HomeMy WebLinkAbout20132610.tiffRESOLUTION
RE: APPROVE GRANT CLOSEOUT AND FINANCIAL RECONCILIATION FOR 2011
COVERDELL FORENSIC SCIENCE IMPROVEMENT PROGRAM AND AUTHORIZE
ELECTRONIC SUBMITTAL
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Grant Closeout and Financial
Reconciliation for the 2011 Coverdell Forensic Science Improvement Program (Grant #2011-CD-
BX-0070) from the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Northern Colorado Regional Crime Laboratory, to
the U.S. Department of Justice, Office of Justice Program, and
WHEREAS, after review, the Board deems it advisable to approve said grant closeout, a
copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Grant Closeout and Financial Reconciliation for the 2011 Coverdell
Forensic Science Improvement Program (Grant #2011-CD-BX-0070) from the County of Weld, State
of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the
Northern Colorado Regional Crime Laboratory, to the U.S. Department of Justice, Office of Justice
Program, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Clerk to the Board be, and hereby is,
authorized to electronically submit said grant closeout.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 16th day of September, A.D., 2013.
BOARD OF COUNTY COMMISSIONERS
WELD CO Y, COLORADO
ATTEST: y�
Weld County Clerk to the Board
BY:
Deputy Cler
APP
the Board
my Attorney
Date of signature: SEP 2 6 2013
Iliam arcia, Chair
CGS
Dougl ' ademac ef, Pro -Tern
P. Conway
ike Freeman
Barbara Kirkmeyer
ee,'sC) f.�r A!)
2013-2610
SO0034
Closeout - Financial Reconciliation Page 1 of 1
US DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
Financial Reconciliation
Grantee Name: Weld County
Award Number: 2011-CD-BX-0070
Award Amount: $130,900.00
Project Period Begin Date: 10/01/2011
Project Period End Date: 06/30/2013
Grant Manager: Alan Spanbauer
OJP Vendor Number: 846000813
Expenditure/Obligation End Date: 06/30/2013
Liquidation End Date: 09/28/2013
Submit Your Closeout Package By Date: 09/28/2013
Closeout Status: Draft - Grantee
Status Date: 07/17/2013
1. Federal Award
(a) Award Amount
(b) Total Federal Share of Outlay (SF -425 We)
(c) Remaining Federal Funds
2. Non -Federal Match
Note:Non-Federal Match is not Required for this Award, however, at the time of application submission, you
included a match.
(a) Required
(b) Recipients Share of Outlays (SF -425 l0j)
(c) Difference
3. Total Project Budget & Costs
(a) Total Approved Project Costs (la + 2a) Budget $130,900.00
(b) Total Actual Project Costs (lb + 2b) Actual $130,880.52
4. Total Federal Share of Outlays & Drawdowns
(a) Total Federal Share of Outlays (SF -425 10e)
(b) Total Drawdowns
(c) Difference
5. Total Program Income
(a) Program Income (SF -425 101)
(b) Program Income Spent (SF -425 10n)
(c) Balance (Due From) Grantee (SF -425 100)
6. Closeout Balance (4c + 5c)
(a) Funds Due OJP [(4c + Sc) < 0]
(b) Funds to Drawdown [(4c + 5c) > 0]
$130,900.00
$130,880.52
$19.48
$0.00 Override: $
$0.00
$0.00
$130,880.52
$130,880.52
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
*If you override Non -Federal match in 2(a), you are required to enter a justification.
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2013-2610
https://grants.ojp.usdoj.gov/gmsexternal/closeout/loadFinancialRecon. st?awardNumber=20... 9/3/2013
Weld County Sheriffs Office
Federal Coverdell Grant # 2011-CD-BX-0070
15 July 2013
NARRATIVE: January to June 2013
PROGRESS TOWARDS GOALS/OBJECTIVES
GOAL: Improve the quality of service provided by the laboratory and to prepare for ISO
accreditation.
