The URL can be used to link to this page

Browse Search

Home My WebLink About20174285.tiffRESOLUTION RE: APPROVE ACCEPTANCE OF STATEMENT OF GRANT AWARD FOR INTERNET CRIMES AGAINST CHILDREN (ICAC) TASK FORCE AND AUTHORIZE CHAIR TO SIGN - CITY OF COLORADO SPRINGS POLICE DEPARTMENT 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 Statement of Grant Award for the Internet Crimes Against Children (ICAC) Task Force from the City of Colorado Springs Police Department to the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Sheriff's Office and the Northern Colorado Regional Forensic Laboratory, commencing upon full execution, with further terms and conditions being as stated in said Statement of Grant Award, and WHEREAS, after review, the Board deems it advisable to approve and accept said Statement of 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 Statement of Grant Award for the Internet Crimes Against Children (ICAC) Task Force from the City of Colorado Springs Police Department to the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Sheriff's Office and the Northern Colorado Regional Forensic Laboratory, be and hereby is, approved and accepted. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said Statement of Grant Award. mac. SOCRO-45O), O�GTC.gc,) c t/ test/t`1. 2017-4285 SO0038 STATEMENT OF GRANT AWARD FOR INTERNET CRIMES AGAINST CHILDREN (ICAC) TASK FORCE GRANT - CITY OF COLORADO SPRINGS POLICE DEPARTMENT PAGE 2 The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 27th day of December, A.D., 2017. BOARD OF COUNTY COMMISSIONERS WELOTY, COLORADO ATTEST: dith,t) jej44;e1 Weld County Clerk to the Board BY: Deputy Cle APPR County Attorney Date of signature: Ot/17// Julie A.Cozad, Chair EXCUSED Steve Moreno, Pro-Tem Sean P. Conway EXCUSED Mike Freeman arbara Kirkmeyer 2017-4285 SO0038 L'vvAINKI- Li+ BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW/ WORK SESSION REQUEST RE: FY 17ICAC Grant (OnBase Contract #1596) DEPARTMENT: Sheriffs Office DATE: 12/12/2017 PERSON REQUESTING: Ron Arndt, Crime Lab Director Brief description of the problem/issue: Weld County Sheriffs office has been provided the opportunity to apply for funds that would allow for training for Daren Ford related to Internet Crimes Against Children. Most specifically we are looking for training that will allow us to more effectively examine cell phones for data related to crimes against children. Technology changes are so rapid and by offering training we can stay up with the perpetrators in their use of mobile devices to exploit children. Daren recently returned from a class and with the training received proceed to examine and obtain data that we had previously not been able to obtain. Training: There is no future cost impact for the training and there is no supplanting of funds with this request. The significance of the training will be in providing a skill set to meet a need within the lab. The lab recent has had several submissions in which we were not able to pull the data from the device because it was damaged. Had we had the tool and training we may have assisted the investigator in obtaining the needed data to help their case investigation. This is a continuation of grants in previous years and is currently being reviewed by Legal for any outstanding, issues. What options exist for the Board? (Include consequences, impacts, costs, etc. of options) • Authorize the Chair to sign the Statement of Grant Award for $5,407. • Deny authorization to sign. This will result in increased cost to the County General Fund to provide this training to staff, or a lack of necessary training for the Regional Crime Lab staff. • Schedule a work session to discuss further. Recommendation: Authorize chair to sign the Statement of Grant Award with Colorado Springs and accepting the grant award for training. Approve Recommendation Sean P. Conway Julie A. Cozad, Chair Mike Freeman Barbara Kirkmeyer Steve Moreno, Pro -Tern libschal Work Session Other/Comments: 2017-4285 090-8 Karla Ford From: Sent: To: Subject: Yes, I approve Julie Cozad Wednesday, December 20, 2017 3:07 PM Karla Ford Re: Pass Around for ICAC grant in Lab Sent from my Verizon, Samsung Galaxy smartphone Original message From: Karla Ford <kford@weldgov.com> Date: 12/20/17 3:01 PM (GMT -07:00) To: Julie Cozad <jcozad@weldgov.com> Subject: FW: Pass Around for ICAC grant in Lab Could you review this tonight and let me know if ok? Somehow this did not get passed to you today in the orange folder. BK/MF/SM have all approved. Let me know. Thanks! Karla Ford X Office Manager, Board of Weld County Commissioners 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kford@weldgov.com :: www.wetdgov.cont My working hours are Monday -Thursday 7:00a.m. 4:00 p.m. Friday 7:00a.m. - Noon 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: Jennifer Oftelie Sent: Monday, December 18, 2017 8:57 PM To: Karla Ford <kford@weldgov.com> Subject: Pass Around for ICAC grant in Lab Hi Karla. Attached is a pass around and all related documents for the newest ICAC grant for Daren's training at the Lab. I think the only document that needs to go with the pass around is the actual SOGA, but I will leave that for you to decide. This is in OnBase under contract #1596. Let me know what else you need from me. Thanks! Jen PS — I'll have another one coming your way shortly as well. 1 COLORADO SPRINGS OLYMPIC CITY USA November 27, 2017 POLICE DEPARTMENT PETER CAREY Chief of Police Weld County Sheriff's Office Sheriff Steve Reams 1950 O Street Greeley, CO 80631 RE: Grant #2015-MC-FX-K030, Internet Crimes Against Children (ICAC) Grant — Statement of Grant Award, Year 3 Sheriff Reams: On behalf of the City of Colorado Springs and the Colorado Springs Police Department, it is my pleasure to congratulate you on receiving grant funding as a sub -recipient under the Internet Crimes Against Children grant, offered through the U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Office of Juvenile Justice and Delinquency Program (OJJDP). The Weld County Sheriff's Office has been awarded $5,407 for the grant period ending September 30, 2018. This award is subject to all administrative and financial requirements of the Department of Justice, including requirements set forth 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 and programmatic reports. Enclosed in this packet is the Statement of Grant Award and its incorporated documents. Prior to expending any grant funds, the Statement of Grant Award must be fully executed and submitted to the Colorado Springs Police Department, of which you will receive a copy. Likewise, as the grant's fiscal agent, CSPD is required to monitor the Weld County Sheriff's Office, which may include agency visits and phone interviews. You will be notified at least 30 days in advance of any scheduled monitoring visits. Please review and sign the Statement of Grant Award (SOGA) and email the signed documents to Patricia Lykes, lykespa@ci.colospgs.co.us. If you have any questions, please contact Patricia Lykes at 719-444-7808 or Ivkesoa©ci.colosogs.co.us. We look forward to working with you, and thank you for all that you do. Regards, /0^Ac Peter Carey, Chief of Police Attachments: Statement of Grant Award "Safeguarding our Community as our Family" 705 South Nevada Avenue Mailing Address: Post Office Box 2169 • Colorado Springs, CO 80901-2169 COLORADO SPRINGS POLICE DEPARTMENT (CSPD) STATEMENT OF GRANT AWARD (SOGA) SUB -RECIPIENT AGENCY NAME: Weld County Sheriff's Office SUB -RECIPIENT DUNS#: 75757955 PROJECT DIRECTOR: Ron Arndt PROJECT DIRECTOR ADDRESS: 1950 O Street Greeley, CO 80631 GRANT NUMBER: 2015-MC-FX-K030, Year 3 CFDA#: 16.543 PROJECT TITLE: Colorado Internet Crimes Against Children Task Force, Internet Crimes Against Children Grant Award TOTAL FEDERAL AWARD (CO ICAC TASK FORCE): $375,092 GRANT PERIOD: October 1, 2017 to September 30, 2018 SUB -RECIPIENT GRANT PERIOD: November 28, 2017 to August 31, 2018 DATE ISSUED: November 28, 2017 The attached grant application, Budget Detail Worksheet, and Special Provisions/Certified Assurances are incorporated