HomeMy WebLinkAbout20223575.tiffRESOLUTION
RE: APPROVE INTERGOVERNMENTAL AGREEMENT GRANT AWARD LETTER AND
SUMMARY OF GRANT AWARD TERMS AND CONDITIONS FOR LAW
ENFORCEMENT WORKFORCE RECRUITMENT, RETENTION, AND TUITION GRANT
PROGRAM, AND AUTHORIZE SHERIFF'S OFFICE TO ACCEPT ELECTRONICALLY
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 an Intergovernmental Agreement Grant
Award Letter and Summary of Grant Award Terms and Conditions for Law Enforcement
Workforce Recruitment, Retention, and Tuition Grant Program between the County of Weld, State
of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of
the Sheriff's Office, and the Colorado Department of Public Safety, Division of Criminal Justice,
with further terms and conditions being as stated in said agreement grant award, and
WHEREAS, after review, the Board deems it advisable to approve said agreement grant
award, 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 Intergovernmental Agreement Grant Award Letter and Summary
of Grant Award Terms and Conditions for Law Enforcement Workforce Recruitment, Retention,
and Tuition Grant Program between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Sheriff's Office, and the
Colorado Department of Public Safety, Division of Criminal Justice, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that Sonja Kohlgraf, Sheriff's Office, be, and
hereby is, authorized to electronically accept said agreement grant award through Zoom Grants.
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0113i/2-3
2022-3575
SO0043
INTERGOVERNMENTAL AGREEMENT GRANT AWARD LETTER AND SUMMARY OF
GRANT AWARD TERMS AND CONDITIONS FOR LAW ENFORCEMENT WORKFORCE
RECRUITMENT, RETENTION, AND TUITION GRANT PROGRAM
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 28th day of December, A.D., 2022.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: die444) ;6k,
Weld County Clerk to the Board
BY:
Deputy Clerk to he Boar
APPROVED AS TO FO
A , County At orne
Date of signature: o
Sdott K. James, Chair
EXCUSED
Mike Freeman, Pro-Tem
EXCUSED
Perry L. Buck
Steve Moreno
Lori Same
2022-3575
SO0043
Con-Ivacf witln539
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: 2023-2024 Law Enforcement Workforce Recruitment, Retention, and
Tuition Grant Program Grant Award
DEPARTMENT: Weld County Sheriffs Office
DATE: 12/12/2022
PERSON REQUESTING: Cpt. Alan Caldwell, WCSO Administration and Sonja Kohlgraf, WCSO's
Budget Manager
Brief description of the problem/issue:
The Sheriffs Office is awarded $192,000 under the 2023 Law Enforcement Workforce Recruitment, Retention, and Tuition
Grant Program. This grant provides funds to assist law enforcement agencies in addressing workforce shortages.
WCSO works together with HR and Purchasing to formulate a bid and establish and implement a well-rounded
recruitment plan for the Sheriffs Office. This grant ends in June of 2024
The Sheriffs Office is experiencing a lack of applicants interested in becoming a Deputy Sheriff. By advertising through
radio, social media and other mediums, the Sheriffs Office hopes to attract a higher volume of applicants for open
positions. The goal is to increase the volume of applicants substantially in order to select the most qualified candidates
for the position. The most desired target area for advertising is all of Weld County and surrounding areas within short
commuting distance, in order to recruit employees that are representative of our community.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
• Approve the acceptance of the 2023 Law Enforcement Workforce Recruitment, Retention, and Tuition Grant
Program funding in the amount of $192,000 to assist in the recruitment process of additional WCSO deputies.
• Do not approve the award acceptance and forego the opportunity to increase recruitment efforts.
• Schedule a work session to discuss further.
Recommendation:
Sheriff Reams recommends approval.
Perry L. Buck
Mike Freeman, Pro-Tem
Scott K. James, Chair
Steve Moreno
Lori Saine
Approve
Recommendation
Schedule
Work Session Other/Comments:
2022-3575
12/27 36 06I3
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project Weld County Sheriffs Office Targeted Community Recruiting
DCJ Grant #: 2023 -LE -23-30
GRANT AWARD LETTER
(Intergovernmental Grant Agreement)
SUMMARY OF GRANT AWARD TERMS AND CONDITIONS
State Agency
Department of Public Safety, Division of Criminal Justice
DCJ Grant Number
2023 -LE -23-30
Grantee
Weld County
Federal Unique Entity Identifier (UEI)
MKKXT9U9MTV5
Grant Issuance Date (Start Date)
The later of January 1, 2023 or the date the State Controller or
an authorized delegate signs this Grant Letter
Grant Expiration Date (End Date)
June 30, 2024
Grant Amount
State Fiscal Year 2022-23: $90,000
State Fiscal Year 2023-24: $102,000
Total for all State Fiscal Years: $192,000
Grant Authority (State Authority)
The Division of Criminal Justice is authorized to disburse
these funds by Colorado Revised Statute 24-33.503 and 507.
C.R.S. 24-33.5-528. Law enforcement workforce
recruitment, retention, and tuition grant program.
Grant Description
The Weld County Sheriff's Office (WCSO) seeks funding to assist with organized communication efforts that support
recruiting community members who seek a career in law enforcement. Currently the Weld County Sheriffs Office is
experiencing a lack of applicants who are interested in becoming a Deputy Sheriff. Job vacancies have skyrocketed in
comparison to prior years. WCSO aims to recruit law enforcement officers that live in their community and share the same
values. A marketing plan with focused recruiting efforts through radio, print media, social media, and other mediums, will
attract a higher volume of potential applicants from the immediate community serviced by WCSO. The goal is to substantially
increase the volume of applicants from the community to facilitate selection of the most qualified candidates and reducing job
vacancies.
Grant Purpose
The Law Enforcement Workforce Recruitment, Retention, and Tuition Grant Program is designed to assist Law Enforcement
Agencies in addressing workforce shortages, improve the training given to POST certified Peace Officers; and improve
relationships between Law Enforcement and impacted communities. These funds were distributed via a competitive grant
process.
Exhibits and Order of Precedence
The following Exhibits and attachments are included with this Grant
1. Exhibit Al, Sample Option Letter.
2. Exhibit A2, Sample Grant Funding Change Letter
3. Exhibit B, Grant Requirements.
4. Exhibit C, Special Conditions.
5. Exhibit D, Statement of Work.
6. Exhibit E, Budget.
In the event of a conflict or inconsistency between this Grant and any Exhibit or attachment, such conflict or inconsistency
shall be resolved by reference to the documents in the following order of priority:
1. Exhibit C, Special Conditions.
2. The provisions of the other sections of the main body of this Agreement.
3. Exhibit B, Grant Requirements.
4. Exhibit D, Statement of Work.
5. Exhibit E, Budget.
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DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
SIGNATURE PAGE
THE SIGNATORIES LISTED BELOW AUTHORIZE THIS GRANT
STATE OF COLORADO
Jared S. Polis, Governor
Department of Public Safety
Stan Hilkey, Executive Director
DocuSigned by.
5aftm, ettkA,Witt
1"""h"
L.y._
Division of Criminal Justice
O Joe Thome, Director, or
0 Debbie Oldenettel, Deputy Director
Date:
12/12/2022 19:11:48 AM PST
In accordance with §24-30-202, C.R.S., this Agreement is not valid until signed and dated below by the State Controller or an
authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
DocuSigned by.
