HomeMy WebLinkAbout20201736.tiffCORRECTED RESOLUTION
RE: APPROVE REVISED 2018 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE
GRANT (JAG) PROGRAM APPLICATION FOR JAIL BOOKING BODY SCANNER
PROJECT AND AUTHORIZE ELECTRONIC SUBMITTAL
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with the Revised 2018 Edward Byrne
Memorial Justice Assistance Grant (JAG) Program Application for the Jail Booking Body Scanner
Project from 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, to the Colorado Office of Adult
and Juvenile Justice Assistance, Division of Criminal Justice, commencing July 1, 2020, and
ending June 30, 2021, with further terms and conditions being as stated in said revised
application, and
WHEREAS, after review, the Board deems it advisable to approve said revised
application, 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 Revised 2018 Edward Byrne Memorial Justice Assistance Grant
(JAG) Program Application for the Jail Booking Body Scanner Project from 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, to the Colorado Office of Adult and Juvenile Justice Assistance, 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 submit said revised application electronically.
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2020-1736
SO0041
REVISED 2018 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG)
PROGRAM APPLICATION FOR JAIL BOOKING BODY SCANNER PROJECT
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 10th day of June, A.D., 2020.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:da44) e t,
Weld County Clerk to the Board
BY:
Deputy Clerk to the Boa
Attorney
Date of signature: 07/.2.(/-0
Mike Freeman, Chair
2020-1736
SO0041
RESOLUTION
RE: APPROVE 2018 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG)
PROGRAM AWARD FOR JAIL BOOKING BODY SCANNER PROJECT AND
AUTHORIZE ELECTRONIC SUBMITTAL
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with the 2018 Edward Byrne Memorial Justice
Assistance Grant (JAG) Program Award for the Jail Booking Body Scanner Project 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 Office of Adult and Juvenile Justice
Assistance, Division of Criminal Justice, commencing July 1, 2020, and ending June 30, 2021,
with further terms and conditions being as stated in said award, and
WHEREAS, after review, the Board deems it advisable to approve said 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 2018 Edward Byrne Memorial Justice Assistance Grant (JAG)
Program Award for the Jail Booking Body Scanner Project 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 Office of Adult and Juvenile Justice Assistance, 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 submit said award electronically.
Cc: SOCSK), aCTCBCICc)
7/O1/2.O
2020-1736
SO0041
2018 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM
AWARD FOR JAIL BOOKING BODY SCANNER PROJECT
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 10th day of June, A.D., 2020.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ddtdfa/t) .. ;g.
Weld County Clerk to the Board
BY:
Deputy Clerk to the Boar
APP' : ! ED AS
ounty ' ttorney
Date of signature: (')C ( 3l o'1O
Mike Freeman, Chair
Steve Moreno, Pro-Tem
cott. James
Kevin D. Ross
2020-1736
SO0041
rl+rA4131O(,
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Competitive 2018 Justice Assistance Grant (JAG) award acceptance
DEPARTMENT: Sheriffs Office
DATE: 6/4/2020
PERSON REQUESTING: Sonja Kohlgraf, WCSO's Budget Manager
Brief description of the problem/issue:
Historical timeline:
February of 2018: WCSO applied for the JAG2018 grant funding in the amount of $210,000. The proposal included the purchase of
two body scanners; one located in the North Jail booking intake and one for the Southwest Booking Station intake.
May 2018, Weld County received the preliminary award approval in the amount of $105,000 to purchase one body scanner for the jail.
The award was withdrawn/put on hold because the State of Colorado adopted "sanctuary policies" and was not complying with 8
U.S.C 1373. Governor Polis filed a lawsuit against the Department of Justice.
May 19`x' 2020, Weld County Sheriff's Office received a notification from the Grant Manager in the Colorado Division of Criminal
Justice that CO won the litigation and asked if we are still accepting the JAG 2018 grant award.
May 26th 2020, I reached out to the Grant Manager and let her know that we would like to accept, pending Weld County BOCC's
approval, and asked if we could use the funds for a second body scanner for the Southwest Booking Station.