herein as a part of this document. Please note if you are going to spend in a manner that is not exactly the same as your budget detail, you must contact Patricia Lykes prior to obligating those funds for a budget revision approval. Budget Category Award Amount Consultants/Contracts Travel $1,457 Equipment ($5,000+) Supplies Other (Registration Fees, etc) $3,950 Total Award Amount $5,407 2 Approved Budget Detail - See attached Budget Detail Worksheet SPECIAL CONDITIONS AND REQUIREMENTS: 1. Requirements of the award; remedies for non-compliance or for materially false statements The conditions of this award are material requirements of the award. Compliance with any certifications or assurances submitted by or on behalf of the recipient that relates to conduct during the period of performance also is a material requirement of this award. Failure to comply with any one or more of these award requirements -- whether a condition set out in full below, a condition incorporated by reference below, or a certification or assurance related to conduct during the award period -- may result in the Colorado Springs Police Department ("CSPD") taking appropriate action with respect to the recipient and the award. Among other things, CSPD may withhold award funds, disallow costs, or suspend or terminate the award. 2. Applicability of Part 200 Uniform Requirements The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the "Part 200 Uniform Requirements") apply to this award. For more information and resources on the Part 200 Uniform Requirements as they relate to OJP awards and subawards ("subgrants"), see the OJP website at https://ojp.gov/funding/Part200UniformRequirements.htm. In the event that an award -related question arises from documents or other materials prepared or distributed by the Office of Justice Programs or CSPD that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the recipient is to contact CSPD promptly for clarification. 3. Financial and Administrative Guides The sub -recipient agrees to carefully review the Office of Justice Programs (O113) Financial Guide, which includes procedures regarding this document, reimbursement for grant funds, reporting requirements, procurement procedures, as well as the Colorado Internet Crimes Against Children Grant Administration Guide. The sub -recipient agrees to comply with these documents. 4. Compliance with general appropriations -law restrictions on the use offederal funds (FY 2017) The recipient, and any sub -recipient at any tier, must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes. Pertinent restrictions, including from various "general provisions" in the Consolidated Appropriations Act, 2017, are incorporated by reference here. Should a question arise as to whether a particular use of federal funds by a recipient (or a subrecipient) would or might fall within the scope of an appropriations -law restriction, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. 5. Submit annual audit to CSPD The sub -recipient must annually submit to the CSPD one copy of the sub -recipient's most recent A-133 audit or financial review, including any management or other auditor comments. 6. Effect of failure to address audit issues The recipient understands and agrees that the awarding agency may withhold award funds, or may impose other related requirements, if (as determined by the awarding agency) the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of DOJ awards. 7. Prohibition on use of funds to "lobby" 3 The sub -recipient agrees that it cannot use any Federal funds, either directly or indirectly, in support of the enactment, repeal, modification, or adoption of any law, regulation, or policy at any level of government without the express written consent of the Office of Justice Programs via CSPD. 8. Prohibition on discrimination Federal laws that apply to recipients of financial assistance from the Department of Justice prohibit discrimination on the basis of race, color, national origin, religion, sex, or disability in funded program or activities, not only in employment but also in the delivery of services or benefits. A federal law also prohibits recipients from discriminating on the basis of age in the delivery of services or benefits. All recipients of federal financial assistance, regardless of the funding source, the amount of the grant award, or the number of employees in the workforce, are subject to prohibitions against unlawful discrimination. 9. Meaningful access for persons with limited English proficiency The sub -recipient agrees to take reasonable steps to provide meaningful access to their programs and activities for persons with limited English proficiency (LEP). For more information on the civil rights responsibilities that sub grantees have in providing language services to LEP individuals, please see the website at http://www.lep.gov. The sub -recipient agrees to maintain a policy to comply with these requirements. 10. Use of arrest or conviction records The sub -recipient should be mindful that misuse of arrest or conviction records to screen either applicants for employment or employees for retention or promotion, may have a disparate impact based on race or national origin, resulting in unlawful employment discrimination. Sub -recipients should consult local counsel in reviewing their employment practices. 11. Compliance with DO] regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 42 The recipient, and any sub -recipient at any tier, must comply with all applicable requirements of28 C.F.R. Part 42, specifically including any applicable requirements in Subpart E of 28 C.F.R. Part 42 that relate to an equal employment opportunity program. 12. Compliance with DO] regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 54 The recipient, and any sub -recipient at any tier, must comply with all applicable requirements of 28 C.F.R. Part 54, which relates to nondiscrimination on the basis of sex in certain "education programs." 13, Compliance with DO] regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 38 The recipient, and any sub -recipient at any tier, must comply with all applicable requirements of 28 C.F.R. Part 38, specifically including any applicable requirements regarding written notice to program beneficiaries and prospective program beneficiaries. Part 38 of 28 C.F.R., a DOJ regulation, was amended effective May 4, 2016. Among other things, 28 C.F.R. Part 38 includes rules that prohibit specific forms of discrimination on the basis of religion, a religious belief, a refusal to hold a religious belief, or refusal to attend or participate in a religious practice. Part 38 also sets out rules and requirements that pertain to recipient and sub -recipient organizations that engage in or conduct explicitly religious activities, as well as rules and requirements that pertain to recipients and sub -recipients that are faith -based or religious organizations. The text of the regulation, now entitled "Partnerships with Faith -Based and Other Neighborhood Organizations," is available via the Electronic Code of Federal Regulations by browsing to Title 28 -Judicial Administration, Chapter 1, Part 38, under e-CFR "current" data. 14. Reporting adverse findings of discrimination If in the three years prior to the grant award, a Federal or State court or Federal or State administrative agency has made an adverse finding of discrimination after a due process hearing, on the grounds of race, color, religion, national origin, or sex, the sub -recipient must submit a copy of the finding to the CSPD within 30 days that will be forwarded to the Office for Civil Rights (OCR) for review. 15. Compliance with 8 U.S.C. 1373 4 Federal law does not allow any government entity or official to prohibit the sending or receiving of information about a person's citizenship or immigration status with any federal, state, or local government entity and officials. The sub -recipient agrees that it complies with 8 U.S.C. 1373. 