HomeMy WebLinkAbout20221989.tiffRESOLUTION
RE: APPROVE FUNDING AWARD AGREEMENT FOR 2023 BEAT AUTO THEFT
THROUGH LAW ENFORCEMENT (BATTLE) GRANT AND AUTHORIZE CHAIR TO
SIGN
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 Funding Award Agreement for the 2023
Beat Auto Theft Through Law Enforcement (BATTLE) Grant among 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, Colorado State Patrol, and the
Colorado Automobile Theft Prevention Authority (CATPA), commencing July 1, 2022, and ending
June 30, 2023, with further terms and conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve agreement, 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 Funding Award Agreement for the 2023 Beat Auto Theft Through Law
Enforcement (BATTLE) Grant among 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, Colorado State Patrol, and the Colorado Automobile Theft
Prevention Authority (CATPA), be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said agreement
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 13th day of July, A.D., 2022, nunc pro tunc July 1, 2022.
BOARD OF COUNTY COMMISSIONERS
WE COUNTY, COLORADO
ATTEST: d,,,a44) JfC litD� K
Ott K. James, Chair
Weld County Clerk to the Board
BY:
eputy Clerk to the Boar
APPRO D AS
ounty Att.rney
Date of signature: 7/AS/20-
cc: So(sK/ss/SN), FtcT(cP/co), CSP
5/I6 /2,Z
Mik an, Pro -Tern
rry L. Bu
2022-1989
SO0043
Con�vac�F IDkktD121
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: CO State Patrol BATTLE Grant Project Award
DEPARTMENT: Weld County Sheriffs Office - Patrol Division
DATE: 6/30/2022
PERSON REQUESTING: Patrol Sgt. Sean Standridge and Sonja Kohlgraf, SO Budget Manager
Brief description of the problem/issue:
Weld County Sheriff's Office has received an award allocation in the amount of $1,480 in support of Colorado
State Patrol's Beat Auto Theft Through Law Enforcement (BATTLE) for FY2023. This is a statewide initiative
with members working towards reducing auto theft throughout the entire state.
The funding covers Xtreme 4G VS mobile tracker and a SIM card.
The mobile tracker can be attached to vehicles for tracking purposes.
The equipment will be housed at Weld County but can be requested by any partner agency who is part of the
BATTLE Team. CO State Patrol (CSP) is the fiscal agent for this grant and passes the Weld County Sheriffs
Office allocation on to us. Once BOCC's approval is received, WCSO will purchase the equipment and submit
for reimbursement from CSP afterwards.
The grant period starts 7/1/2022 and ends 6/30/2023.
Undersheriff Patch has reviewed and recommends acceptance of the award.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
The Board can reject the award and the Sheriffs Office will forego the opportunity to add the equipment to its
patrol team to locate suspect vehicles.
The Board can accept the award and enhance Patrol's investigative work.
Recommendation:
We recommend the Board approve the agreement.
Perry L. Buck
Mike Freeman, Pro-Tem
Scott K. James, Chair
Steve Moreno
Lori Saine
Approve
Re mmendation
rnf
v,A<�
Schedule
Work Session
Other/Comments:
2022-1989
01/13 so oce-l3
Karla Ford
From:
Sent:
To:
Subject:
Scott James
Thursday, July 7, 2022 8:21 AM
Karla Ford
Re: Please Reply - SO PA Request for FY2023 BATTLE grant award acceptance
Importance: High
Did I respond to this? Fine with it.
Scott K. James
Weld County Commissioner, District 2
1150 O Street, P.O. Box 758, Greeley, Colorado 80632
970.336.7204 (Office)
970.381.7496 (Cell)
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or
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have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any
disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments
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On Jul 6, 2022, at 9:46 AM, Karla Ford <kford@weldgov.com>wrote:
Please advise if you approve recommendation. Thank you.
Karla Ford
Executive Assistant & Office Manager, Board of Weld County Commissioners
1150 0 Street, P.O. Box 758, Greeley, Colorado 80632
:: 970.336-7204 :: kford@weldgov.com :: www.weldgov.com
**Please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.**
<image003.jpg>
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed
and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please
immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of
this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Sonja Kohlgraf <skohlgraf@weldgov.com>
Sent: Thursday, June 30, 2022 3:58 PM
1
COLORADO
State Patrol
Department 4.t of Pubiic Safet\
Date June 07.2022
Weld County Sheriff's Office
Project Director Lt. Marcy Roles -Foos
Transmitted by Electronic Mail
RE: Funding Award Letter for State Fiscal Year (SFY) 2023
Dear Lt. Marcy Roles -Foos,
On behalf of the Colorado State Patrol (CSP), it is my pleasure to congratulate you on receiving a
funding award as a partner agency of the Beat Auto Theft Through Law Enforcement (BATTLE)
Task Force.