June 2" 2020 The State Rep responded that we can change the location to the SW Booking station as the JAG Board did not specify
the location.
Therefore, I would like to request approval to accept the award.
In the summer of 2019, I reached out to the State to get a status update on the JAG2018 funding award and was notified that the award
has not been approved because the lawsuit was filed. The State Rep could not confirm or deny a future award. The Jail continued to
express the need of a body scanner to mitigate risk, increase safety and improve the dignity of the inmates. WCSO determined that
equitable share funds, as well as JAG2017 and JAG2018 formula grant money, that was awarded but not used yet, could be used to
buy the body scanner.
Financial breakdown:
Funding for the first body scanner at the North Jail:
Body Scanner price - Purchase order issued $134,950
Equitable Share Funds $69,000
JAG2017 $14,249 must be spent by early fall 2020
JAG2018 $13,152
Requested variance from WC Finance $38,549
Body Scanner for the Southwest Booking Station
Price quote 6-4-2020 $134,950
JAG2018 award $105,000
Requested variance from WC Finance $29,950
Total need of estimated Weld County funding $68,499 or 25% for both machines. 75% will be covered by grant and equitable sharing
funds. Ongoing yearly maintenance per machine is approx. $9,000.
When the original project was discussed, Weld County prepared to cover a variance of an estimated $80,000 for the implementation of
both machines. By purchasing both body scanners with above described funding, the impact to Weld County would be reduced to
$68,499 with a savings of $11,501.
The proposal has been reviewed by Sheriff Reams and Finance and both recommend approval.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
• Approve the acceptance of the JAG2018 award and apply the funds to the purchase of a body scanner for the Southwest
Booking Station and cover the shortfall.
2020-1736
5000'11
• Deny the grant award. This will eliminate the opportunity to equip the Southwest Booking Station with a body scanner for a
fraction of the purchasing price.
• Schedule a work session to discuss further.
Recommendation:
Authorize the acceptance of the JAG2018 award in the amount of $105,000 for purchase of body scanner at estimated $134,950
Approve
Recommendation
Mike Freeman, Chair
Scott K. James
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
Kevin D. Ross
Schedule
Work Session
Other/Comments:
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Colorado Division of Criminal Justice
Office of Adult and Juvenile Justice Assistance
2018 Edward Byrne Memorial Justice Assistance Grant Program (JAG)
Deadline: 9/23/2018
Weld County
2018 -DJ -18-06-49-1 / Weld County Jail Booking Body Scanner Project
Jump to: Organizational Details Questions / Statement of Work Budget Summary Tables (G&O. Budget Details, Additional Funding)
Documents
$ 210,000.00 Requested
Submitted: 2/16/2018 4:24:38 PM (Pacific)
Project Contact
Esther Gesick
egesick;@co.weld.co.us
Tel: 970-400-4226
Additional Contacts
joftelie@co.weld.co.us mturner@co.weld.co.us,steams@weldgov.com,bconnolly@weldgov.com,cdps_dcj_oajjagrants@state.co.us,bchoate@weldgov.com,skohlgraf@weldgov.com
Organizational Details foR
1. Applicant "Doing Business As" (DBA) under a parent company/unit of government?
Yes
No
Weld County
1150 O Street
Greeley, CO 80631
United States
970-400-
Telephone
4226
970-336-
7233
Fax
Chair Board of County Web
Commissioners Weld
County
Mike Freeman
BOCc.;-
Contractsweidgov com
EIN
DUNS
SAM
Expires
84-
6000813
075757955
1/19/2021
2. Legal Entity Name
Enter the Legal Entity Name here. If your agency is a DBA, the Legal name will be different than the Applicant Name. If your agency is NOT a DBA, then the Applicant Name and Legal Entity Name will be the same.
Weld County
3. Legal Entity Physical Address
Enter the Legal Entity Street Address, City, State, Zip + 4 (e.g. 700 Kipling Street, Suite 1000, Lakewood, CO 80215-8957)
1150 O Street
Greeley, CO 80631-9596
4. Applicant Type
Not for Profit (Only State level, Quasi -governmental, and pre -approved Not for Profits)
V Public , Government
5. Are you a Colorado State Agency?
(e.g. Colorado Department of Revenue, Colorado Department of Corrections, Colorado Department of Public Safety, etc.)