16. Reporting potential fraud, waste, and abuse, and similar misconduct The recipient, and any sub -recipients at any tier, must promptly refer to the DOJ Office of the Inspector General (O1G) any credible evidence that a principal, employee, agent, sub -recipient, contractor, subcontractor, or other person has, in connection with funds under this award-- (1) submitted a claim that violates the False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct. Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the OIG by- (1) mail directed to: Office of the Inspector General, U.S. Department of Justice, Investigations Division,950 Pennsylvania Avenue, N.W. Room 4706, Washington, DC 20530; (2) e-mail to: oig.hotline@usdoj.gov; and/or (3) the DOJ OIG hotline: (contact information in English and Spanish) at (800) 869-4499 (phone) or (202) 616-9881 (fax). Additional information is available from the DOJ OIG website at https://www.usdoj.gov/oig. 17. Restrictions and certifications regarding non -disclosure agreements and related matters No recipient or sub -recipient under this award, or entity that receives a procurement contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. i. In accepting this award, the recipient- arepresents that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 18. Compliance with 41 U.S.C. 4712 (including prohibitions on reprisal; notice to employees) The recipient (and any sub -recipient at any tier) must comply with, and is subject to, all applicable provisions of 41 U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an employee as reprisal for the employees disclosure of information related to gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant. The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of employee rights and remedies under 41 U.S.C. 4712. Should a question arise as to the 5 applicability of the provisions of 41 U.S.C. 4712 to this award, the recipient is to contact the awarding agency for guidance. 19. Encouragement to ban texting while driving Sub -recipients are encouraged to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this grant, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. 20. Use of funding for conferences, meetings, trainings, and other events The sub -recipient agrees to comply with applicable laws, regulations, policies, and guidance (including specific cost limits, prior approval, and reporting requirements where applicable), governing the use of Federal funds for expenses related to conferences, meetings, trainings, and other events to include the provisions of food and/or beverages at such events, and costs of attendance at such events. 21. Following approved grant budget Grant activities must be based on the approved budget, described in the attached Budget Detail Worksheet, which supersedes any earlier budget request submitted, and which may be different from the budget originally submitted in your application. The sub -recipient must secure prior written approval from the Colorado Springs Police Department, Internet Crimes Against Children Unit, if there is to be a change in the budget detail. Failure to seek prior approval may result in denial of reimbursement. 22. Granting spending authority This grant award will be effective upon the final approval by the CSPD, but no earlier than November 1, 2017. No payment or reimbursements will be made for purchases charged to the grant prior to approval from the CSPD. 23. Notification of change in personnel required. The authorized official to whom this award letter is addressed is the authorized signing official for this Statement of Grant Award (S0CA). The sub -recipient must promptly notify the CSPD in writing, of any changes in the authorized official, project director, or financial officers. 24. Requirement to engage in grant funded activity If the 1CAC sub -recipient has not commenced this project within 60 days of the date the agency was given spending authority, the sub -recipient must report the following to the CSPD: a. The steps taken to initiate the project; b. The reasons for delay; and c. The expected start date. The sub -recipient is expected to consistently perform the funded activities throughout the duration of the grant period. If the sub -grantee goes a quarter with no grant activity, (to include lack of submission of timely required monthly reporting) it may be cause for the CSPD to reallocate the funding with notice to the sub - recipient. The sub -recipient is encouraged to develop a quarterly deployment plan to ensure funds are consistently spent and reporting requirements are met. 25. Financial and Administrative Management: a. The sub -recipient must assure 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 travel expenses must be paid in accordance with a written travel policy. The travel policy must specifically address per diem or meal reimbursement. CSPD may choose to award funds for travel in an amount not to exceed federal travel policy limitations; however, if an agency's travel policy is more restrictive, the more restrictive local policy must be followed. c. All expenditures must be supported by appropriate documentation. Only actual, approved, allowable expenditures will be permitted. 6 d. The sub -recipient will retain all financial records, supporting document, statistical records, and other pertinent records for this award for a least three years following the end of the date of the submission of the final expenditure report. If any litigation, claim or audit is started before the expiration of the 3 - year period, the records must be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken. Records for real property and equipment acquired with Federal funds must be retained for 3 -years after final disposition. e. The sub -recipient agrees to comply with the approved Colorado ICAC Task Force Grant Guide. f. The sub -recipient agrees to comply with the OJJDP approved ICAC Task Force Operational and Investigative Standards. g. The sub -recipient will accept any and all investigative leads occurring in its jurisdiction that are received from the granting agency and/or the National Center for Missing and Exploited Children (NCMEC), and will report the disposition of pursuant investigations to the awarding agency (CSPD). h. The sub -recipient agrees to submit the ICAC Task Force Program Monthly Performance Measures IDS (ICAC Data Systems) by the 10th in of each month for the stats pertaining to the preceding month. i. The sub -recipient agrees to report any other ICAC related reporting information as needed/requested by the Colorado ICAC Task Force Commander or Program Coordinator, as needed to complete OJP/OJJDP requests and requirements. j. The sub -recipient will attend meetings and trainings for the Colorado ICAC Task Force when agency resources allow. 26. Payment and Reporting: a. The CSPD will pay the sub -recipient the reasonable and allowable costs of performance, in accordance with current Colorado State Fiscal rules, not to exceed the amount specified within the Request for Expenditure submitted to the ICAC Task Force Commander for approval. b. The CSPD may withhold payment in the event the sub -recipient fails to comply with conditions, including all financial reporting requirements and certifications contained in this award. c. The sub -recipient assures that quarterly invoice and cost -reporting submissions in support of quarterly award activity shall be submitted within fifteen days of the end of each calendar quarter. Submissions shall be current, actual and include supporting documentation. The final request must be made by August 31, 2018. i. Failure to submit required ICAC reports by established deadlines may result in the freezing of grant funds and future High Risk designation. 