The Weld County Sheriff's Office has been awarded $1,480.00 for the SFY23 grant cycle as a
partner agency. The grant period is July 1, 2022, through June 30, 2023. This award is subject
to all financial and administrative requirements of the Colorado Auto Theft Prevention Authority
(CATPA), including requirements outlined in the Office of Justice Programs Financial Guide,
the Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R.
Part 200, and the timely submission of all financial reports.
Enclosed in this packet is the Award Funding agreement, the grant budget, and a checklist for
BATTLE payment submissions. To officially accept the award, we request that your authorized
official initial each page and sign the Award Funding agreement and return to CSP via the
following email: battlepayments(astate.co.us. Please fill in your DUNS number and address on
the first page of the Award Funding agreement.
Please return your signed Funding Award agreement no later than June 30, 2022. Failure to sign
your award may result in delayed reimbursements.
Please contact Captain Michael Ryan at michael.ryanstate.co.us or 303-273-1773 or Barbara J.
Davis at barbara.davis@state.co.us or 303-919-1079 if you have any questions. We look forward
to working with you in the fight against auto theft!
Best Regards,
Michael Ryan
Captain, Colorado State Patrol
BATTLE Project Director
Barbara J. Davis, Fi . 7 cial Officer
INITIALS:
abaa 4929
COLORADO
State Patrol
Department of Public Safety
Partner Agency Name:
Partner Agency DUNS #
Project Director:
Financial Officer:
Project Director Address:
Grant Number:
Date of Issue:
Total Approved Budget:
Grant Period:
BATTLE Region:
Colorado State Patrol
Statement of Funding Award
Weld County Sheriff's Office
Sgt. Sean Standridge
Lieutenant Josh Noonan/Sonja Kohlgraf
FY23 WCSO
July 1, 2022
$1,480.00
July 1, 2022 through June 30, 2023
North
Partner Agency Approved Budget
BUDGET
ORIGINAL/CURRENT
AMOUNT
REVISION
CURRENT
ALLOCATION
CATEGORY
Supplies
O
p eratin
&
g
$1,480.00
$0.00
$1,480.00
$1,480.00
$0.00
$1,480.00
TOTAL
ALLOCATION
Line Item Qualifying Expenses
• SUPPLIES & OPERATING
o TELECOMM SIM Card activation = $480
o ENFORCEMENT EQUIPMENT Xtreme 4G VS mobile tracker = $1,000
Note:
• Supplies & Operating Expense backup documentation includes an invoice with
authorization for payment and a receipt or other form of proof of payment.
See Check List for BATTLE Payment Submissions for greater detail on documentation
requirements (Exhibit A).
INITIALS:
2
aoaa 4 9b' 9
COLORADO
State Patrol
Department of Public Safety
Special Conditions and Requirements
Multipart document and Additional Requirements
1. The Partner Agency affirms that the agreement consists of a multipart document: the award
letter, Funding Award and associated special conditions, required performance metrics,
and signatures of persons authorized to sign on behalf of the partner agency.
2. The Partner Agency agrees to comply with all requirements, conditions, and regulations
as detailed in the enclosed Funding Award document. The authorized official must initial
at the bottom of each page of the enclosed Funding Award document where indicated.
Reimbursement Requests
1. BATTLE Financial Payment Request Form. All reimbursement requests submitted by
the Grantee shall use the approved BATTLE Financial Payment Request Form.
2. Monthly Reimbursement Requests. Monthly reimbursement requests shall be completed
and submitted to the Grants Management Office (GMO) within fifteen (15) days after the
end of each month.
3. Final Reimbursement Requests. All invoices and overtime payroll shall be paid by SFY23
June 30, 2023. Final reimbursement requests shall be completed and submitted to CSP
GMO within ten (10) days after June 30, 2023. Reimbursement requests received beyond
this time will be subject to denial.
4. Documentation. The Partner Agency shall submit all backup documentation to the
BATTLE email. The Partner Agency shall keep on file and make available for review all backup
documentation at the discretion of GMO.