Objective One: Purchase of the Computers, monitors, scanners and barcode readers to
coincide with the implementation of the LIMS provided by the CBI.
a. Activities implemented: Purchase orders were placed for the purchase of both the
desktop workstations as well as the purchase of computers for use in the
laboratory areas that will coincide with the implementation of a laboratory
information management system (LIMS). The LIMS is part of the process of ISO
accreditation along with the migration of the laboratory from 4 different locations
into a single facility. These purchases complete the process of identifying and
obtaining the items of equipment/supplies necessary to assist the lab in the ISO
accreditation. By delaying the purchase until the building was close to opening we
were able to obtain the most current technologies in computer systems and to
bring them directly into the laboratory. We are now in the process of establishing
training on the use of the LIMS with the computers we have purchased.
1
b. Problems encountered: There were no problems encountered in the last 6 month
period referencing this Objective.
Goal Outcome Measures:
a. Indicators: These purchases have been made, but have not been fully implemented
so it is hard to determine their impact on efficiencies at this time. The
workstations will be incorporated into a new lab facility using a new LIMS so
there will be an expected delay as analysts learn the new system. However, there
are expectations that the LIMS once fully implemented will provide streamlines
that will help in both the analysts reporting of results as well as in managing the
process and progress of work.
b. Funds expended: $33,099.91; KVM switches, computer workstations, monitors
and portable computers.
c. Significant changes: None.
d. Changes being proposed to improve the program: The lab director has gone back
to the concept of having a few tablets in the lab areas so they can easily move
from work area to work area within their specific lab unit. This will allow the
examiners to walk into a unit, start a tablet up to work in the lab, save the
information and download that information to the LIMS, and then work at their
desktop to compile data and write reports.
Any additional changes will be incorporated once we move into the new facility;
with the plans and designs for efficiencies dependent upon the workflow
processes that will be established in the new facility.
2
Objective Two: Purchase of a FRED C to replace the sewer currently being used in the
digital media section.
This objective is completed. See Jan to July 2012 Narrative for details.
Objective Three: Purchase of a SICAR® software, a footwear and tire tread
software product.
This objective is completed. See Jan to July 2012 Narrative for details.
A new objective was not created when the lab sought to modify the budget, however, the
following information will be provided to track the purchase of items approved that are
related to the latest budget modification GAN (005).
Objective Four: Expand the capacity of the Regional lab to optimize its effectiveness and
service to the Region.
a. Activities implemented: The activities related to this fourth objective were
completed between July and December 2013. See July to December 2012
Narrative for details.
b. Problems encountered: N/A
Goal Outcome Measures:
e. Indicators:
f. Funds expended: None for this objective.
g. Significant changes: None.
3
Changes being proposed to improve the program: Changes to the program will be made
in the form of implementation of the equipment and software with the expected
improvements to be observed once validated and our operating procedures updated to
include the use of the new equipment.
Overall summary of the 2011-DN-BX-0070 project:
It is very difficult at this time to give a complete overall summary of the value of the project to
the regional lab. However in one specific discipline changes were made to upgrade the
comparison process of latent fingerprints. Due to circumstances in the lab there was a 15 month
period of time in which we had two examiners in the lab and it was during this transition period
that changes were made in the comparison procedures. This change was to migrate from the
system of using a "loop" to view latent prints and make comparisons to a software program that
would take the images and put them onto a screen for side by side comparisons. This
modification was readily accepted by the examiners in part because it reduced strain on back and
eyes. At the same time, data collected over a one year period indicated that there was an increase
in the number of identifications made per case submitted. The uniqueness of each case makes it
difficult to do a direct correlation, however one can expect over the course of 15 months things
average out in terms of the complexity of cases. It would appear that the implementation of this
software did allow for our examiners to increase the number of cases they processed and also
increase the number of identifications made. One further note, there were no other changes made
in techniques and any training in latent prints was received before this data was collects,
indicating that this improvement can be most closely linked to a change in the comparison
process.
4
One other significant purchase made was that of a Forensic Recover of Evidence Device
(FRED). A review of the statistical data from the examiner for a period of 10 months prior to
using the FRED compared to the 8 months after indicates; one, a reduction in the number of
hours per case spent on analysis and two, an increase in the number of cases being completed
per month. This device allows for a computer, cell phone or other electronic device to have its
contents imaged prior to analysis once connected. The analysis time reflects both the time
downloading images as well as direct hands on time reviewing images. Before adding this
workstation to the lab the examiner was limited in the number of cases he could process due to
the time required to image an electronic device. He is now able to review data on one FRED
while imaging with another and as a result improve our overall efficiencies.