27. Procurement and Contracts: a. The sub -recipient assures that open, competitive procurement procedures will be followed for all purchases under the grant. b. The sub -recipient assures that no contract or agreement will be made for execution of project activities or provisions of services (other than purchase of supplies or standard commercial or maintenance services) that is not incorporated in the approved application or approved in advance by the CSPD. c. The sub -recipient assures that contractors/vendors who assist the sub grantee agency to develop specifications, requirements statements of work and/or Request for Proposal for a proposed procurement shall be excluded from bidding or submitting a proposal to compete for the award of such procurement. d. The sub -recipient agrees they will not submit items for reimbursement to the CSPD that have not been purchased in accordance with the sub -recipient's procurement policies, OMB circulars, the Colorado Internet Crimes Against Children Task Force Administrative Guide, and the Office of Justice Programs (OJP) Financial Guide. Submissions that do not meet these procurement requirements may not be reimbursed by the CSPD or the Department of Justice at the CSPD's discretion. 28. Termination or Reduction in grant award: a. The CSPD will monitor the performance of the sub -recipient against goals and performance standards as found in the request for expenditure. The CSPD will provide reasonable technical assistance to the sub -recipient in the performance standards and grant requirements. Any determination of substandard performance on the part of the sub -recipient shall be within the discretion of the CSPD, based upon the CSPD's review of the terms and conditions of the grant award, the application and project summary, the grant terms and assurance, and the requirements of applicable law. Substandard performance, as determined by the CSPD, shall constitute non-compliance, which may result in termination for cause, or reduction of the grant award for cause. 7 b. The CSPD may terminate this contract in whole or in part for the CSPD's convenience or because of the failure of the sub -recipient to fulfill the grant obligations. 294 Non -supplanting of funds: a. The sub -recipient certifies that Federal funds made available under this grant: i. Will not be used to supplant state or local funds; ii. Where there is a reduced or unchanged local investment, then the sub -recipient shall give a written explanation demonstrating the sub -recipient reduced or unchanged commitment would have been necessitated even if federal financial support under this federal grant program had not been made available. iiio if the recipient currently has other active awards of federal funds, or if the recipient receives any other award of federal funds during the period of performance for this award, the recipient promptly must determine whether funds from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items for which funds are provided under this award. If so, the recipient must promptly notify the awarding agency in writing of the potential duplication, and, if so requested by the Awarding agency, must seek a budget -modification or change -of -project -scope grant adjustment notice to eliminate any inappropriate duplication of funding. 30. Agreement is a multipart document The sub -recipient affirms that the parties` agreement consists of a multipart document; the award letter, Statement of Grant Award (SOGA), Budget Detail Worksheet, grant application, grant requirements, Special Conditions, Federal Certified Assurances, and signatures of persons authorized to sign on behalf of the sub - recipient on each part of the document RETURN: An original signed copy of the Statement of Grant Award (SOGA) shall be returned to Patricia Lykes lykespa 0 ci.cAospgs.eo,us or the Colorado Springs Police Department, 705 South Nevada Avenue, Colorado Springs, CO 80903. After all signatures are obtained, a copy will be returned to the sub -recipient The parties hereto have executed this binding sub -grant award. Persons signing for sub -recipient hereby swear and affirm that they are authorized to act on sub -recipient's behalf and acknowledge that the Colorado Springs Police Department is relying on their representations to that effect. This grant 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 orpdf`` signature page were an original thereof. COLD 't D c}RINGS POLICE DEP TRENT: Name and Tale of Approving Official Sub-reckplent Official Chief Peter Carey Colorado Springs Police Department SUB -RECIPIENT: Name and Title C}. f Authorized Sir ature and Date of Auth,trized Official Signature Date 8 Julie A. Cozad, Chair, Board o Weld County Commissioners Signature and Date of Authorized Sub-reci Official WIT 020 ...�..e.�n. .....b..a��..0.:�..�.a.•...+k�,v:•1a........_...�n....:.r.1.]: _:Jl:. ._.c4.J:. �.._ n�J.: vv._.1: n i2\:i �r. L. ..•..Val.... �... a... r... .. rte- rrnrzrYN-mw9/,^F25'•11Rt•.:.iKnS 7'uY,C,cH.ymv.;w;wsa.-fit.C.-•: 477' Z01,7 ,7 a0I C 8udgetWe!d County Sheriffs Office 2Travel Computation A Award Teel Forensic Cordova, Cincinnati Tech Training Chip CA; OH -Off Largo, -Rancho 2.0 FL or Airfare: $350 + $50 baggage fees $ 400.00 Lodging: $91/night + $14 per night lodging tax x S nights $ 525.00 Per Diem: ($64/full day x 4 full days) . ($48 x 2 days) $ 352.00 Ground Transportation: $180 per person x 1 attendee $ 180.00 Other Teet Tech/ Registration Chip -Off . $3950 x 1 attendee $ 3,950.00 errand Total 5,407.00 wvr SOP I3 -07A LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE Internet Crimes Against ren 'to ram E TI TA I TI E S ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 1 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE Table of Contents Definitions of Terms 3 1. Purpose of the ICAC Standards 5 2. ICAC National Program 6 3. Oversight of the ICAC Program 7 4. Selection and Retention of Task Force Members 8 5. Training 9 6. Case Management 10 7. Task Force Reporting Requirements to OJJDP 11 8. Investigations 12 9. Work Environment 14 10. Victim Identification 15 11. Public Awareness and Community Outreach 16 12. Media Relations and Media Releases 17 ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 2 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE Definitions of Terms Applicability of Terms Although some of the definitions below may be generally applicable to law enforcement, they are intended for use in the interpretation of these Standards. As such, where any term defined below is capitalized in these Standards, the Standards are referring to that term as defined below. By contrast, where any term defined below is not capitalized in these Standards, the Standards are referring to that term as it is used generally in the field of law enforcement. "Affiliate" or Affiliate Agency" is an agency that is working with a Lead Agency as part of a regional or State ICAC Task Force. An Affiliate has agreed in writing to adhere to these Standards. "Authorized Personnel" are Members who themselves lack powers of arrest but have been authorized by their respective agency to participate in Investigations and are being supervised by Sworn Personnel. "Commander" is the Member of a Lead Agency who has been designated by that Lead Agency and recognized by OJJDP as the leader of the corresponding Task Force. "CEOS" is the Child Exploitation and Obscenity Section of the Criminal Division of the DOJ. "Crime" is any offense (or group thereof) that involves (or involve) the exploitation/victimization of children facilitated by technology. "CVIP" is the Child Victim Identification Project operated by NCMEC. "CyberTipline" is a reporting mechanism operated by NCMEC that allows for the reporting of suspected Crimes. "Deconflict" is a process whereby Members are able to submit Investigative information to each other and/or to ICAC-related databases in order to determine whether other Members or other law enforcement agencies have information concerning the same targets or Crimes. "DOJ" is the United States Department of Justice. "Employee" is a sworn or compensated individual, or any individual working under the direction and control of a law enforcement agency. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 3 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE "Equipment" is any device or tool — including but not limited to computers, phones, and online accounts and services -- purchased or obtained for use in ICAC-related matters. "ICAC" is the Internet Crimes Against Children Program, a national program composed of state and regional Task Forces. "Images" are visual depictions in any form (image or video/printed or digital) of child sexual exploitation as defined by federal and/or state statute. "Investigation" is an investigation into a Crime. Likewise, "Investigate" "Investigating" and "Investigative" are used within the same context. "Investigative Persona" — any identity established or created by an Employee to aid an Investigation. "Investigator" is a Member who is a part of the Sworn Personnel of a Task Force. "Lead" or "Lead Agency" is the law enforcement agency that receives the ICAC grant and is designated by OJJDP to act as the lead agency for the corresponding Task Force. "Member" is a Lead or Affiliate Agency's employee who is either Sworn Personnel or Authorized Personnel and who has been designated to work on ICAC-related matters for his/her respective agency and Task Force. "National Initiative" is any proposal that relies on the cooperation and resources of a significant number of Task Forces and, accordingly, has been approved by OJJDP. "NCMEC" is the National Center for Missing and Exploited Children. "OJJDP" is the Office of Juvenile Justice and Delinquency Prevention within the DOJ. "Supervisor" is a Member who has been designated by his/her respective agency to supervise Investigations and other ICAC-related matters. "Standards" are all of the provisions of these, the ICAC Operational and Investigative Standards. "Sworn Personnel" are Members with powers of arrest. "Task Force" is the Lead Agency and its Affiliate(s) (combined) as designated by OJJDP for a particular state or region. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 4 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 1. Purpose of the ICAC Standards These Standards are established by OJJDP to guide administration and operation of ICAC and its Members when working on ICAC-related Investigations and matters. ICAC Members should make every reasonable effort to comply with these Standards. However, since many aspects of Investigations are dynamic and laws vary widely between jurisdictions — their genesis; methods for their evidentiary pursuit; and their application within court — it is difficult to anticipate every circumstance that might present itself. Thus, reasonable deviations from these Standards may occur depending upon various factors (e.g., emergency situations; timing constraints; accessibility constraints; resource constraints; technology constraints; perceived conflicts between the Standards and statutes, decisional law, and court orders; et cetera). Should questions regarding the interpretation of these Standards arise or conflicts occur between these Standards and agency policies or law, the subject Commander faced with the issue shall seek the guidance of an OJJDP Program Manager. However, nothing in these Standards is meant to interfere with a Commander's or Supervisor's lawful tactical decision -making. Commanders may supplement, but not contradict, these Standards in the written agreements they establish with their Affiliates to promote the effective operation of their Task Forces. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 5 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 2. ICAC National Program 2.1 Mission of the ICAC Program The Internet Crimes Against Children Task Force Program (ICAC) helps state and local law enforcement agencies develop an effective response to technology -facilitated child sexual exploitation and Internet crimes against children. This support encompasses forensic and investigative components, training and technical assistance, victim services, prevention and community education. 2.2 ICAC Background The Internet Crimes Against Children Program (ICAC) is a national network of 61 coordinated task forces representing more than 3,500 federal, state, and local law enforcement and prosecutorial agencies. These agencies are engaged in both proactive and reactive investigations, forensic examinations, and criminal prosecutions. By helping state and local agencies develop effective, sustainable responses to online child victimization — including responses to child sexual abuse images (Images), The ICAC Program has increased law enforcement's capacity to combat technology facilitated crimes against children at every level. The ICAC Program was developed in response to the increasing number of children and teenagers using the Internet and other technology, the proliferation of child sexual abuse images available electronically, and the heightened online activity by predators seeking unsupervised contact with potential underage victims. Because ICAC Members understand that arrests alone cannot resolve the problem of technology -facilitated child sexual exploitation, the ICAC Program is also dedicated to training law enforcement officers and prosecutors, as well as educating parents and youth about the potential dangers of online activity. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 6 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 3. Oversight of the ICAC Program 3.1 The oversight of the ICAC Task Force Program and the administration of ICAC grants is the responsibility of OJJDP. The oversight of each Task Force falls to its Commander. The oversight of each agency, both Lead and Affiliate, falls to its designated Supervisor. 3.2 Commanders shall ensure there are supervisory systems and protocols in place that provide for observation, documentation, and review of ICAC activity. Said systems shall comply with the principles of quality case management and shall ensure that ICAC activities comply with agency policies and these Standards. 3.3 Commanders shall ensure that each Member in his/her Lead Agency and each Supervisor of an Affiliate Agency receives a copy of the Standards. 3.3.1 Supervisors shall ensure that each Member in his/her Affiliate Agency receives a copy of the Standards. 3.4 Commanders shall submit all proposed National Initiatives to OJJDP prior to the start of the project. 3.4.1 OJJDP may suggest amendments to the original proposal following consultation with the presenting Commander and, as appropriate, other federal, state, and local entities. 3.5 Supervisors shall inform their Members about departmental or Task Force employee assistance programs and services available to them. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 7 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 4. Selection and Retention of Task Force Members 4.1 When practicable during the selection process of Members, Commanders and Supervisors shall evaluate prospective candidates for work histories that indicate prior investigative experience, courtroom testimony skills, technical knowledge and ability, an ability to prudently handle sensitive information, a genuine interest in the protection of children, and an understanding of the effects that Members may experience when exposed to Images. 4.2 Commanders and Supervisors shall acknowledge the potential effects of Investigations and exposure to Images. When practicable, they shall attempt to mitigate the potential effects of the work using, for example, the following techniques: • Work environment considerations — Commanders and Supervisors are encouraged to provide a physical location for the work environment that allows the Investigator to conduct discreet Investigations. • Work flexibility — Commanders and Supervisors are encouraged to allow flexibility for Investigators and others who are exposed to Images (e.g., frequent breaks, having an open-door policy, etc.). • Educating colleagues — Commanders and Supervisors are encouraged to teach their colleagues that the viewing of Images is serious and restricted. • Work with Mental Health Providers (MHP) — In compliance with their agency guidelines, Commanders and Supervisors are encouraged to work with MHP to make recommendations for care of Members and to provide education and training designed to minimize the impact of Images. • Training -- Commanders and Supervisors are encouraged to share or seek out best practices for minimization of the impact of Images and to promote attendance at trainings regarding methods used to minimize said impact. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 8 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 5. Training 5.1 Carefully -managed Investigations conducted by well -trained Investigators are among the most effective techniques available to law enforcement for addressing Crime. 5.2 All national training curricula supported by ICAC resources shall be conducted consistent with the Standards and shall be approved by OJJDP. 5.3 Commanders shall ensure that nominees to attend any ICAC-sponsored national in -person training are current Members. 5.4 Task Forces may develop and deliver Task Force training. This training shall comply with the Standards and shall be approved by the Commander. All costs to develop and deliver the training shall be the responsibility of the Task Force or Affiliate providing the Task Force training. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 9 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 6. Case Management 6.1 Commanders and Supervisors are responsible for determining Investigative priorities and selecting cases for Investigation in their respective agencies. Those determinations shall include an assessment of victim risk, jurisdiction, known offender behavioral characteristics, and the likelihood of securing the information necessary to pursue each Investigation. 6.2 Conventional boundaries often are meaningless in today's digital world where the usual constraints of time, place, and distance lose their relevance. These factors increase the possibility of Lead and/or Affiliate Agencies targeting other law enforcement personnel, Investigating the same target, or inadvertently disrupting an ongoing Investigation. To foster effective case coordination, collaboration, and communication, each Member shall make every effort to Deconflict all active Investigations. 6.3 Lead and Affiliate Agencies shall be subject to their respective agency's incident reporting procedures and case supervision systems. At a minimum, a unique identifier shall be assigned to each case. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 10 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 7. Task Force Reporting Requirements to OJJDP 7.1 The reports described below do not replace the semi-annual progress report required by the Office of Justice Programs' Financial Guide. 7.2 Commanders shall compile and submit a Task Force Monthly Performance Measures Report to the OJJDP-designated location before the end of the following calendar month. 7.2.1 Affiliates shall report their activity to their respective Commander by the 10th of each month using the ICAC Monthly Performance Measures Report. 7.3 Commanders shall compile and submit information on all cases referred for local, state, or federal prosecution. Information is required for all cases referred by the Lead Agency, as well as all Affiliates that received more than $20,000 a year in OJJDP ICAC funding, and any Affiliate the Commander selects to include. The case reporting requirement is ongoing and begins with the prosecutorial agency the case is referred to and continues through the final disposition of the case. 7.3.1 This ongoing quarterly report shall be submitted within 30 days of the end of the quarter. 7.4 Commanders shall compile and submit an annual report which details each of their Affiliates. The report shall be submitted in a method determined by OJJDP and shall include the following information: 7.4.1 The name of each Affiliate Agency. 7.4.2 The staffing level of each Affiliate including the number of Investigators, prosecutors, education specialists, and forensic specialists dedicated to Investigating and prosecuting Crime. 7.4.3 This ongoing annual report shall be submitted within 30 days of the end of the calendar year. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 11 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 8. Investigations 8.1 Investigations shall be conducted in a manner consistent with applicable laws and constitutional requirements. 8.2 Only Sworn Personnel shall conduct Investigations. 8.2.1 Authorized Personnel acting under the direction and supervision of Sworn Personnel may participate in Investigations. 8.2.2 Members shall not approve, condone, encourage, or promote cyber- vigilanteism by private citizens. As such, Members shall not use unauthorized private citizens to proactively seek out Investigative targets. 8.2.3 The above section (8.2.2) shall not preclude the use of information related to a Crime provided by victims or public citizens who discover evidence (e.g., CyberTip reports, mandated reports from professionals, computer repair shop complaints, parental complaints, et cetera). Nor does it preclude the use of authorized over -hears or other similar investigative methods designed to further an Investigation. 8.3 Investigations shall be documented. Any departures from this provision due to unusual or exigent circumstances shall be documented in the relevant case file and reviewed by the Supervisor. 8.3.1 The retention, storage, security, and disposal of Investigative or case information shall be consistent with the subject agency's policies and federal and state law regarding same. 8.3.2 Access to Investigative case files shall be restricted to Authorized Personnel. 8.4 Members shall not electronically upload, transmit, or forward any Images. 8.4.1 Section 8.4 shall not prohibit the transfer of evidence between Investigators as provided for by sections 8.9 and 8.10 of these Standards nor shall it prohibit the submission of Images to CVIP as provided for by section 10.1 of these Standards. 8.5 Visual depictions of any identifiable person used to represent an investigative persona or any identifiable minor, shall be only those of an Employee who has given his or her written consent and only if that Employee was at least 18 years old at the time of consent. Further, the depictions themselves may be of that Employee under the age of 18. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 12 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 8.6 Absent prosecutorial input to the contrary, during online dialogue, officers shall allow the Investigative target to set the tone, pace, and subject matter of the online conversation 8.6.1 The above section (8.6) shall not be construed to prohibit Investigators from performing any of the following activities when initiating or conducting an Investigation: (a) posting information including visual depictions (image or video/printed or digital) to establish an online presence, (b) placing advertisements or posts, or (c) sending messages. 8.6.2 Members shall familiarize themselves with relevant state and federal law, including but not limited to those regarding the defense of entrapment, and should confer with relevant prosecutors for legal consultation, as needed. 8.6.3 Members planning large-scale (multi -target) operations shall advise the Commander and shall consult relevant prosecutors regarding the operation. 8.7 The examination of digital storage devices shall be performed consistent with the subject agency's protocol. 8.8 Images shall be maintained pursuant to the subject agency's policy. 8.8.1 Absent a court order specifically ordering otherwise, evidence containing Images shall not be released to any defendant or representative thereof. 8.9 Absent exigent circumstances, all Members' case referrals between jurisdictions shall include: • Notification to and acceptance by the Commander(s) of both jurisdictions that are involved in the referral; • A secure (i.e., digitally -protected) copy of the case file; • An official Investigative report or affidavit containing case details; and, • Documentation, preferably the original, of all legal process conducted and all compliance with same, especially those documents related to the issue of jurisdiction and identification of suspect(s). 