1I7e51557
88 SF9d05...
By: Lyndsay J. Clel an , ontract and Grant Coordinator, Division of Criminal Justice
12/12/2022 I 10:37:45 AM M5T
Effective Date:
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DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
TABLE OF CONTENTS
1. GRANT 3
2. TERM 3
3. DEFINITIONS 4
4. STATEMENT OF WORK 6
5. PAYMENTS TO GRANTEE 6
6. REPORTING - NOTIFICATION 7
7. GRANTEE RECORDS 7
8. CONFIDENTIAL INFORMATION -STATE RECORDS 8
9. CONFLICTS OF INTEREST 9
10. INSURANCE 9
11. REMEDIES 9
12. DISPUTE RESOLUTION 10
13. NOTICES AND REPRESENTATIVES 10
14. RIGHTS IN WORK PRODUCT AND OTHER INFORMATION 10
15. GOVERNMENTAL IMMUNITY 10
16. GENERAL PROVISIONS 10
EXHIBIT Al, SAMPLE OPTION LETTER 1
EXHIBIT A2, GRANT FUNDING CHANGE LETTER 1
EXHIBIT B, GRANT REQUIREMENTS 1
EXHIBIT C, SPECIAL CONDITIONS 1
EXHIBIT D, STATEMENT OF WORK 1
EXHIBIT E, BUDGET 1
1. GRANT
As of the Grant Issuance Date, the State Agency shown on the first page of this Grant Award Letter
(the "State") hereby obligates and awards to Grantee shown on the first page of this Grant Award
Letter (the "Grantee") an award of Grant Funds in the amounts shown on the first page of this
Grant Award Letter. By accepting the Grant Funds provided under this Grant Award Letter,
Grantee agrees to comply with the terms and conditions of this Grant Award Letter and
requirements and provisions of all Exhibits to this Grant Award Letter.
2. TERM
A. Initial Grant Term and Extension
The Parties' respective performances under this Grant Award Letter shall commence on the
Grant Issuance Date and shall terminate on the Grant Expiration Date unless sooner
terminated or further extended in accordance with the terms of this Grant Award Letter. Upon
request of Grantee, the State may, in its sole discretion, extend the term of this Grant Award
Letter in accordance with §16.D.
B. Early Termination in the Public Interest
The State is entering into this Grant Award Letter to serve the public interest of the State of
Colorado as determined by its Governor, General Assembly, or Courts. If this Grant Award
Letter ceases to further the public interest of the State or if State or other funds used for this
Grant Award Letter are not appropriated, or otherwise become unavailable to fund this Grant
Award Letter, the State, in its discretion, may terminate this Grant Award Letter in whole or
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Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
in part by providing written notice to Grantee that includes, to the extent practicable, the
public interest justification for the termination. If the State terminates this Grant Award Letter
in the public interest, the State shall pay Grantee an amount equal to the total reimbursement
payable under this Grant Award Letter that corresponds to the Work satisfactorily completed,
as determined by the State, less payments previously made. This subsection shall not apply
to a termination of this Grant Award Letter by the State for breach by Grantee.
3. DEFINITIONS
The following terms shall be construed and interpreted as follows:
A. "Budget" means the budget for the Work described in Exhibit E, Budget.
B. "Business Day" means any day in which the State is open and conducting business, but shall
not include Saturday, Sunday or any day on which the State observes one of the holidays
listed in §24-11-101(1), C.R.S.
C. "CJI" means criminal justice information collected by criminal justice agencies needed for
the performance of their authorized functions, including, without limitation, all information
defined as criminal justice information by the U.S. Department of Justice, Federal Bureau of
Investigation, Criminal Justice Information Services Security Policy, as amended and all
Criminal Justice Records as defined under §24-72-302, C.R.S.
D. "CORA" means the Colorado Open Records Act, §§24-72-200.1, et seq., C.R.S.
E. "Grant Award Letter" means this letter which offers Grant Funds to Grantee, including all
attached Exhibits, all documents incorporated by reference, all referenced statutes, rules and
cited authorities, and any future updates thereto.
F. "Grant Funds" means the funds that have been appropriated, designated, encumbered, or
otherwise made available for payment by the State under this Grant Award Letter.
G. "Grant Expiration Date" means the Grant Expiration Date shown on the first page of this
Grant Award Letter.
H. "Grant Issuance Date" means the Grant Issuance Date shown on the first page of this Grant
Award Letter.
I. "Exhibits" exhibits and attachments included with this Grant as shown on the first page of
this Grant
J. "Extension Term" means the period of time by which the Grant Expiration Date is extended
by the State through delivery of an updated Grant Award Letter
K. "Goods" means any movable material acquired, produced, or delivered by Grantee as set
forth in this Grant Award Letter and shall include any movable material acquired, produced,
or delivered by Grantee in connection with the Services.
L. "Incident" means any accidental or deliberate event that results in or constitutes an imminent
threat of the unauthorized access or disclosure of State Confidential Information or of the
unauthorized modification, disruption, or destruction of any State Records.
M. "Initial Term" means the time period between the Grant Issuance Date and the Grant
Expiration Date.
N. "Party" means the State or Grantee, and "Parties" means both the State and Grantee.
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Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
O. "PCI" means payment card information including any data related to credit card holders'
names, credit card numbers, or the other credit card information as may be protected by state
or federal law.
P. "PII" means personally identifiable information including, without limitation, any
information maintained by the State about an individual that can be used to distinguish or
trace an individual's identity, such as name, social security number, date and place of birth,
mother's maiden name, or biometric records; and any other information that is linked or
linkable to an individual, such as medical, educational, financial, and employment
information. PII includes, but is not limited to, all information defined as personally
identifiable information in §§24-72-501 and 24-73-101, C.R.S.
"PHI" means any protected health information, including, without limitation any information
whether oral or recorded in any form or medium: (i) that relates to the past, present or future
physical or mental condition of an individual; the provision of health care to an individual;
or the past, present or future payment for the provision of health care to an individual; and
(ii) that identifies the individual or with respect to which there is a reasonable basis to believe
the information can be used to identify the individual. PHI includes, but is not limited to, any
information defined as Individually Identifiable Health Information by the federal Health
Insurance Portability and Accountability Act.
R. "Services" means the services to be performed by Grantee as set forth in this Grant Award
Letter, and shall include any services to be rendered by Grantee in connection with the Goods.
S. "State Confidential Information" means any and all State Records not subject to disclosure
under CORA. State Confidential Information shall include, but is not limited to, PII, PHI,
PCI, Tax Information, CJI, and State personnel records not subject to disclosure under
CORA. State Confidential Information shall not include information or data concerning
individuals that is not deemed confidential but nevertheless belongs to the State, which has
been communicated, furnished, or disclosed by the State to Contractor which (i) is subject to
disclosure pursuant to CORA; (ii) is already known to Contractor without restrictions at the
time of its disclosure to Contractor; (iii) is or subsequently becomes publicly available
without breach of any obligation owed by Contractor to the State; (iv) is disclosed to
Contractor, without confidentiality obligations, by a third party who has the right to disclose
such information; or (v) was independently developed without reliance on any State
Confidential Information.
Q.
T. "State Fiscal Rules" means the fiscal rules promulgated by the Colorado State Controller
pursuant to §24-30-202(13)(a), C.R.S.
U. "State Fiscal Year" means a 12 month period beginning on July 1 of each calendar year and
ending on June 30 of the following calendar year. If a single calendar year follows the term,
then it means the State Fiscal Year ending in that calendar year.
V. "State Records" means any and all State data, information, and records, regardless of
physical form, including, but not limited to, information subject to disclosure under CORA.
W. "Subcontractor" means third -parties, if any, engaged by Grantee to aid in performance of
the Work. This establishes a procurement relationship. The subcontractor provides goods or
services for the benefit of the purchaser.
X. "Subgrantee" means third -parties, if any, engaged by Grantee to aid in performance of the
Work. This establishes a grant relationship. The beneficiary, not the purchaser, receives
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Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
benefit from the work. There may be multiple tiers of subgrantees that do not include
procurement transactions.
Y. "Work" means the delivery of the Goods and performance of the Services described in this
Grant Award Letter.
Z. "Work Product" means the tangible and intangible results of the Work, whether finished or
unfinished, including drafts. Work Product includes, but is not limited to, documents, text,
software (including source code), research, reports, proposals, specifications, plans, notes,
studies, data, images, photographs, negatives, pictures, drawings, designs, models, surveys,
maps, materials, ideas, concepts, know-how, and any other results of the Work. "Work
Product" does not include any material that was developed prior to the Grant Issuance Date
that is used, without modification, in the performance of the Work.
Any other term used in this Grant Award Letter that is defined in an Exhibit shall be construed and
interpreted as defined in that Exhibit.
4. STATEMENT OF WORK
Grantee shall complete the Work as described in this Grant Award Letter and in accordance with
the provisions of Exhibit E, Budget. The State shall have no liability to compensate or reimburse
Grantee for the delivery of any goods or the performance of any services that are not specifically
set forth in this Grant Award Letter.