Financial Reporting Requirements
1. Budget Modification Request - Grant activities must match the approved budget
included with this document. The partner agency must secure prior written approval
from CSP if there is a requested change in any budget category. Failure to seek prior
consent may result in the denial of reimbursement.
The Partner Agency shall submit a Budget Modification form to the BATTLE Regional
Coordinator requesting a revision in the Funding Award budget. The Partner Agency
INITIALS: 3
2oa2 -/4Y9
COLORADO
State Patrol
Department of Public Safety
shall not make any changes in the budget line items or purchase equipment or other
supplies until they have received authorization from the BATTLE Regional
Coordinator. Reimbursement of any expenditures made by the Partner Agency without
prior written authorization shall not be reimbursed through BATTLE funds and the
Partner Agency shall absorb that cost.
2. Invoicing - The Partner Agency agrees to submit monthly reimbursement requests
on the Excel invoice workbook with backup documentation for reimbursement. The
Partner Agency shall submit the invoice workbook even if it is a zero -dollar claim no
later than fifteen (15) days following the end of a calendar month. Appropriate
documentation for all expenditures must accompany reimbursement requests. GMO
will only approve reimbursement of actual, supported, and allowable expenses. Only
financial -related documents are emailed to the BATTLE email address. Any
operational reports or other related working information are sent to the BATTLE
Regional Coordinator and not through the BATTLE email address.
3. Monitoring - The CSP will monitor the Partner Agency's performance obligations
under this Award Letter using procedures determined by the State of Colorado policies
and procedures. In its sole discretion, CSP shall have the right to change monitoring
procedures and requirements at any time during the term of this SFY23 grant period.
The CSP shall monitor the Partner Agency's performance in a manner that does not
unduly interfere with the Partner Agency's performance of grant work.
As the grant's fiscal agent, CSP shall monitor Partner Agency, including desk reviews,
agency visits, and phone interviews. The Partner Agency shall be notified at least thirty
(30) days in advance of any scheduled monitoring visits. As a recipient of these funds,
the Partner Agency agrees to cooperate with and respond to any requests for
information about your award within fifteen (15) days of audit notification.
If the CSP identifies any audit finding(s), the Partner Agency will have the opportunity
to make provisions to correct the finding(s). Any false statements or claims with the
awarded funds may result in fines, imprisonment, or any other remedy available by
law.
The Partner Agency has the right to protest any audit findings. All protests must be in
writing and sent to the BATTLE Project Director and the Financial officer.
4. Funding from Multiple Sources - The recipient understands and agrees to notify
CSP if it receives, from any other sources, funding for the same items or services also
funded under this award. The Partner Agency shall not supplant awarded funds with
city and county funds already budgeted for the same purpose. If CSP determines there
INITIALS: � 4
COLORADO
State Patrol
Dcivartment of PL
• aret'y
is supplanting of funds, award funds will be revoked and all expended funds shall be
returned to CSP within thirty (30) days.
5. Capital Equipment — Capital equipment is any item purchased at $5,000 per unit or
more using funds under a CATPA grant. The retention period ends when the value of
the equipment has depreciated to less than $5,000 per unit or the equipment is older
than five (5) years, whichever comes first.
A. Capital Equipment Ownership. Capital equipment becomes the property of the
recipient agency approved in the Funding Award and remains in possession of the
original agency so long as it continues to be used for auto theft prevention activities
as approved by the CATPA Office. If the equipment retention period has not
expired and the equipment is no longer needed or used for auto theft prevention
activities, BATTLE retains the right to reallocate the equipment for auto theft
prevention.
INITIALS:
B. Inventory of Capital Equipment. Under this agreement, the Partner Agency's
inventory of capital equipment shall occur during the retention period by the
BATTLE Project Director. A complete equipment inventory list is maintained by
the BATTLE Project Director. The Partner Agency shall submit its inventory list
to the BATTLE Regional Coordinator within fifteen (15) days.
C. Purchase of New Capital Equipment. When new equipment is purchased, the
Partner Agency has ten (10) days from the reimbursement request to return the
inventory certification form to the BATTLE Regional Coordinator. The stickers
indicating the purchased equipment is through grant funding will then be supplied
by GMO. The stickers must be attached to the equipment (near the serial number)
and remain so until disposition of the Capital Equipment
D. Inventory Removal of Capital Equipment. The Partner Agency shall make a written
request for removal of capital equipment, along with a completed CATPA Grant
Equipment Inventory Removal Certification Form and send it to the BATTLE
Regional Coordinator. Request to remove capital equipment from the CATPA
inventory is approved on any of the following conditions:
i. Equipment Lapses Retention Period. Equipment may be removed when the
purchase date is five (5) or more years past, regardless of the equipment's
actual purchase price or depreciated value.