8.10 The transfer of evidence containing Images among law enforcement shall be done in a secure manner. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 13 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 9. Work Environment 9.1 ICAC Equipment shall be reserved for the exclusive use of its Members, and shall be used in accordance with their respective agency's policies. 9.2 When practicable, Equipment which might be used in undercover aspects of an Investigation shall be purchased covertly. 9.3 No personally -owned Equipment shall be used in Investigations. 9.4 Software shall be properly acquired and licensed. 9.5 Investigations shall be conducted in an approved work environment as designated by a Commander or Supervisor. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 14 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 10. Victim Identification 10.1 Identifying child victims of Crime is a critical element of the ICAC Program. DOJ and OJJDP require the Lead Agencies and Affiliates to submit Images to CVIP as a means to improve child victim identification. Absent exigent circumstances, Images shall be sent to CVIP pursuant to NCMEC's standards regarding same. In addition, Lead Agencies and Affiliates are encouraged to collaborate with NCMEC in their effort to identify children depicted in Images. 10.2 Absent exigent circumstances, victim -identifying information shall be protected from public disclosure pursuant to the protections set forth in federal and state law. 10.3 Lead Agencies and Affiliates shall adhere to local, state, and federal laws regarding mandated reporting, victim notification, and victim assistance. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 15 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 11. Public Awareness and Community Outreach 11.1 Public awareness activities and community outreach are a critical component of ICAC. Lead and Affiliate Agencies shall foster awareness and shall provide practical relevant guidance to children, parents, educators, and others concerned with child safety. 11.2 Presentations to school personnel, parents, and community groups are excellent ways to promote awareness. These presentations shall not depict identifiable victims nor shall they use pornographic or sexually explicit images. Presenters shall not discuss confidential Investigative techniques. 11.3 Members shall not endorse any product or service without the express written consent of an OJJDP Program Manager. While making public presentations, Members may indicate a preference for a product or service, but, where done, shall avoid an implicit endorsement and shall include alternatives in the presentation. 11.4 Materials and presentations shall be consistent with ICAC's mission and background, as enumerated in Section 2 of these Standards. ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 16 of 17 LIMITED OFFICIAL USE ONLY LAW ENFORCEMENT SENSITIVE 12. Media Relations and Media Releases 12.1 Media releases relating to prosecutions, Crime alerts, or other matters concerning ICAC operations shall not include information regarding confidential Investigative techniques, and shall be coordinated, when applicable, with the law enforcement agencies involved with the subject Investigations, in a manner consistent with sound information management and sound media relations practices. 12.2 Commanders and Supervisors may speak to members of the media about their own agency's ICAC-related activities per the terms of their agency's policy on such media relations. No individual affiliated with ICAC may speak on behalf of the national ICAC Program without the express written consent of OJJDP. 12.3 Commanders shall inform their OJJDP Program Manager if approached by national media outlets about the national ICAC Program (as opposed to media seeking information about local activities) so that a coordinated national response can be prepared by OJJDP. 12.4 Information provided by Task Forces to the media shall be consistent with ICAC's mission and background, as described in Section 2 of these Standards. End of ICAC Standards ICAC Program Operational and Investigative Standards FOR ICAC PURPOSES ONLY Revised Update: October 16, 2014 Page 17 of 17 NWT lorado I Gra -t C Task Force ulcie 2.'1 fit r' .2 ? 1 ss�'s'..4;:-a':y..Rc:'.'•�x�.i,•.L�."rXa&c..uiuu.v::8. Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 1 Table of Contents ® Terms x. =a I. efinitions 2. C ntacts 3® Grant Acceptance Process 4® Grant Administration Pro rammatic Administratl=r n erational Guidance erfrmance Tracking Fin orting tidal Administration Expenditure uidelines 3 4 5 6 6 6 6 S Reimbursement Request Prcess 11 d�, get _ evisions Management of Items , urchased ° ,art Grant ,uns 12 EXHI ` sjIT A Vendor Set U 1s Request Fr rms EXHIBIT Aut EXHIBIT C EXHIBIT D Request for Expenditi EXHI IT E Request for Payme t/ orized Signatories esignatio Form/ Signature Card IVInthly ICAC Stat Re re er bursement Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 2 le Terms & Definitions AFFILIATE;/AFFILIATE--4; AGENCY is a law enforcement or prosecutorial agency that has signed Memorandum of Understanding (MOU) with the City of Colorado Springs to formally join the Colorado ICAC Task Force CO ICAC TF: Colorado Internet Crimes Against Children Task Force CSPD: Colorado Springs Police Department CVIP: Child Victim Identification Program, operated by the National Center for Missing & Exploited Children EQUIPMENT: Tangible, nonexpendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. GRANT RECIPIENT/RECIPIENT: A CO ICAC affiliate agency that receives financial assistance from the federal ICAC grant through the lead agency (Colorado Springs Police Department) ICAC: Internet Crimes Against Children LEAD AGENCY: The organization that receives federal financial assistance directly from the federal agency; in this case, the Colorado Springs Police Department OJJDP: Office of Juvenile Justice and Delinquency Prevention BUDGET PERIOD: The period of time in which authorized spending may occur MurATEIMMf t'te.Trtr$tL4'l.&`u"W®'S'.nilt,,, FYe , f4atX .1. Cl -.w% .�{f bJi.�(C. ?9 •^..�h�'2t Rrr 'P"•� A C�"��I'�... � i '�'�'ya�:_-, �',`�-'hex-.c. -L-'i�''�'�°�o'.��-+°•�2��:.L�o�rc.�1- L..n!.i��.G.'`i?�se 3Eb:,3��=`.�la'�uv�<2�,)�.�e Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 kFt �Fri•1i�iG�lr'i�'-it "�:r •SrtAt��'3�-. r��T re . s Page 3 2. Contacts COLO - DO ICAC TASK FORCE COMMANDE Lieutenant Christy Sheppard (719) 499-7630 Sheppach@ciocolospgs.co.us LEAD AGENCY SUPERVIS Sergeant Jason Ledbetter (719) 578-3409 Ledbetja@ci.colospgsoco.us LEAD AGENCY INVESTIGATORS Detective Scott Schneider (719) 578¢3448 schneisc@ci.colos2socoaus Detective Mark Enomoto (719) 578-3446 enomotma@ciOcolospgsocoous COLO DO ICAC TASK FORCE PROGRAM COORDINATOR Tricia Lykes (719) 444®7808 kykespaci. colospgs CO 0US MAILING ADDRESS FOR CONTACTS LISTED A S:OVE (Name) — ICAC Unit, MC -1502 705 South Nevada Avenue Colorado Springs, CO 80903 Colorado Internet Crimes Against Children Task Force Page 4 Revised November 20, 2017 3. Grant Acceptance Process Once the City of Colorado Springs receives its grant award from OJJDP, the City Council must approve and appropriate the funds. After CSPD has appropriated their grant funds, affiliates will be notified. Upon notification, affiliates may request to receive a Statement of Grant Award (SOGA) packet. Each affiliate is required to follow their own internal process and policies for accepting federal grant awards. This will require the signature of the Authorized Official for your ;agency. The AuthorizeOfficial is the person who is, by virtue of such person's position, authorized to enter in contracts for the grant recipient. This could include: Mayor or City Manager for City Agencies/Police Departments, Chairperson of the County Commissioners for County Agencies/Sheriff's Departments, President or Chairperson of the Board of Directors for Non -Profit agencies, District Attorney, Superintendent or other Chief Executive Officer. By definition, the Financial Officer is the person who is responsible for all financial