5. PAYMENTS TO GRANTEE
A. Maximum Amount
Payments to Grantee are limited to the unpaid, obligated balance of the Grant Funds. The
State shall not pay Grantee any amount under this Grant that exceeds the Grant Amount for
each State Fiscal Year shown on the first page of this Grant Award Letter. Financial
obligations of the State payable after the current State Fiscal Year are contingent upon funds
for that purpose being appropriated, budgeted, and otherwise made available. The State shall
not be liable to pay or reimburse Grantee for any Work performed or expense incurred before
the Grant Issuance Date or after the Grant Expiration Date.
B. Reimbursement of Grantee Costs
The State shall reimburse Grantee's allowable costs, not exceeding the maximum total
amount described in this Grant Award Letter for all allowable costs described in this Grant
Award Letter and shown in the Budget, except that Grantee may adjust the amounts between
each line item of the Budget without formal modification to this Agreement as long as the
Grantee provides notice to and receives approval from the State of the change, the change
does not modify the total maximum amount of this Grant Award Letter or the maximum
amount for any state fiscal year, and the change does not modify any requirements of the
Work. The State shall only reimburse allowable costs if those costs are: (i) reasonable and
necessary to accomplish the Work and for the Goods and Services provided; and (ii) equal to
the actual net cost to Grantee (i.e. the price paid minus any items of value received by Grantee
that reduce the cost actually incurred).
C. Close -Out
Grantee shall close out this Grant within 45 days after the Grant Expiration Date. To complete
close out, Grantee shall submit to the State all deliverables (including documentation) as
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Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
defined in this Grant Award Letter and Grantee's final reimbursement request or invoice. The
State will withhold allowable costs until all final documentation has been submitted and
accepted by the State as substantially complete.
6. REPORTING - NOTIFICATION
A. Performance and Final Status
Grantee shall submit all financial, performance and other reports to the State no later than the
end of the close out described in §5.C, containing an evaluation and review of Grantee's
performance and the final status of Grantee's obligations hereunder.
B. Violations Reporting
Grantee shall disclose, in a timely manner, in writing to the State, all violations of federal or
State criminal law involving fraud, bribery, or gratuity violations potentially affecting this
Award. The State may impose any penalties for noncompliance allowed under 2 CFR Part
180 and 31 U.S.C. 3321, which may include, without limitation, suspension or debarment.
7. GRANTEE RECORDS
A. Maintenance and Inspection
Grantee shall make, keep, and maintain, all records, documents, communications, notes and
other written materials, electronic media files, and communications, pertaining in any manner
to this Grant for a period of three years following the completion of the close out of this
Grant. Grantee shall permit the State to audit, inspect, examine, excerpt, copy and transcribe
all such records during normal business hours at Grantee's office or place of business, unless
the State determines that an audit or inspection is required without notice at a different time
to protect the interests of the State.
B. Monitoring
The State will monitor Grantee's performance of its obligations under this Grant Award
Letter using procedures as determined by the State. Grantee shall allow the State to perform
all monitoring based on the State's risk analysis of Grantee. The State shall have the right, in
its sole discretion, to change its monitoring procedures and requirements at any time during
the term of this Agreement. The State shall monitor Grantee's performance in a manner that
does not unduly interfere with Grantee's performance of the Work. If Grantee enters into a
subcontract or subgrant then Grantee shall contain provisions permitting both Grantee and
the State to perform all monitoring of that subcontractor or subgrantee.
C. Final Audit Report
Grantee shall promptly submit to the State a copy of any final audit report of an audit
performed on Grantee's records that relates to or affects this Grant or the Work, whether the
audit is conducted by Grantee or a third party. Additionally, if Grantee is required to perform
a single audit under 2 CFR 200.501, et seq., then Grantee shall submit a copy of the results
of that audit to the State within the same timelines as the submission to the federal
government.
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Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
8. CONFIDENTIAL INFORMATION -STATE RECORDS
A. Confidentiality
Grantee shall hold and maintain, and cause all Subgrantees and Subcontractors to hold and
maintain, any and all State Records that the State provides or makes available to Grantee for
the sole and exclusive benefit of the State, unless those State Records are otherwise publically
available at the time of disclosure or are subject to disclosure by Grantee under CORA.
Grantee shall not, without prior written approval of the State, use for Grantee's own benefit,
publish, copy, or otherwise disclose to any third party, or permit the use by any third party
for its benefit or to the detriment of the State, any State Records, except as otherwise stated
in this Grant Award Letter. Grantee shall provide for the security of all State Confidential
Information in accordance with all policies promulgated by the Colorado Office of
Information Security and all applicable laws, rules, policies, publications, and guidelines. If
Grantee or any of its Subgrantees or Subcontractors will or may receive the following types
of data, Grantee or its Subgrantees or Subcontractors shall provide for the security of such
data according to the following: (i) the most recently promulgated IRS Publication 1075 for
all Tax Information and in accordance with the Safeguarding Requirements for Federal Tax
Information attached to this Grant as an Exhibit, if applicable, (ii) the most recently updated
PCI Data Security Standard from the PCI Security Standards Council for all PCI, (iii) the
most recently issued version of the U.S. Department of Justice, Federal Bureau of
Investigation, Criminal Justice Information Services Security Policy for all CJI, and (iv) the
federal Health Insurance Portability and Accountability Act for all PHI and the HIPAA
Business Associate Agreement attached to this Grant, if applicable. Grantee shall
immediately forward any request or demand for State Records to the State's principal
representative.
B. Other Entity Access and Nondisclosure Agreements
Grantee may provide State Records to its agents, employees, assigns, Subgrantees and
Subcontractors as necessary to perform the Work, but shall restrict access to State
Confidential Information to those agents, employees, assigns, Subgrantees and
Subcontractors who require access to perform their obligations under this Grant Award
Letter. Grantee shall ensure all such agents, employees, assigns, Subgrantees and
Subcontractors sign nondisclosure agreements with provisions at least as protective as those
in this Grant, and that the nondisclosure agreements are in force at all times the agent,
employee, assign, Subgrantees or Subcontractor has access to any State Confidential
Information. Grantee shall provide copies of those signed nondisclosure restrictions to the
State upon request.
C. Use, Security, and Retention
Grantee shall use, hold and maintain State Confidential Information in compliance with any
and all applicable laws and regulations in facilities located within the United States, and shall
maintain a secure environment that ensures confidentiality of all State Confidential
Information wherever located. Grantee shall provide the State with access, subject to
Grantee's reasonable security requirements, for purposes of inspecting and monitoring access
and use of State Confidential Information and evaluating security control effectiveness. Upon
the expiration or termination of this Grant, Grantee shall return State Records provided to
Grantee or destroy such State Records and certify to the State that it has done so, as directed
by the State. If Grantee is prevented by law or regulation from returning or destroying State
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Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
Confidential Information, Grantee warrants it will guarantee the confidentiality of, and cease
to use, such State Confidential Information.
D. Incident Notice and Remediation
If Grantee becomes aware of any Incident, it shall notify the State immediately and cooperate
with the State regarding recovery, remediation, and the necessity to involve law enforcement,
as determined by the State. After an Incident, Grantee shall take steps to reduce the risk of
incurring a similar type of Incident in the future as directed by the State, which may include,
but is not limited to, developing and implementing a remediation plan that is approved by the
State at no additional cost to the State.
E. Safeguarding PII
If Grantee or any of its Subgrantees or Subcontractors will or may receive PII under this
Agreement, Grantee shall provide for the security of such PII, in a manner and form
acceptable to the State, including, without limitation, State non -disclosure requirements, use
of appropriate technology, security practices, computer access security, data access security,
data storage encryption, data transmission encryption, security inspections, and audits.
Grantee shall be a "Third -Party Service Provider" as defined in §24-73-103(1)(i), C.R.S. and
shall maintain security procedures and practices consistent with §§24-73-101 et seq., C.R.S.