11. Equipment Value is Less than $5,000 per unit. Equipment may be removed
from inventory when it has depreciated to a value less than $5,000 per unit.
In such cases, the Partner Agency shall provide documentation on the
justification for the depreciation and send it to the BATTLE Regional
o2oaa -984
COLORADO
State Patrol
Department of Public Safety
Coordinator. CSP and CATPA recognize generally accepted accounting
principles and encourage the Partner Agency to use the straight-line
depreciation method. Guidance on the straight-line depreciation method is in
the FY23 CATPA Grant Manager's Guidance Manual.
iii. Equipment Loss, Theft, or Damage. Equipment reported as lost, stolen, or
otherwise damaged beyond its serviceable use, may be removed from
inventory. In such cases, the Partner Agency must submit a written report
narrating the equipment loss, theft, or damage circumstances.
iv. Equipment Trade or Sale. Equipment may be removed from the inventory list
when it is determined that the trade or sale of the equipment is beneficial for
the Partner Agency. Any funds acquired during an approved sale of equipment
shall be returned to CSP and reflected on the Financial Payment
Reimbursement Request Form.
v. Equipment Transfer. The transference of equipment may occur if the Partner
Agency no longer needs or uses it. The CATPA Board will have final
authority in approving requests for equipment transfers and reflected on the
Partner Agency's inventory.
Other Terms and Conditions
1. Change of Personnel - The partner agency agrees to promptly give written notification
to CSP of any changes in the authorized official, project director, financial officer, or
grant -funded personnel.
2. Partner Agency Records and Retention
INITIALS:
A. Record Retention - The funds received in this Funding Award are for one year (the
Grant Period). The Partner Agency shall maintain all funding related records for a
period of five (5) years following the last day of the grant period. If there is any
litigation, claim, or audit related to this Funding Award then retention starts before
the expiration of the Record Retention requirement, this period shall extend until
resolution of litigations, claims, or audit findings and final action taken by the CSP.
For equipment records, the Record Retention Period shall be five (5) years following
the purchase of such property.
B. Records Inspection and Maintenance - The Partner Agency shall make, keep,
maintain a complete file of all records, documents, communications, notes, and other
written materials. The record should also include electronic media files and
aoota-1g89
COLORA DO
State Patrol
Department of Public Safety
communications about the Funding Award work or the delivery of services and goods
hereunder. The records shall be available for inspection and monitoring by CSP.
The Partner Agency shall permit CSP to audit, inspect, examine, copy and transcribe
Partner Agency records during the Record Retention period. Partner Agency shall
make its records available during regular business hours at Partner Agency's office
or place of business or at other mutually agreed upon times or locations. The Partner
Agency will receive no fewer than two (2) Business Days' notice from the CSP unless
CSP determines that a shorter period of notification, or no warning, is necessary to
protect the interests of the CSP.
3. Final Audit Report - The Partner Agency shall promptly submit to GMO a copy of any
final audit report performed on Partner Agency's records that relates to or affects this
Funding Award, whether it is from CSP or a third party.
4. Discrimination - As a condition of receipt of state funds, you acknowledge and agree that
you will not, on the grounds of race, color, religion, national origin, sex, or disability,
unlawfully exclude any person from participation in, deny the benefits of, or employment
to any person, or subject any person to discrimination in connection with any programs or
activities funded in whole or in part with state funds. You will also not discriminate in the
delivery of benefits or services based on age. These civil rights requirements are found in
the non-discrimination provisions of Title VI of Civil Rights Act of 1964, as amended (42
U.S.C. §2000d); the Omnibus Crime Control and Safe Streets Act of 1968, as amended
(42 U.S.C. §3789d); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C.
§794); and the Age Discrimination Act of 1975, as amended (42 U.S.C. §6101).
5. Equal Employment Opportunity - The Partner Agency must comply with the federal
regulations pertaining to the development and implementation of an Equal Employment
Opportunity Plan (28 C.F.R. Part 42 subpart E).
6. Subawarding Partner Agency Funds - The Partner Agency shall not subaward or pass
through to another entity these funds such as, but not limited to, public and private
agencies, nor to any persons.
