agency, depreciation or use allowances on buiidings and equipment, the costs of operating and maintaining facilities, etc. Indirect costs shall be provided at a negotiated rate mutually acceptable to the grantee and OH5P. The indirect cost rate shall be developed in accordance with Federal Circular 4-87 and shall be supported by the grantee's central service cost allocation plan or Its equivalent. The indirect cost rate must be approved by the grantee's federal cognizant agency, with written documentation maintained by the grantee. If the grantee does not have a federal cognizant agency, OHSP will serve in this capacity. TERMINATION If a grant is terminated by OHSP for failure to meet the grant management requirements, the grantee shall not be eligible to seek grant funding for a perod of two years. In order to obtain a grant after the two-year period, the grantee will be required to submit written assurance that the identified deficiencies have been corrected. Additionally, the agency may be required to submit monthly financial reports to allow for increased financial monitoring, GRANT MANAGEMENT REQUIREMENTS -electronic copy - FY09 Updated: 6/6/08 31 HIGHWAY SAFETY GRANT APPLICATION MULTI-AGENCY PROJECT (APPENDIX A) FY 2008-2009 Project Title: Electronic Crash Capture & SuL,misslor, Gran Applicant: oakland counLy (CLENIS) Michigan Office of Highway Safety Planning Grant Management Requirements - AGREEMENT The undersigned individuals authorized to represent the participating agencies in this grant project have reviewed the OHSP Grant Management Requirements and agree to comply with all conditions and requirements set forth. NAME ADDRESS Jamie Hess 12 0 N. Telegraph - Bldg 49W TITLE CITY, STATE, ZIP CLEMIS Chief Pontiac, MI 48341-0421 _ AGENCY EMAIL ADDRESS CLEM S hes sj igoakgov . com TELEPHONE NUMBER FAX NUMBER (248) 858-7674 (248) 858-5140 1 NAME ADDRESS TITLE CITY, STATE, ZIP AGENCY EMAIL ADDRESS TELEPHONE NUMBER FAX NUMBER . 'NAME ADDRESS I TITLE CITY, STATE ZIP AGENCY EMAIL ADDRESS ,.- - TELEPHONE NUMBER FAX NUMBER NAME ADDRESS TITLE CITY, STATE. ZIP _ AGENCY EMAIL ADDRESS TELEPHONE NUMBER FAX NUMBER NAME ADDRESS TITLE CITY, STATE. ZIP AGENCY EMAIL ADDRESS TELEPHONE NUMBER FAX NUMBER g2 HIGHWAY SAFETY GRANT APPLICATION 17. HIGHWAY SAFETY PROGRAM GRANT TERMS AND CONDITIONS FY 2008-2099 Project Title: Electronic Cranh Capture & Submission Gran Applicant: Oakland County (CLEMM CERTIFICATION BY PROJECT DIRECTOR I certify and agree that a grant received as a result of this application is subject to the general requirements governing Office of Highway Safety Planning projects and Grant Management Requirements, including special conditions; to comply with provisions of the Act governing these funds and all other federal laws; that all information presented is correct; that there has been appropriate coordination with affected agencies; that I am duly authorized by the Applicant to perform the tasks of Project Director as they relate to the terms and conditions of this grant application; that costs incurred prior to grant approval may result in the expenses being absorbed by the subgrantee; and, that funds received through OHSP will not be used to supplant state or local funds. NAME ITITLE Mr. James D Hess CLEM'S Chief AGENCY ADDRESS Oakland County (CLEM'S) 1200 N . Telegraph - 4914 ,PHONE NUMBER (248) 858-7674 Pontiac 48341 FAX NUMBER EMAEL ADDRESS (248) 858-5140 he s sj @oakgov . corn SIGNATURE DATE AGENCY CONTACT PERSON al different than gram Project Director) NAME Mr. James D Hess AGENCY Oakland County (CLEMIS) PHONE NUMBER (248) 858-7674 FAX NUMBER (248) 858-5140 TITLE CLEMIS Chief ADDRESS 1200 N. Telegraph - 49W Pontiac 48341 EMAIL ADDRESS he s s @o akgov OTa 33 NAME TITLE Director Director Laurie VanPelt HIGHWAY SAFETY GRANT APPLICATION 11, HIGHWAY SAFETY PROGRAM GRANT TERM.S AND CONDITIONS (cont'd) FY 2008-2009 Project Title: Elevzranic Crash Capture & Sutmisslon Gran Applicant: Oak:and Cuunty (CLEMIS) CERTIFICATION BY FINANCIAL OFFICER certify and agree that a grant received as a result of this application is subject to the general requirements governing Office of Highway Safety Planning projects and Grant Management Requirements, including special conditions; to comply with provisions of the Act governing these funds and all other federal laws; that all information presented is correct; that there has been appropriate coordination with affected agencies; that I am duly authorized by the Applicant to perform the tasks of Financial Officer as they relate to the fiscal terms and conditions of this grant application; that costs incurred prior to grant approval may result in the expenses being absorbed by the subgrantee; and, that funds received through OHSP will not be used to supplant state or local funds. AGENCY Oakland County Department of Managemen PHONE NUMBER (248) 858-2163 FAX NUMBER ADDRESS 2100 Pontiac Lake Road, 41 West Waterford 48328 mm EMAIL ADDRESS vnnpeltIgoakgov.com CERTIFICATION BY OFFICIAL AUTHORIZED TO SIGN I certify and agree that a grant received as a result of this application is subject to the general requirements governing Office of Highway Safety Planning projects and Grant Management Requirements, including special conditions; to comply with provisions of the Act governing these funds and all other federal laws; that all information presented is correct; that there has been appropriate coordination with affected agencies; that I am duly authorized to commit the applicant to these requirements; that costs incurred prior to grant approval may result in the expenses being absorbed by the subgrantee; and, that funds received through 01-1SP will not be used to supplant state or local funds. NAME TITLE Chairman Bill Bullard Chairman of the Board AGENCY ADDRESS Oakland County Board of Commissioners 1200 D1 Telegraph Rd. PHONE NUMBER (248) 858-0102 Pontiac. 48341 FAX NUMBER EMAIL ADDRESS builardbOoakgov.com 34 Resolution #08267 December 11, 2008 Moved by Rogers supported by Clark the resolutions (with fiscal notes attached) on the Consent Agenda be adopted (with accompanying repuFib beiliy aueeptud). AYES: Burns, Clark, Coulter, Crawford, Douglas, Gershenson, Gingell, Gosselin, Gregory, Greimel, Hatchett, Jacobsen, Kowail, Long, Middleton, Nash, Potts, Rogers, Scott, Spector, Woodward, Zack, Bullard. (23) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent Agenda were adopted (with accompanying reports being accepted). STATE OF 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 December 11, 2008, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed tne seal of the County of Oakland at Pontiac, Michigan this 11th day of December, 2008. Ruth Johnson, County Clerk