9. CONFLICTS OF INTEREST
Grantee shall not engage in any business or activities, or maintain any relationships that conflict in
any way with the full performance of the obligations of Grantee under this Grant. Grantee
acknowledges that, with respect to this Grant, even the appearance of a conflict of interest shall be
harmful to the State's interests and absent the State's prior written approval, Grantee shall refrain
from any practices, activities or relationships that reasonably appear to be in conflict with the full
performance of Grantee's obligations under this Grant. If a conflict or the appearance of a conflict
arises, or if Grantee is uncertain whether a conflict or the appearance of a conflict has arisen,
Grantee shall submit to the State a disclosure statement setting forth the relevant details for the
State's consideration.
10. INSURANCE
Grantee shall maintain at all times during the term of this Grant such liability insurance, by
commercial policy or self-insurance, as is necessary to meet its liabilities under the Colorado
Governmental Immunity Act, §24-10-101, et seq., C.R.S. (the "GIA"). Grantee shall ensure that
any Subgrantees and Subcontractors maintain all insurance customary for the completion of the
Work done by that Subgrantee or Subcontractor and as required by the State or the GIA.
11. REMEDIES
In addition to any remedies available under any exhibit to this Grant Award Letter, if Grantee fails
to comply with any term or condition of this Grant, the State may terminate some or all of this
Grant and require Grantee to repay any or all Grant funds to the State in the State's sole discretion.
The State may also terminate this Grant Award Letter at any time if the State has determined, in
its sole discretion, that Grantee has ceased performing the Work without intent to resume
performance, prior to the completion of the Work.
Page 9 of 12 Version 08.10.2021 (DCJ 04/22)
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
12. DISPUTE RESOLUTION
Except as herein specifically provided otherwise disputes concerning the performance of this Grant
that cannot be resolved by the designated Party representatives shall be referred in writing to a
senior departmental management staff member designated by the State and a senior manager or
official designated by Grantee for resolution.
13. NOTICES AND REPRESENTATIVES
Each Party shall identify an individual to be the principal representative of the designating Party
and shall provide this information to the other Party. All notices required or permitted to be given
under this Grant Award Letter shall be in writing, and shall be delivered either in hard copy or by
email to the representative of the other Party. Either Party may change its principal representative
or principal representative contact information by notice submitted in accordance with this §13.
14. RIGHTS IN WORK PRODUCT AND OTHER INFORMATION
Grantee hereby grants to the State a perpetual, irrevocable, non-exclusive, royalty free license, with
the right to sublicense, to make, use, reproduce, distribute, perform, display, create derivatives of
and otherwise exploit all intellectual property created by Grantee or any Subcontractors or
Subgrantees and paid for with Grant Funds provided by the State pursuant to this Grant.
15. GOVERNMENTAL IMMUNITY
Liability for claims for injuries to persons or property arising from the negligence of the Parties,
their departments, boards, commissions committees, bureaus, offices, employees and officials shall
be controlled and limited by the provisions of the Colorado Governmental Immunity Act, §24-10-
101, et seq., C.R.S.; the Federal Tort Claims Act, 28 U.S.C. Pt. VI, Ch. 171 and 28 U.S.C. 1346(b),
and the State's risk management statutes, §§24-30-1501, et seq. C.R.S. No term or condition of
this Contract shall be construed or interpreted as a waiver, express or implied, of any of the
immunities, rights, benefits, protections, or other provisions, contained in these statutes.
16. GENERAL PROVISIONS
A. Assignment
Grantee's rights and obligations under this Grant are personal and may not be transferred or
assigned without the prior, written consent of the State. Any attempt at assignment or transfer
without such consent shall be void. Any assignment or transfer of Grantee's rights and
obligations approved by the State shall be subject to the provisions of this Grant Award
Letter.
B. Captions and References
The captions and headings in this Grant Award Letter are for convenience of reference only,
and shall not be used to interpret, define, or limit its provisions. All references in this Grant
Award Letter to sections (whether spelled out or using the § symbol), subsections, exhibits
or other attachments, are references to sections, subsections, exhibits or other attachments
contained herein or incorporated as a part hereof, unless otherwise noted.
C. Entire Understanding
This Grant Award Letter represents the complete integration of all understandings between
the Parties related to the Work, and all prior representations and understandings related to the
Work, oral or written, are merged into this Grant Award Letter.
Page 10 of 12 Version 08.10.2021 (DCJ 04/22)
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
D. Modification
The State may modify the terms and conditions of this Grant by issuance a formal amendment
to this Agreement, properly executed and approved in accordance with applicable Colorado
State law and State Fiscal Rules. Modifications permitted under this Agreement, other than
Agreement amendments, shall conform to the policies issued by the Colorado State
Controller.
i. The State may, at the State's discretion, issue an updated Exhibit D, Statement of
Work and Exhibit E, Budget by Option Letter substantially equivalent to Exhibit Al,
Sample Option Letter to reflect changes during the fiscal year. The provisions of the
Option Letter shall become part of and be incorporated into this Grant.
ii. Grantee may terminate the grant if the Grantee cannot adhere to the approved Exhibit
D, Statement of Work and Exhibit E, Budget as updated from time to time.
iii. The State may, at the State's discretion, use an Option Letter or Grant Funding Change
letter substantially equivalent to Exhibit Al, Sample Option Letter or Exhibit A2,
Sample Grant Funding Change Letter to modify the grant agreement. If exercised,
the provisions of the Option Letter or Grant Funding Change Letter shall become part
of and be incorporated into the grant agreement.
iv. The State may increase or decrease the quantity of goods/services described Exhibit D,
Statement of Work and Exhibit E, Budget based upon the rates established in the
Grant. If the State exercises the option, it will provide written notice to Grantee at least
15 days prior to the end of the current grant term in a form substantially equivalent to
Exhibit Al, Sample Option Letter.
v. The State may add or delete the goods/services described Exhibit D, Statement of
Work and Exhibit E, Budget as long as the change does not change the overall scope
of the approve grant. If the State exercises the option, it will provide written notice to
Grantee at least 15 days prior to the end of the current grant term in a form substantially
equivalent to Exhibit Al, Sample Option Letter.
E. Statutes, Regulations, Fiscal Rules, and Other Authority
Any reference in this Grant Award Letter to a statute, regulation, State Fiscal Rule, fiscal
policy or other authority shall be interpreted to refer to such authority then current, as may
have been changed or amended since the Grant Issuance Date. Grantee shall strictly comply
with all applicable Federal and State laws, rules, and regulations in effect or hereafter
established, including, without limitation, laws applicable to discrimination and unfair
employment practices.
F. Digital Signatures
If any signatory signs this agreement using a digital signature in accordance with the
Colorado State Controller Contract, Grant and Purchase Order Policies regarding the use of
digital signatures issued under the State Fiscal Rules, then any agreement or consent to use
digital signatures within the electronic system through which that signatory signed shall be
incorporated into this Contract by reference.
Page 11 of 12 Version 08.10.2021 (DCJ 04/22)
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
G. Severability
The invalidity or unenforceability of any provision of this Grant Award Letter shall not affect
the validity or enforceability of any other provision of this Grant Award Letter, which shall
remain in full force and effect, provided that the Parties can continue to perform their
obligations under the Grant in accordance with the intent of the Grant.
H. Survival of Certain Grant Award Letter Terms
Any provision of this Grant Award Letter that imposes an obligation on a Party after
termination or expiration of the Grant shall survive the termination or expiration of the Grant
and shall be enforceable by the other Party.
Third Party Beneficiaries
Except for the Parties' respective successors and assigns described above, this Grant Award
Letter does not and is not intended to confer any rights or remedies upon any person or entity
other than the Parties. Any services or benefits which third parties receive as a result of this
Grant are incidental to the Grant, and do not create any rights for such third parties.
J. Waiver
A Party's failure or delay in exercising any right, power, or privilege under this Grant Award
Letter, whether explicit or by lack of enforcement, shall not operate as a waiver, nor shall any
single or partial exercise of any right, power, or privilege preclude any other or further
exercise of such right, power, or privilege.
K. Accessibility
Grantee shall comply with and adhere to Section 508 of the U.S. Rehabilitation Act of 1973,
as amended, and §§24-85-101, et seq., C.R.S. Grantee shall comply with all State of
Colorado technology standards related to technology accessibility and with Level AA of the
most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in
the State of Colorado technology standards and available at
https://www.w3.org/TR/WCAG21 /.