V No
Yes
6. Legal Entity County
Enter the County of your legal entity address
Weld
Questions / Statement of Work oi:)
Some answers will not be presented because they are not part of the selected group of questions based on the answer to #3.
Project Duration
1. Project Start Date
MM/DD/YYYY
07/01/2020
2. Project End Date
MM/DD/YYYY
06/30/2021
Application Type
3. Please select the first option below, "2018 Colorado Justice Assistance Grant (JAG)".
V 2018 Colorado Justice Assistance Grant (JAG)
DCJ Grant Manager Only - Administration JAG
New vs Continuation Project
4. New vs Continuation Project
New
Continuation
Project Officials
5. Project Director: Name
Enter salutation, first, last, title, agency (e.g. Mrs. Sally Smith, Program Coordinator, ABC Company)
Sheriff Steve Reams, Sheriff, Weld County Sheriffs Office
6. Project Director: Mailing Address
Street Address, City, State, Zip + 4 (e.g. 700 Kipling Street, Suite 1000, Lakewood, CO 80215-8957)
1950 O Street, Greeley, CO 80631-9503
7. Project Director: Email Address
sreams@weldgov.com
8. Project Director: Phone Number
970-400-2801
9. Financial Officer: Name
Enter salutation, first, last, title, Agency (e.g. Mr. John Doe, Senior Accountant, ABC Accounting Services)
Mrs. Barbara Connolly, Controller, Weld County Government
Education
Treatment/Substance Abuse
Courts
I Youth Services
Treatment/Mental Health
Prosecution
Probation
Social Services
40. Primary Contact of Implementing Agency: Name
Enter salutation, first, last, title, agency (e.g. Mrs. Sally Smith, Program Coordinator, ABC Company). Enter "NA" if applicant is the same as implementing agency.
Mrs. Sonja Kohlgraf, Business/Budget Manager, Weld County Sheriffs Office
41. Primary Contact of Implementing Agency: Email Address
Enter "NA" if applicant is the same as implementing agency.
skohlgraf@weldgov.com
42. Primary Contact of Implementing Agency: Phone Number
Enter "NA" if applicant is the same as implementing agency.
970-400-2872
Budget Summary top
Budget Summary Requested/Awarded
Personnel
Supplies & Operating
Travel
Equipment
Consultants / Contracts
Indirect
Total
Tables (G&O, Budget Details, Additional Funding) top
lca]�s :: O laCitveS
GOAL 1
Goal 1
Objective 1.1
Objective
Outcome
Measurement
Timeframe
Objective 1.2
Objective
Outcome
Measurement
Timeframe
Objective 1.3
Objective
Outcome
Measurement
Timeframe
GOAL 2
Goal 2
Objective 2.1
Objective
Outcome
Measurement
Timeframe
Objective 2.2
Objective
Outcome
Measurement
Timeframe
Objective 2.3
Objective
Outcome
Measurement
Timeframe
GOAL 3
Goal 3
Objective 3.1
Objective
Outcome
Measurement
Timeframe
Grant Funds
$ 105,000.00
$ 105,000.00
Project Total
$ 0.00
$ 0.00
$ 0.00
$ 105,000.00
$ 0.00
$ 0.00
$ 105;000.00
Improve the effectiveness of Law Enforcement Officers while maintaining or improving the safety, integrity and dignity of inmates within the Weld County Jail.
Increase the safety and security of inmates by discovering and interdicting illegal narcotics and other contraband as it is attempting to be entered into the Weld
County Jail.
A) Increase discovery of contraband and illegal narcotics by 50% at time of entry into the secure facility.
A) In 2017, 34 instances were documented of inmates attempting to smuggle in illegal narcotics or other contraband. By the end of the grant period, this should
increase to 51 or more.