In conversation with the examiner he confirmed what the statistics indicate; he is able to get
more work done by allowing the FREDs to expand his capacity to work cases. We are observing
an increase in the number of cell phone cases and he can dedicate one FRED to that while using
the others to image a computer or process images collected earlier.
These two examples are indicators of the improved efficiencies we have seen with some of the
items we were able to secure through this grant. We anticipate once we are in the new facility we
will see additional efficiencies and at the same time a continuation in the quality of the work
being produced.
5
Latent Evidence Processed
LOOP
# of cases
# of items
hrs process
hrs
analysis
hrs
compare
hrs
database
# ID's
total hrs
Apr -12
27
82
6.75
17.75
2.75
4.75
12
32
May -12
67
191
13.5
54.25
4.5
11
13
83.25
Jun -12
75
239
11
44.75
7.5
5
10
68.25
Jul -12
45
114
8
10
2.25
4.75
11
34.75
Aug -12
56
169
1.5
12.25
3.25
4.75
11
24.75
Sep -12
15
38
3.5
6.5
1
0.75
7
11.75
Oct -12
34
72
6.25
9.25
13.25
2.25
23
31
Nov -12
34
131
25
15
10.5
6.5
19
57
Dec -12
22
53
11.5
8.25
4.75
3
15
27.5
TOTAL
375
1089
87
178
49.75
42.75
121
370.25
Ave
41.7
121.0
9.7
19.8
5.5
4.8
13.4
41.1
Latent Evidence Processed
SCREEN
# of cases
# of items
hrs process
hrs
analysis
hrs
compare
hrs
database
# ID's
total hrs
Jan -13
68
188
10
40.25
12
9.25
44
71.5
Feb -13
64
221
3.25
32.25
30.75
8.75
34
52.5
Mar -13
20
52
5
11
9.75
3
10
23.25
Apr -13
50
121
16
23.5
13.75
4
29
57.25
May -13
28
139
0
26
17
20.5
29
63.5
Jun -13
52
129
14.5
32
19.25
11
20
76.75
TOTAL
282
850
48.75
165
102.5
56.5
166
344.75
Ave
47.0
141.7
8.1
27.5
17.1
9.4
27.7
57.5
DIGITAL MULTIMEDIA PROCESSED
cases
items
hours
Jan
12
33
116
Feb
8
20
40
mar
4
16
80
Apr
4
9
70
May
6
26
70
Jun
6
13
25
Jul
4
8
22
Aug
6
9
30
Sep
4
6
21
Oct
3
132
50
TOTAL
57
272
524
Ave hours per ...
9.19
1.93
Ave ... per month
5.70
27.20
52.40
... = fill in description (case, etc) above
Additional FRED
cases
items
hours
Nov
8
14
30
Dec
19
45
65
Jan
8
17
64
Feb
5
22
60
Mar
7
13
59
Apr
5
19
32
May
4
7
22
Jun
2
5
16
TOTAL
58
142
348
Ave hours per ....
6.00
2.45
Ave ... per month
7.25
17.75
43.50
... = fill in description (case, etc) above
Weld County Sheriffs Office
Federal Coverdell Grant # 2011-CD-BX-0070
23 July 2013
Special Condition 15: Report with respect to Allegations of Serious Negligence or
Misconduct
The recipient shall submit the following information as part of its final report
1. The number and nature of any allegations of serious negligence or misconduct
substantially affecting the integrity of forensic results received during any period not covered by
prior reports as part of its final report. This is in reference to the time period January 1, 2013 to
June 30, 2013.
RESPONSE: There were no allegations of serious negligence or misconduct received by the
laboratory during the time period January 1, 2013 to June 30, 2013.
2. Information on the referrals of such allegations (e.g., the government entity or entities to
which referred, the date of referral).
RESPONSE: N/A - See 1 above.
3. The outcome of such referrals (if known as of the date of the report).
RESPONSE: N/A - See 1 above.