7. Criminal Law Violations - Subrecipients must timely disclose in writing to the
BATTLE Project Director all state and federal criminal law violations involving fraud,
bribery, or gratuity that may potentially affect the awarded state funding. Failure to make
required disclosures can result in any remedies, including suspension or revoking
awarded funds.
8. Conflicts of Interest
INITIALS:
aoaa -/989
COLORADO
State Patrol
Department of Public Safety
A. Actual Conflicts of Interest. The Partner Agency 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 Partner Agency under this Agreement. Such a
conflict of interest would arise when the Partner Agency's employee, officer or
agent were to offer or provide any tangible personal benefit to an employee, or any
member of his or her immediate family or his or her partner, related to the award
management or oversight of this Agreement.
B. Apparent Conflicts of Interest. Partner Agency acknowledges that, concerning this
Funding Award, even the appearance of a conflict of interest shall be harmful to
CSP's interests. The Partner Agency shall refrain from any practices, activities,
or relationships that reasonably appear to conflict with the full performance of
Partner Agency's obligations under this Funding Award, unless prior written
approval is obtained from CSP.
C. Disclosure to the State - If a conflict or the appearance of a conflict arises, or if
Partner Agency is uncertain whether a conflict or the appearance of a conflict has
arisen, Partner Agency shall submit to CSP a disclosure statement setting forth the
relevant details for the State's consideration. Failure to promptly submit a
disclosure statement or follow the CSP's direction regarding the actual or apparent
conflict constitutes a breach of this Funding Award.
INITIALS'
o2oaa -/n9
COLORADO
State Patrol
Department of Public Safety
Return:
The Partner Agency will sign a copy of the Funding Award and return the agreement to the CSP
BATTLE email. Once CSP obtains all signatures, the Partner Agency will receive a copy of this
agreement.
The parties hereto have executed this binding Funding Award.
Persons signing for Partner Agency hereby swear and affirm that they are authorized to act on
Partner Agency's behalf and acknowledge that the Colorado State Patrol relies on their
representations to that effect. The Funding Award may be executed in two or more
counterparts, each of which together shall be deemed an original, but all of which together
shall constitute one and the same instrument. In the event that any signature is delivered by
facsimile transmission or by e-mail delivery as a scanned ".pdf' format data file, such
signature shall create a valid and binding obligation of the party executing with the same
force and effect as if such facsimile or ".pdf' signature page was an original thereof
SIGNATURES
BOARD OF WELD COUNTY COMMISSIONERS
PARTNER AGENCY
Legal Name of Partner Agency
SCOTT K. JAMES,
BOCC CHAIR
Name of Official, Title
JUL 1 3 2022
Date Signed
COLORADO STATE PATROL
04.4,7€14.0"
Michael Ryan, Captain
BATTLE Project Director
06/24/2022
Date signed
ovaa -/489
Contract Form
DEPARTMENT OF PUBLIC SAFETY
Entity ID*
P00031844
2022 BATTLE GRANT AWARDTHROUGH CAPTA
Contract Status
CTB REVIEW
❑ New Entity?
Contract ID
6121
Contract Lead.
MROLES
Contract Lead Email
mroles@weldgov.com
Contract Description
AWARD ACCEPTANCE FOR $1480 TO BUY MOBILE TRACKER FOR PATROL
Contract Description 2
Contract Type.
GRANT
Amount *
51,480.00
NO
Automatic Renewal
NO
Grant
YES
IGA
NO
Department
SHERIFF
Department Email
CM-Sheriff@weidgov.com
Department Head Email
CM -Sheriff -
De ptHeadOweldgov. com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEYLDG
OV.COM
Grant Deadline Date
Sus Contract ID
D
Requested BOCC Agenda
Date
07/13/2022
Parent Contract ID
Requires Board Approval
YES
Department Project*
Due Date
07/09/2022
*All a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
NO
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
Ontase
07/01/2022
Review Date
12,31/2022
Renewal Date
Termination Notice Period
Committed Delivery Date
Expiration Date*
06,30/2023
Contact Name
Contact Type
Contact Email
Contact Phone 1
Contact Phone 2
Department Head
ESTHER GESICK
DH Approved Date
07(08/2022
ROCC Sgned Date
BflCC Agenda Date
07/13/2022
Originator
SKOHLGRAF
Finance Approver
CHRIS D OVIDIO
Purchasing Approved Date
Finance Approved Date
07(11/2022
Tyler Ref #
AG 071322
Legal Counsel
KARIN MCDOUGAL
Legal Counsel Approved Date
07(11/2022
Hello