During the grant period, increase instances of finding contraband on inmates at booking intake, which should decrease the number of infractions and drug use
within the facility throughout the year.
Decrease the number of strip searches conducted upon inmate entry into secure facility while improving inmate safety.
A) Decrease necessary strip searches by 40% of inmates booked into secure facility.
B) Body scans completed on at least 90% of incoming arrestees, with the only exceptions being for medical purposes, and identified in written procedures.
Currently, strip searches are completed on approximately 34% of incoming inmates. Based on intake numbers, this number should be able to be reduced to
20% or less of incoming inmates.
Only exceptions to body scan would be for medical purposes, and would be identified in policy and practice. Number calculated by total intake and subtracting
out those not scanned once project is implemented.
Within 6 months of implementation, 90% or more of arrestees should be going through the body scanner upon entering the facility.
Improve the utilization of staffing resources tasked with ensuring the safety of inmates in their custody.
Reduce by 75% the number of times an inmate is transported with deputies and/or medical staff to an outside facility such as neighboring County jails or nearby
hospitals for scanning and body screening due to suspected illegal contraband.
Prior year data shows an estimate of approximately 12 instances a year where inmates needed to be transported to another facility. By the end of the grant
period, this should be reduced to approximately 3.
Within the firstYear of implementation.
Objective 3.2
Objective
Outcome
Measurement
Timeframe
Objective 3.3
Objective
Outcome
Measurement
Timeframe
Project Eva uation
Project Evaluation- Describe the approach for
evaluating the project in response to the stated
objectives, outcomes and measurements. See
instructions for further information.
t.srSOnii to lle
Statistics are collected in the Jail Management System, and currently reported through Administrative reports on a monthly basis. Once the body scanning
project is implemented, if the numbers don't appear to be decreasing as expected, analysis can occur among the leadership in the jail to see what else may be
missing. This could lead to discovery of other issues that are currently unobserved at the jail, and would indicate other problems within the structure in place.
There would also be chances to review an update the implemented policy and procedure to be the most effective while maintaining compliance with Federal,
State and Local regulations.
Budget & Budget Narrative Details
Annual Base
Position Annual
Salary To Be
Personnel Title and Base
Paid By
Salary Name Sala Grant Funds
1
2
3
4
5
6
7
8
9
10
Total
$
% To Be Annual
Paid By Annual Fringe To
Grant Fringe Be Paid By
Funds Grant Funds
Non Personnel: Budget & Budget Narrative De:tails
Budget Item Item
SUPPLIES & OPERATING
S&O 1
S&O 2
S&O 3
S&O 4
S&O 5
S&O 6
S&O 7
S&O 8
S&O 9
S&O 10
Supplies & Operating
Total
TRAVEL
Ti
T2
T3
T4
T5
T6
T7.
T8
T9
T10
Travel Total
EQUIPMENT
E1
E2
E3
E4
E5
E6
E7
E8
E9
E10
Equipment Total
Inmate
Body
Scanner
% To Be
Paid By
Grant
Funds
Amount To
Be Paid By Budget Narrative and Justification
Grant Funds
$ 0
Total
Annual
Base
Salary +
Fringe
$
$ 0
0
$ 0
$ 0
$ 0
$
$ 0
$ 0
$ 0
so
Total Base
Salary +
Fringe To Be
Paid By
Grant Funds
$ 0
$ 0
$
$ 0
$ 0
$ 0
$0
$ 0
$ 0
$ 0
$0
OT -
Annual
Base
Salary
OT - Annual
Base Salary
To Be Paid
By Grant
Funds
OT - Annual
T -
nual Fringe To Be
An
Paid By
Fringe
Grant Funds
Total To Be
Paid By Grant Budget
Funds Narrative and
(including Justification
overtime)
$ 0
$0
$ 0
$ 0
$ 0
$ 0
$ 0
$o
$
$ 0
$0
$ 105,000 The Body Scanner will be located at the Weld County Southwest Booking Station at 4209 County Rd 24 1/2, Firestone CO 80260. The machine will be located in
the Booking Intake area and operated by a Booking Deputy.