Page 12 of 12 Version 08.10.2021 (DCJ 04/22)
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting
DCJ Grant #: 2023 -LE -23-30
EXHIBIT Al, SAMPLE OPTION LETTER
State Agency
Insert Department's or IHE's Full Legal Name
Option Letter Number
Insert the Option Number (e.g. "1" for the first option)
Grantee
Original Agreement Number
Insert Grantee's Full Legal Name, including "Inc.",
Insert CMS number or Other Agreement Number of the Original
"LLC", etc...
Contract
Current Agreement Maximum Amount
Option Agreement Number
Initial Term
Insert CMS number or Other Agreement Number of this Option
State Fiscal Year 20xx $0.00
Extension Terms
Agreement Performance Beginning Date
State Fiscal Year 20xx $0.00
Month Day, Year
State Fiscal Year 20xx $0.00
State Fiscal Year 20xx $0.00
Current Agreement Expiration Date
State Fiscal Year 20xx $0.00
Month Day, Year
Total for All State Fiscal Years $0.00
OPTIONS:
A. Option to extend for an Extension Term
B. Option to change the quantity of Goods under the Agreement
C. Option to change the quantity of Services under the Agreement
D. Option to modify Agreement rates
E. Option to initiate next phase of the Agreement
2. REQUIRED PROVISIONS:
A. For use with Option 1(A): In accordance with Section(s) Number of the Original Agreement referenced above,
the State hereby exercises its option for an additional term, beginning Insert start date and ending on the current
Agreement expiration date shown above, at the rates stated in the Original Agreement, as amended.
B. For use with Options 1(B and C): In accordance with Section(s) Number of the Original Agreement referenced
above, the State hereby exercises its option to Increase/Decrease the quantity of the Goods/Services or both at the
rates stated in the Original Agreement, as amended.
C. For use with Option 1(D): In accordance with Section(s) Number of the Original Agreement referenced above,
the State hereby exercises its option to modify the Agreement rates specified in Exhibit/Section Number/Letter.
The Agreement rates attached to this Option Letter replace the rates in the Original Agreement as of the Option
Effective Date of this Option Letter.
D. For use with Option 1(E): In accordance with Section(s) Number of the Original Agreement referenced above,
the State hereby exercises its option to initiate Phase indicate which Phase: 2, 3, 4, etc, which shall begin on Insert
start date and end on Insert ending date at the cost/price specified in Section Number.
E. For use with all Options that modify the Agreement Maximum Amount: The Agreement Maximum Amount
table on the Agreement's Signature and Cover Page is hereby deleted and replaced with the Current Agreement
Maximum Amount table shown above.
3. OPTION EFFECTIVE DATE:
F. The effective date of this Option Letter is upon approval of the State Controller or , whichever is later.
STATE OF COLORADO
Jared S. Polis, Governor
INSERT -Name of Agency or IHE
INSERT -Name & Title of Head of Agency or IHE
By: Name & Title of Person Signing for Agency or IHE
Date:
Exhibit Al
In accordance with §24-30-202, C.R.S., this Option is not
valid until signed and dated below by the State Controller or
an authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By:
Name of Agency or IHE Delegate -Please delete if agreement
will be routed to OSC for approval
Page 1 of 1
Option Effective Date:
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting
DCJ Grant #: 2023 -LE -23-30
EXHIBIT A2, GRANT FUNDING CHANGE LETTER
State Agency
Insert Department's or IHE's Full Legal Name
Grant Funding Change Letter Number
Insert the Option Number (e.g. "1" for the first option)
Contractor
Original Grant Number
Insert Contractor's Full Legal Name, including
Insert CMS number or Other Contract Number of the Original Contract
"Inc.", "LLC", etc...
Current Contract Maximum Amount
Grant Funding Change Letter Contract Number
Initial Term
Insert CMS number or Other Contract Number of this Option
State Fiscal Year 20xx $0.00
Extension Terms
Contract Performance Beginning Date
State Fiscal Year 20xx $0.00
Month Day, Year
State Fiscal Year 20xx $0.00
State Fiscal Year 20xx $0.00
Current Contract Expiration Date
State Fiscal Year 20xx $0.00
Month Day, Year
Total for All State Fiscal Years $0.00
1. GRANT FUNDING CHANGE
In accordance with §Insert Section Number of the Original Grant referenced above, the State Agency listed above
commits the following funds to the grant:
A. The funding available for State Fiscal Year 20xx is Increased/Decreased by $Amount of Change, because Insert
Reason For Change.
B. The total funding avail for all State Fiscal Years as of the effective date of this Grant Funding Change Letter is
shown as the current contract maximum above.
2. TERMINOLOGY
All terminology used in this Grant Funding Change Letter shall be interpreted in accordance with the Original Grant
referenced above.
3. NO ORDER FOR WORK
This Grant Funding Change Letter modifies the available funding only and does not constitute an order or authorization
for any specific services or goods under the Grant.
4. GRANT FUNDING CHANGE LETTER EFFECTIVE DATE:
The effective date of this Grant Funding Change Letter is upon approval of the State Controller or , whichever
is later.
STATE OF COLORADO
Jared S. Polis, Governor
INSERT -Name of Agency or IHE
INSERT -Name & Title of Head of Agency or IHE
By: Name & Title of Person Signing for Agency or IHE
Date:
In accordance with §24-30-202 C.R.S., this Option is not valid until signed and dated below by the State
Controller or an authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By:
Name of Agency or IHE Delegate -Please delete if contract will be routed to OSC for approval
Grant Funding Change Letter Effective Date:
Exhibit A2
Page 1of1
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
EXHIBIT B, GRANT REQUIREMENTS
The following terms as used herein shall be construed and interpreted as follows:
1. AUDIT REQUIREMENTS
A. DUE DATE:
I. PROJECT START:
The Grantee must submit the most recent audit or financial review, including the
corresponding management letter, to DCJ within thirty (30) days of request; and, if
the most recent audit/financial review has not already been submitted to DCJ, it must
be submitted within thirty (30) days of the start of this project.
II. PROJECT DURATION AND END:
The Grantee assures that it will procure an audit or financial review, incorporating this
grant award, by an independent Certified Public Accountant (CPA), licensed to
practice in Colorado. The audit or financial review incorporating this grant award
must be completed and received by DCJ within nine (9) months of the end of the
fiscal years that includes the end date of the grant, or within thirty (30) days of the
completion of such audit or review, whichever is earlier.
B. REPORT/AUDIT TYPE:
I. If your entity expended $750,000 or more in Federal funds (from all sources including
pass -through subawards) in your organization's fiscal year (12 -month turnaround
reporting period), your organization is required to arrange for a single organization -
wide audit conducted in accordance with the provisions of Title 2 C.F.R. Subpart F (§
200.500 et seq.)
II. [NOT APPLICABLE TO SUBGRANTEES AS DEFINED IN §3.DD.
"SUBGRANTEE"J If your entity expends less than $750,000 in Federal funds (from
all sources including pass -through subawards) in your organization's fiscal year (12 -
month turnaround reporting period), your organization is required to arrange for either
an audit or financial review as follows:
1. Grantees that have revenue greater than $300,000 from all sources during the
entity's fiscal year are required by DCJ to obtain a financial audit.
2. Grantees that have revenue less than $300,000 from all sources during the entity's
fiscal year are required by DCJ to obtain a financial audit or financial review. A
compilation is not sufficient to satisfy this requirement.
C. REPORT/AUDIT COSTS:
The Grantee accepts responsibility for the costs of a financial program audit to be
performed by the Department of Public Safety in the event that the audit report or financial
review:
L does not meet the applicable federal audit or DCJ standards;
Exhibit B Page 1 of 3
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
II. is not submitted in a timely manner; or,
III. does not provide an audit response plan with corresponding corrections made sufficient
to satisfy any audit findings.
D. FAILURE TO COMPLY:
The grantee understands and agrees that DCJ or the federal awarding office (DOJ) may
withhold award funds, or may impose other related requirements, if the grantee does not
satisfactorily and promptly address outstanding issues from audits required by Part 200
Uniform Requirements, by the terms of this award, by the current addition of the DOJ
Grants Financial Guide, or other outstanding issues that arise in connection with audits,
investigations, or reviews of DOJ awards.