4. If any such allegations were not referred, the reason(s) for the non -referral.
RESPONSE: N/A - See 1 above.
Closeout
Page 1 of 1
US DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
Standard Closeout Package Status
Grantee Name: Weld County
Award Number: 2011-CD-BX-0070
Award Amount: $130,900.00
Project Period Begin Date: 10/01/2011
Project Period End Date: 06/30/2013
Grant Manager: Alan Spanbauer
OJP Vendor Number: 846000813
Expenditure/Obligation End Date: 06/30/2013
Liquidation End Date: 09/28/2013
Submit Your Closeout Package By Date: 09/28/2013
Closeout Status: Submitted
Status Date: 09/16/2013
Original Award Amount
Disbursed Amount
$130,900.00
($130,880.52)
De -Obligation Amount
$19.48
Adjusted Award Amount
$130,880.52
Requirement
Final Progress Report
Final Financial Status Report
Special Condition Compliance
Financial Reconciliation
Programmatic Requirements Certification
Status
Complete
Complete
IComplete
Complete
Complete
Last Submission Date
07/24/2013
07/26/2013
07/26/2013
07/19/2013
Closeout Text
The grant has met all financial reporting and programmatic requirements.
Closeout Documents
User
SYSTEM_USER
Role
OC - Accounting Supervisor
Document
Hold Funds
Date
09/16/2013
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External Drawdown Role
Cooke, John
09/16/2013 11:50 AM
https://grants.ojp.usdoj.gov/gmsexternal/closeout/eloseoutPackageStatus. st?awardNumber... 9/16/2013
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Closeout
US DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
Closeout Package Status
Certification
To the best of my knowledge and belief, all data in this Closeout Package is true and correct, the
document has been duly authorized by the governing body of the grantee and the applicant will
comply with the attached certifications.
Your typed name, in lieu of your signature represents your legal binding acceptance of the terms of
your grant and your statement of the veracity of the representations made in this Closeout Package.
The document has been duly authorized by the governing body of the grantee and the grantee will
comply with the following:
US DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE CHIEF FINANCIAL OFFICER
A. The grantee certifies that the appropriated funds were spent for the purpose or purposes of the
grant, and only such purpose or purposes;
B. The terms of the grant, cooperative agreement or contract were complied with, and ;
C. All documentation necessary for conducting a full and proper audit under generally accepted
accounting principles, and any (additional) documentation that may have been required under the
grant, cooperative agreement or contract, have been kept in orderly fashion and will be preserved for
not less than 3 years from the date of such close out, termination, or end. As the duly authorized
representative of the applicant, I herby certify that the applicant will comply with the above
certifications.
I have examined the information provided here regarding the signing authority and certify it is
accurate. I am the signing authority, or have been delegated or designated formally as the signing
authority by the appropriate authority or official, to provide the information requested for this
Closeout Package on behalf of this jurisdiction. Information regarding the signing authority, or the
delegation of such authority, has been placed in a file and is available on -site for immediate review.
First Name: William
Last Name: Garcia
Date: 09/16/2013
flint
94e /i3 Lecztav)c4 ,c u,B. Cd 4 Yalt.,16‘0;e4, 12A4avv
G,� alcca , ,P 4.a & n.) agagdA4 . W
https://grants.ojp.usdoj.gov/gmsexternal/closeout/submissionAction.st 9/16/2013
Esther Gesick
From:
Sent:
To:
Subject:
FYI for your records
Ronald Arndt
Friday, October 04, 2013 11:08 AM
Esther Gesick
FW: Closeout package has been Closed
Ronald E Arndt, Lab Director
Northern Colorado Regional Forensic Lab
2329 115th Ave, Greeley CO 80634
Office (970) 356-4015 ext 3638
Mobile (970) 590-1902
FAX (970) 304-6447
From: donot-replv(bJoip.usdoi.gov [donot-reply@ojp.usdoj.gov]
Sent: Friday, October 04, 2013 4:43 AM
To: William Garcia; Ronald Arndt
Subject: Closeout package has been Closed
The request for Closeout package for 2011-CD-BX-0070 has been approved. Please access GMS
for more information: https://grants.oip.usdoi.gov/.
1
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