$ 105,000
The Weld County Sheriffs Office is requesting funds for the purchase of one (1) full body scanner and X -Ray systems with all associated computer software and
hardware. In researching possible vendors, the least expensive machine that meets the Sheriffs Office needs has a ticket price of $134,950. The grant request of
$105,000 is with the understanding that anything above this cost will be covered by Weld County, and the machine will be maintained at the expense to Weld
County for the life of the machine. It is estimated these machines have a useful life of 10-15 years, and maintenance contracts run approximately $9,000 per year.
The Sheriffs Office has requested the assistance of the Weld County Information Technology and Buildings & Grounds divisions to assist in evaluating the
requirements for the best possible value based on space and need before the machine is purchased, and also ensure the body scanners are able to communicate
with our JMS (Jail Management System, currently Spillman). Research has been conducted on CJIS compliance and software compatibility, and will be continued
throughout the RFP process.
CONSULTANTS/CONTRACTS (PROFESSIONAL SERVICES)
CC 1 $
CC 2
CC 3
CC 4
CC 5
CC 6
CC 7
CC 8
CC 9
CC 10
Consultants/Contracts
Total
INDIRECT
I1
Indirect Total
Total
$ 0
$ 0
$105,000
Prat e'�i a. I �' Lis J l::1g
a
Amount Description
Awarded
Additional Sources of Project Funding
Federal
State
County
Government
Municipal
Government
Private
Other (Specify)
Total
Duration
$ 119,950.00 Weld County Sheriffs Office General Fund Calendar year 2020: The County will cover the variance between the grant award and purchase price of $134,950.
budget request Calendar Years 2020-2030: Weld County is anticipating the maintenance contracts for the grant funded machine for approximately
10 years (after warranty expires) at approximately $9,000 per year.
$
$ 119,950.00
Prior JAG Funding
Prior JAG Funding for this project
1.
2.
3.
Total
Documents too
Amount Awarded Grant Number
$
$ 0.00
$29,950 Purchase price variance +(10"$9,000)= $119,950
Documents Requested *
Organizational Chart [Required if grant funds personnel]
Priority Letter [Required if more than one JAG application is submitted in one funding cycle]
Letters of Support [see instructions]
Financial Management Questionnaire
download template
Federally Approved Indirect Cost Rate
Certificate Regarding Lobbying; Debarment, Suspension; and Drug -Free Workplace [Awards
greater than $100,000 only]
download temolate
Other
Certification of Compliance with Regulations - Office of Civil Rights, Department of Justice (DCJ
Form 30)
download template
Preliminary Award Acceptance/Request for Reconsideration [Required for ANY acceptance of
Award or Request for Reconsideration]
Acknowledgement of Award and Application Changes [Required for all applicants approved for
funding of any amount > 49%, if accepting the award]
Budget Revision (DCJ Form 4-A)
download template
Change in Project Officials (DCJ Form 4-B)
download template
Change in Grant Award Period (DCJ Form 4-C)
download template
Modification of Other Grant Agreement Terms (DCJ Form 4-D)
download template
Consultants/Contracts (DCJ Form 16)
download template
Equipment Inventory/Retention Certification (DCJ Form 5)
download template
Equipment Procurement Certification (DCJ Form 13)
download template
Conference Policy and Certification (DCJ Form 31)
Certification of Compliance with 8. U.S.C. § 1373 by Prospective Subrecipient: Recipient State
subaward to a Local Government
Information regarding Communication with the Department of Homeland Security (DHS) and/or
Immigration and Customs Enforcement (ICE)
Administrative Documents *
' ZoomGrantsTM is not responsible for the content of uploaded documents.
Project Title Purpose Area
Required? Attached Documents *
JAG Financial Management Questionnaire
handout
WCSO Signed Preliminary Acceptance of award
signed Acknowledgement of Award
Compliance with Prospective Subrecipient
Communication with DHS
Original ZG Application 20180227
Preliminary Notification of Funding Decision
Application 6/4/2020 JAGBoard Changes
Grant Period
Application ID: 105286
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