2. ADDITIONAL REPORTING REQUIREMENTS
In addition to quarterly report requirements these grant funds may have additional report
requirements. The additional reports may include, but is not limited to, reporting progress and
statistics directly into a federal Performance Management Tool (PMT).
3. FINANCIAL AND ADMINISTRATIVE MANAGEMENT
A. The Grantee assures that fund accounting, auditing, monitoring, evaluation procedures and
such records as necessary will be maintained to assure adequate internal fiscal controls,
proper financial management, efficient disbursement of funds received, and maintenance of
required source documentation for all costs incurred. These principles must be applied for all
costs incurred whether charged on a direct or indirect basis.
B. All expenditures must be supported by appropriate source documentation. Only actual,
approved, allowable expenditures will be permitted.
C. The Grantee assures that it will comply with the applicable Administrative Guide of the
Division of Criminal Justice (Guide), located at the Division of Criminal Justice Grants
website. However, such a guide cannot cover every foreseeable contingency, and the Grantee
is ultimately responsible for compliance with applicable state and federal laws, rules and
regulations. In the event of conflicts or inconsistencies between the Guide and any applicable
state and federal laws, rules and regulations, such conflicts or inconsistencies shall be
resolved by applicable state and federal laws, rules and regulations.
4. PROCUREMENT AND CONTRACTS
A. Grantee assures that open, competitive procurement procedures will be followed for all
purchases under the grant. All contracts for professional services, of any amount, and
equipment purchases over five thousand dollars (per item, with a useful life of at least one
year) must receive prior approval by the DCJ. Grantee shall submit Form 16 — Professional
Services/Consultant Certification and/or Form 13 — Equipment Procurement Certification
Form.
B. Grantee may not assign its rights or duties under this grant without the prior written consent
of the DCJ.
Exhibit B Page 2 of 3
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
5. AWARD CHANGE REQUESTS
A. Grantee may request budget modifications by submitting a request to DCJ. DCJ reserves the
right to make and authorize modifications, adjustments, and/or revisions to the Contract for the
purpose of making changes in budget categories, extensions of grant award dates, changes in
goals and objectives, and other modifications as described in the body of the Contract.
Exhibit B Page 3 of 3
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
EXHIBIT C, SPECIAL CONDITIONS
The following program specific requirements are imposed by the State concerning special
requirements of law, program requirements, and other administrative requirements. These
requirements apply to this Agreement and must be passed on to subgrant award recipients.
The following Special Conditions documents.
1. The Law Enforcement Workforce Recruitment, Retention, and Tuition Grant Program, referred
to in this section as the "program" to:
a. assist law enforcement agencies in addressing workforce shortages;
b. improve the training given to P.O.S.T certified peace officers; and
c. improve relationships between law enforcement and impacted communities.
2. Intent: Increase the number of persons receiving training as P.O.S.T. certified and non -certified
law enforcement personnel and improve the training provided to such persons;
3. Improve the training provided by entities approved for providing training by the peace officer
standards and training board, referred to in this section as "approved P.O.S.T. Board trainers";
by enhancing their curriculum to expand mental health, implicit bias, cultural competency,
critical incident, de-escalation, and trauma recovery training and increasing the availability of
workforce mobility;
4. Provide continuing education opportunities for P.O.S.T. certified and Non -certified law peace
officers; and
5. Increase activities intended to foster a more positive relationship Between law enforcement and
impacted communities.
6. A law enforcement agency shall use the grant money to supplement the costs of recruitment
and training. A local government or law enforcement agency may not use the grant money to
supplant these costs.
7. A law enforcement agency may not use the grant award to cover the costs of eligible law
enforcement officer salaries and benefits if the eligible law enforcement officers would have
been hired by the law enforcement agency even if the Division had not awarded the law
enforcement agency the grant.
8. Law enforcement agencies that are awarded grants under the grant program may be subject to
an audit by the state auditor to ensure that the grant money is used for the purposes articulated
in this section.
9. Agencies who are awarded a grant under the Law Enforcement Workforce Recruitment,
Retention, and Tuition Grant Program are required to submit quarterly reports outlining
expenditures of grant funds and to report on the status of Goals and Outcomes set forth by the
grantee in the grant application. Funds shall be withheld if quarterly reports are not submitted
in a timely and complete manner.
Additional Program Specific Conditions applicable to this Agreement.
1. Grantee and all Subgrantees or Subgrants shall comply with Colorado law including, SB20-200 (CO
Secure Savings Program). https://treasury.colorado.gov/colorado-secure-savings-program
Exhibit C Page 1 of 1
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
EXHIBIT D, STATEMENT OF WORK
The Statement of Work contained within the DocuSign Envelope is incorporated herein.
Exhibit D Page 1 of 1
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
EXHIBIT E, BUDGET
Unspent funds from Fiscal Year 2023, shall automatically be applied to Fiscal Year 2024 contingent on
funding availability as described in the body of this Agreement. If funding becomes unavailable DCJ
shall notify the grantee per the terms of this Agreement.
The Budget and Budget Narrative contained within the DocuSign Envelope is incorporated herein.
Exhibit E Page 1 of 1
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
EXHIBIT D, STATEMENT OF WORK
Project Summary
The Weld County Sheriff's Office (WCSO) seeks funding to assist with organized communication efforts that
support recruiting community members who seek a career in law enforcement. Currently the Weld County
Sheriff's Office is experiencing a lack of applicants who are interested in becoming a Deputy Sheriff. Job
vacancies have skyrocketed in comparison to prior years. WCSO aims to recruit law enforcement officers that
live in their community and share the same values. A marketing plan with focused recruiting efforts through
radio, print media, social media, and other mediums, will attract a higher volume of potential applicants from
the immediate community serviced by WCSO. The goal is to substantially increase the volume of applicants
from the community to facilitate selection of the most qualified candidates and reducing job vacancies.
Project Description
The Weld County Sheriff's Office (WCSO) is currently reporting a 42 -vacancy rate of sworn deputies (12.7%
vacancy). The vacancy rate has increased tenfold compared to the lowest vacancy rate of 4 in August of 2020.
The proposed project will engage a professional marketing firm over one and a half years to implement a law
enforcement focused deputy recruiting campaign to counter act the abnormal high job vacancy rate.
Law enforcement (LE) agencies throughout the US are experiencing a severe shortage of applicants looking for
a career in LE. Popularity in the LE profession has decreased due to the "defund the police" movement, COVID
19 concerns, more competitive private sector jobs, and statutory changes, placing challenging reforms on the LE
profession. The shortage of qualified applicants, resignations and retirements have resulted in severe staffing
shortages, forcing agencies to make undesirable changes to hiring practices and LE operations. Local
governments have had to substantially raise salaries, benefits and offer lucrative hiring bonuses to attract more
applicants. Agencies have had to restructure operations and eliminate services to reassign current officers to
essential duties, while emergencies and 911 calls are not decreasing. Lower staffing levels have resulted in
increased response times and less focus on community quality of life problems. Lower staffing levels have
increased overtime expenses for employers and increased workload for current employees resulting in burnout
due to less personal time.
In contrary to other jobs, the LE hiring process includes several test phases (psych, physical, polygraph etc.)
which eliminate a percentage of the original applicants, resulting in a drastically reduced hiring pool. Having a
sizeable applicant pool in the beginning of the recruitment process, will increase the likelihood to find the best
qualified candidate.
In response, law enforcement agencies engage marketing firms to aggressively pursue marketing strategies to
increase recruitment of new candidates through applied market analysis, identified market segments and
implementing various effective communication strategies such as tailored and targeted radio messaging, social
media outreach, programmatic audio, programmatic display and programmatic video. The focused campaign
creates brand awareness, curiosity, engagement and motivates to apply.
The desired target area for the communication effort is Weld County and surrounding communities allowing
candidates to be a direct representative of the community.
The goal of this recruitment campaign is to increase the volume of applicants and candidates that start the hiring
process and a 30-50% reduction in vacancy rate of sworn deputies.
Exhibit D Page 1 of 2
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting DCJ Grant #: 2023 -LE -23-30
The benefit to the community will be a properly staffed agency with qualified deputies who deliver excellent
comprehensive services through a highly qualified staff that reflects community values.
Goals & Outcomes
GOAL 1
Goal 1:
Outcome 1.1
Outcome:
Measurement:
Timeframe:
Increase applicant count who start the hiring process
Decrease the Sheriff Deputy vacancy rate by 30-50%
The applicant count who start the hiring process are calculated by capturing the
monthly data from Professional Standard Division's internal reports and comparing
them to the last two years. The vacancy rate is compiled by HR on a monthly basis.
Changes will be measured by comparing and reporting the results on a quarterly
basis after the new recruitment marketing tools has been initiated.
The change in job vacancy and applicant count who start the hiring process has
been measured historical. Past data will be compared to the data retrieved after the
new recruitment and marketing tools is implemented and will continue throughout
the grant period until 6/30/2024.
Outcome 1.2
Outcome: Identifying a suitable marketing firm which meets Weld County Sheriffs Office
search criteria to implement a well rounded recruitment marketing plan.
Measurement: RFP - Bid process initiation
Timeframe: End of 2nd quarter 2023: 6/30/2023
Outcome 1.3
Outcome:
Measurement:
Implementation of marketing plan for recruitment of law enforcement officers
Awarding of competitive bid
Timeframe: End of 2nd quarter 2023: 6/30/2023
Exhibit D Page 2 of 2
DocuSign Envelope ID 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee Weld County Government
Project Weld County Sheriff's Office Target Community Recruiting Project
DO Grant # 2023 -LE -23-30
EXHIBIT E - BUDGET
BUDGET SUMMARY
Budget Categories —___
Year 1 FY23
1/1/2023 -
6/30/2023
Year 2 FY24
7/1/2023 -
6/30/2024
Total Award
Budget
Personnel
$0
$0
$0
Supplies & Operating
$0
$0
$0
Travel
$0
$0
$0
Equipment
$0
$0
$0
Consultants/Contracts (Professional Services) -
$90,000
$102,000
$192,000
Indirect
$0
$0
$0
TOTAL BUDGET
$90,000
' $102,000
$192,000
Year 1 FY23 Year 2 FY24 Grand Total
Exhibit E - Budget
Page 1 of 4 Part A
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriff's Office Targeted Community Recruiting Project DCJ Grant #: 2023 -LE -23-30
Personnel: Budget & Budget Narrative Details
Year 1 January 1, 2023 - June 30, 2023
Position Title and Name Base Salary
Base Salary to % To Be Paid
be Paid by By Grant
Grant Funds Funds
Fringe
Total Base OT - Base Total to be
% To Be Salary + Salary to Paid by Grant
Fringe to be Paid By Fringe to be OT - be Paid by OT -Fringe to Funds
Paid by Grant Grant Total Base Paid by Grant Base Grant OT - be Paid by (including
Funds Funds Salary + Fringe Funds Salary Funds Fringe Grant Funds overtime)
PERSONNEL Year 1 FY23
NA 0.00%
Budget Narrative and Justification:
0.00% $o $0 $0
TOTAL PERSONNEL YEAR 1
So $0 0.00%
so $0
0.00% $0 $0 $o So So $o So
Personnel: Budget & Budget Narrative Details
Year 2 July 1, 2023 - June 30, 2024
Position Title and Name Base Salary
Base Salary to % To Be Paid
be Paid by By Grant
Grant Funds Funds
Fringe
iJ I - Da3r ILLar fl. LTC
-
% To Be Salary + Salary to Paid by Grant
Fringe to be Paid By Fringe to be OT - be Paid by OT -Fringe to Funds
Paid by Grant Grant Total Base Paid by Grant Base Grant OT - be Paid by (including
Funds Funds Salary + Fringe Funds Salary Funds Fringe Grant Funds overtime)
PERSONNEL Year 2 FY24
NA
Budget Narrative and Justification:
PERSONNEL GRAND TOTAL
Exhbit E - Budget
0.00% 0.00% $0 $0 $0 $0 $0 $0 $0
$o $0 0.00% $0 $0 0.00% $0 $0 $0 $0 $0 $0 $0
Pages 2 of 4 Part B
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriff's Office Targeted Community Recruiting Project
DCJ Grant #: 2023 -LE -23-30
Non -Personnel: Budget & Budget Narrative Details
Year 1 FY23 January 1, 2023 - June 30, 2023
Budget Item
Amount to be
Paid by Grant
Funds
Budget Narrative and Justification
SUPPLIES & OPERATING
NA
Supplies & Operating Total
$0
$0
TRAVEL
NA
Travel Total
$0
$0
EQUIPMENT
NA
Equipment Total
$0
$0
CONSULTANTS/CONTRACTS (PROFESSIONAL SERVICES)
Payment for Recruitment Marketing Firm Services
90,000 The Weld County Sheriff's Office estimates a payment total of $90,000 in period
1/1-6/30/2023. This is an estimated amount based on the fact that we will be
going out for bid at the beginning of 2023 to find the most qualified and
competetive firm who will be able to assist us with our Law Enforcement
recruitment plan. We estimate that the service payment is higher per month at
the beginning of the contract period. However, we don't know the price of the
best suited bid at this point (Nov2022) and are therefore providing an estimate
to the best of our ability.
Consultants/Contracts Total $90,000
INDIRECT (ADMINISTRATIVE ONLY)
NA
Indirect Total
$0
$0
Total Non -Personnel - Year 1 FY23 $90,000
Exhbit E - Budget
Page 3 of 4 Part C
DocuSign Envelope ID: 0D29CDC3-F9CE-40F7-8038-51AD76FE6DE4
Grantee: Weld County Government
Project: Weld County Sheriffs Office Targeted Community Recruiting Project
DCJ Grant #: 2023 -LE -23-30
Non -Personnel: Budget & Budget Narrative Details
Year 2 FY24 July 1, 2023 - June 30, 2024
Budget Item
Amount to be
Paid by Grant
Funds
Budget Narrative and Justification
SUPPLIES & OPERATING
NA
$0
Supplies & Operating Total
$0
TRAVEL
NA
Travel Total
$0
$0
EQUIPMENT
NA
Equipment Total
$0
$0
CONSULTANTS/CONTRACTS (PROFESSIONAL SERVICES)
CONSULTANTS/CONTRACTS
Payment for Recruitment Marketing Firm Services
Consultants/Contracts Total
102,000 The Weld County Sheriff's Office estimates a payment total of $102,000 in period
7/1/2023-6/30/2024. This is an estimated amount based on the fact that we will
be going out for bid at the beginning of 2023 to find the most qualified and
competetive firm, who will be able to assist us with our Law Enforcement
recruitment plan. We estimate a service payment of $25,500 per quarter for this
period. However, we don't know the price of the best suited bid at this point
(Nov2022) and are therefore providing an estimate to the best of our ability.
$102,000
INDIRECT
NA
Indirect Total
$0
$0
Total Non -Personnel - Year 2
GRAND TOTAL NON PERSONNEL
Exhbit E - Budget
$102,000
$192,000
Page4of4 PartC
DocuSign
Certificate Of Completion
Envelope Id: 0D29CDC3F9CE40F7803851AD76FE6DE4
Subject: 2023 -LE -23-30 - LE Workforce and Retention - Weld County
Source Envelope:
Document Pages: 26
Certificate Pages: 5
AutoNav: Enabled
Envelopeld Stamping: Enabled
Time Zone: (UTC-07:00) Mountain Time (US & Canada)
Record Tracking
Status: Original
12/12/2022 8:43:26 AM
Security Appliance Status: Connected
Storage Appliance Status: Connected
Signer Events
Debbie Oldenettel
Debbie.Oldenettel@state.co.us
Deputy Director, DCJ
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 8/15/2022 3:01:53 PM
ID: b0c4163c-1100-4ad2-9914-9e68c87552b7
Lyndsay J. Clelland
lyndsay.clelland@state.co.us
Contract, Grant and Compliance Coordinator
Division of Criminal Justice
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events
Editor Delivery Events
Agent Delivery Events
Intermediary Delivery Events
Certified Delivery Events
Carbon Copy Events
Kinsey Garrett
kinsey.garrett@state.co.us
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Signatures: 2
Initials: 0
Holder: OAJJA Grants
cdps_dcj_oajjagrants@state.co.us
Pool: FedRamp
Pool: CDPS Contracts and Grants
Signature
CElobb.gbed by
t labit 161(.
14DB48E240044C2...
Signature Adoption: Pre -selected Style
Using IP Address: 165.127.87.1
oxusip�a Uy:
6416.41
363D880603F0405...
Signature Adoption: Pre -selected Style
Using IP Address: 165.127.87.1
Signature
Status
Status
Status
Status
Status
COPIED
Status: Completed
Envelope Originator:
OAJJA Grants
700 Kipling St
Lakewood, CO 80215
cdps_dcj_oajjagrants@state.co.us
IP Address: 165.127.87.1
Location: DocuSign
Location: DocuSign
Timestamp
Sent: 12/12/2022 8:45:31 AM
Viewed: 12/12/2022 9:11:40 AM
Signed: 12/12/2022 9:11:48 AM
Sent: 12/12/2022 9:11:52 AM
Viewed: 12/12/2022 9:37:15 AM
Signed: 12/12/2022 9:37:45 AM
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Sent: 12/12/2022 9:37:49 AM
Carbon Copy Events
Chris D'Ovidio
cdovidio@weldgov.com
Security Level. Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Sonja Kohlgraf
skohlgraf@weldgov.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Robyn May
robyn.rbay@state.co.us
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events
Notary Events
Status Timestamp
Sent: 12/12/2022 9:37:49 AM
COPIED
COPIED
COPIED
Signature
Signature
Envelope Summary Events Status
Envelope Sent Hashed/Encrypted
Certified Delivered Security Checked
Signing Complete Security Checked
Completed Security Checked
Payment Events Status
Electronic Record and Signature Disclosure
Sent: 12/12/2022 9:37:49 AM
Viewed: 12/12/2022 9:41:43 AM
Sent: 12/12/2022 9:37:51 AM
Timestamp
Timestamp
Timestamps
12/12/2022 8:45:31 AM
12/12/2022 9:37:15 AM
12/12/2022 9:37:45 AM
12/12/2022 9:37:51 AM
Timestamps
Electronic Record and Signature Disclosure created on: 8/10/2022 2:16:46 PM
Parties agreed to: Debbie Oldenettel
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, CDPS Contracts and Grants (we, us or Company) may be required by law to
provide to you certain written notices or disclosures. Described below are the terms and
conditions for providing to you such notices and disclosures electronically through the DocuSign
system. Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to this Electronic Record and Signature
Disclosure (ERSD), please confirm your agreement by selecting the check -box next to 'I agree to
use electronic records and signatures' before clicking `CONTINUE' within the DocuSign
system.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available
electronically to you by us. You will have the ability to download and print documents we send
to you through the DocuSign system during and immediately after the signing session and, if you
elect to create a DocuSign account, you may access the documents for a limited period of time
(usually 30 days) after such documents are first sent to you. After such time, if you wish for us to
send you paper copies of any such documents from our office to you, you will be charged a
$0.00 per -page fee. You may request delivery of such paper copies from us by following the
procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to
receive required notices and consents electronically from us or to sign electronically documents
from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through the DocuSign system all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact CDPS Contracts and Grants:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: sarah.white@state.co.us
To advise CDPS Contracts and Grants of your new email address
To let us know of a change in your email address where we should send notices and disclosures
electronically to you, you must send an email message to us at sarah.white@state.co.us and in
the body of such request you must state: your previous email address, your new email
address. We do not require any other information from you to change your email address.
If you created a DocuSign account, you may update it with your new email address through your
account preferences.
To request paper copies from CDPS Contracts and Grants
To request delivery from us of paper copies of the notices and disclosures previously provided
by us to you electronically, you must send us an email to sarah.white@state.co.us and in the
body of such request you must state your email address, full name, mailing address, and
telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with CDPS Contracts and Grants
To inform us that you no longer wish to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your signing session, and on the subsequent page,
select the check -box indicating you wish to withdraw your consent, or you may;
ii. send us an email to sarah.white@state.co.us and in the body of such request you must state
your email, full name, mailing address, and telephone number. We do not need any other
information from you to withdraw consent.. The consequences of your withdrawing consent for
online documents will be that transactions may take a longer time to process..
Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The
current system requirements are found here: https://support.docusign.com/guides/signer-guide-
signing-system-requirements.
Acknowledging your access and consent to receive and sign documents electronically
To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please confirm that you have
read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for
your future reference and access; or (ii) that you are able to email this ERSD to an email address
where you will be able to print on paper or save it for your future reference and access. Further,
if you consent to receiving notices and disclosures exclusively in electronic format as described
herein, then select the check -box next to 'I agree to use electronic records and signatures' before
clicking `CONTINUE' within the DocuSign system.
By selecting the check -box next to 'I agree to use electronic records and signatures', you confirm
that:
You can access and read this Electronic Record and Signature Disclosure; and
You can print on paper this Electronic Record and Signature Disclosure, or save or send
this Electronic Record and Disclosure to a location where you can print it, for future
reference and access; and
Until or unless you notify CDPS Contracts and Grants as described above, you consent to
receive exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to you by CDPS Contracts and Grants during the course of your relationship
with CDPS Contracts and Grants.
Weld County Government
2023 -LE -23-30 / Weld County Sheriffs Office Targeted Community Recruiting Project
S 192,000.00 requested
Summary Organizational Details Qse.tton: St.nc-rr-ent of Work Tattlet iG&c.) acid Budget Uetatisi 0e:urntnts
Financial Report Report Totals
Grant Agreement
Application Status. Approved $ 192,000.00
Award Classification Passthrough - Local
Grant Program Manager Robyn May
Project Status
J Submitted 9/14/2022 2:42:14 PM (Pacific)
Instructions shawnttde
Review the following Grant Agreement text Documents and Certifications To accept sign each Item Funds will not be disbursed until all items are signed
L__
Docum.nts
Grant Agreement
Upload Grant Agreement Documents
Signatures
Weld County Government
Sonja Kohlgraf
12/28/2022 10 15 36 AM
skohlgraf@weldgov corn 204.133.39.9
Colorado Division of Criminal Justice
Weld County Government Office of Adult and Juvenile Justice Assistance
Grant Agreement cannot be signed without Grant Agreement tea
Colorado Division of Criminal Justice
Office of Adult and Juvenile Justice Assistance
Entity Name* Entity ID.
THE DIVISION OF CRIMINAL JUSTICE @@00035241
Contract Name.
2023-2024 LAW ENFORCEMENT WORKFORCE
RECRUITMENT, RETENTION, AND TUITION GRANT PROGRAM
Contract Status
CTB REVIEW
❑ New Entity?
Contract ID
6589
Contract Lead*
ACALOWELL
Contract Lead Email
acaidwell@co.weId.co.u.s;
skohlgraf@weldgov.com.
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description
CO DIVISION OF CRIMINAL JUSTICE, DEPT OF PUBLIC SAFETY, OFFICE OF ADULT AND JUVENILE ASSISTANCE
Contract Description 2
GRANT AWARDTO ASSIST LE AGENCIES IN ADDRESSING WORKFORCE SHORTAGES
Contract Type.
GRANT
Amount *
3192,000.00
Renewable*
NO
Automatic Renewal
Grant
Department
SHERIFF
Department Email
CM-Sheriff@weldgov.com
Department Head Email
CM -Sheriff -
De ptHe.ad@weIdgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTORN EY@WELDG
OV.COM
Requested BOCC Agenda
Date*
32/28,2022
Due Date
12/24/2022
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
If this is a renewal enter previous. Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blankif those contracts are not in
OnBase
EDate
Review Date.
06/0112024
Renewal Date
Termination Notice Period
Committed Delivery Date
Expiration Date*
06;`30,+2024
Purchasing Approved Date
Purchasing Approver
Approvl`
Department Head
ESTHER GESICK
OH Approved Date
12/20/2022
inai ►ppral
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
12/28/2022
Originator
SKOHLGRAF
Finance Approver
CHRIS 'D'OVI DI O
Finance Approved Date.
12/20/2022
Tyler Ref #
AG 122822
Legal Counsel
MATTHEW CONROY
Legal Counsel Approved Date
12/21/2022
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