matters related to the program and who has responsibility for the accounting, management of funds, and verification of expenditures, audit information and financial reports. The person who actually prepares the financial reports may be under the supervision of the Financial Officer. The Financial Officer must be a person other than the Authorized Official or the Project Director. The ICAC Program Coordinator will notify the affiliate agencies of the approved timeframe to begin spending. Recipients may not obligate or expend any funds until written approval is received from the lead agency (CSPD). Failure to comply with this requirement may result in reimbursement being denied. Procedures for affiliates requesting expenditures and reimbursement are detailed in the Grant Administration section. trArtiSaWta Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 5 4. Grant Administration P1 G ;fin AM ATIC A rI INISTRATION Operational Guidance Affiliate agencies are required to follow OJJDP ICAC Operational and Investigative Standards. These standards were given to each agency upon Joining the Task Force, and electronic copies may be requested by emailing the Task Force Commander or Program Coordinator. Affiliate agencies receiving grant funds are also required to follow Colorado - specific ICAC Standard Operating Procedures (SOPs). Questions pertaining to operational guidance for ICAC investigations and related activities may be directed to the CO ICAC TF Commander and lead investigators. Contact information for these individuals is located in Section 2 of this Grant Guide. Performance Tracking Affiliates must track the following statistics and performance measures each calendar month: • Documented complaints for: o Travelers (II of Proactive and Reactive Complaints) o Enticement (# of Proactive and Reactive Complaints) o Obscenity directed to minors (# of Proactive and Reactive Complaints) o Child Prostitution (fl of Proactive and Reactive Complaints) o Manufacture of child pornography (# of Proactive and Reactive Complaints) o Distribution of child pornography (1/ of Proactive and Reactive Complaints) o Possession of child pornography (# of Proactive and Reactive Complaints) Case information, number of: o Arrests o Case disposition statistics for the following categories: ® Unfounded ® Suspended ® Plea ® Trial Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 6 o Cases referred to federal agencies o Cases referred to state agencies o Cases referred to local agencies o Cases submitted for federal prosecution o Cases accepted for federal prosecution • Measures related to Task Force goals, number of: o Cybertips received o CVIP submissions o Child victims identified through • CVIP • Cases ® Court actions, number of: o Federal subpoenas or court orders o State/local subpoenas or court orders o Federal search warrants o State/local search warrants • Technical assists, number of: o Technical support assists o Forensic exams • Training, number of: o Training sessions provided o Law enforcement trained o Prosecutors trained o Other professionals trained o Number sent to ICAC Training & Technical Assistance (T&TA) training o Number sent to other training Community outreach, number of: o Presentations o Attendees at presentations o Public events o Attendees at public events o Public awareness • Number of investigations initiated. (An investigation initiated is one that would require the investigator to write a report, send out a lead or some other substantial step. For example, this would be someone sending images to the investigator, who in turn would have to place the image(s) into evidence, requiring a case number for tracking) • 9.Ei' r. u`•`xI.+il?, PV'1Y+, - u' ,. Au"}... `` fvi - ifit"tS.b''."'�ilM' ;IN �T'°.dizav� 'ti`^tN� .ax us � ^.^y rtiryFrtnmP^a- •�.7.-'. Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 7 Reporting The statistics and performance measures listed above must be entered into the spreadsheet shown in Exhibit C. The updated spreadsheet is due by the 10th of each month and should be e -mailed to the Program Coordinator (Tricia Lykes) at L kes.a : , ciecolossmcoous Affiliates must also send a brief synopsis of all ICAC-related arrests to both lead agency investigators (Scott Schneider at schneisc@ci a colospgs a co e us and Mark Fnomoto at enomotma@ci0colospgsacoous)e This synopsis should include the date when the investigation started, the suspect's name, a description of what the investigation was concerning and when the suspected incidents occurred, along with a picture of the suspect. The arrest information should be sent as soon as possible after the arrest takes place. Affiliates are required to report on other information as needed/requested by the Task Force Commander or the designee. FINANCIAL AD INISTRATI N Grant recipients are required to follow all guidelines contained in the Award Conditions, OJP Financial Guide, Colorado ICAC Grant Guide, and their own agency's purchasing rules. The OJP Financial Guide may be accessed at: http://www.ojpousdoigov/financialguide/. Where differences between guidelines occur, recipients must follow the most restrictive guideline. Expenditure Guidelines 1. Any expenditure that occurs outside of the guidelines in this section will not be reimbursed. 2. Grant recipients do not have spending authority until the time specified by the award letter. 3. Fxpenditures must occur within the project/budget period stated in the award letter. 4. All spending must be in accordance with the agency's approved budget (including "Notes on Budget Line Items"). Deviations are not allowed unless written approval from the CO ICAC TF Program Coordinator is received PRIOR to expenditure. 5. Expenditures must be in accordance with the affiliate agency's established policies for personnel, travel and procurement, and/or the federal guidelines outlined in the OJP Financial Guide. Recipient is required to follow the more Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 8 restrictive procurement process whether it is the local agencies or the federal governments 6. Appropriate documentation must be collected for each expenditure, and maintained for three years following the federal agency's close out of the grant. a. To receive reimbursement, itemized receipts from the vendor/supplier are required for each expenditure i. A credit card summary receipt is not acceptable ii. Local forms designed to document a missing itemized receipt are not acceptable . Receipt must show: 1. vendor name ii. Date of service or purchase iii. Items purchased, quantity, and amount per item iv. Total amount c. Taxes not reimbursed: sales tax for supplies/equipment, lodging tax in Colorado, and state/local taxes on services such as phone lines do Required supporting documentation and notes for common line items are listed in Table 5.1 Ta'fVle 5.1 Budget Line Overtime Required Supporting Documentation and Notes Payroll supporting documentation showing date and time worked, total hours, and rate paid. Include documentation confirming that overtime performed was related to ICAC investigatins or travel. Reimbursement for overtime may not exceed 1.5 times the normal hourly rate or the maximum overtime rate reflected in pp your approved budget. Travel Airfare Per Diem A conference/class certificate or confirmation of registration that reflects the dates, name and location of conference. Approved travel is for ICAC-related training. A printout of fare confirmation or a booking receipt that identifies the airline and dates of travel, the name of the traveler, destination, and the airfare and potential fees, etc. If you build a vacation day into your travel, you must be able to demonstrate that the airfare for the extended time was cheaper than without the additional day. Amount reimbursed may not exceed the IRS per diem rate for the city nearest the travel destination. rih&sn r«�.... A •• �s°.l:tfa.:��risd'sa<a7L.:s:.�aMatl? Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 9 If local policy is to reimburse actual expenses: Copies of itemized food receipts that include vendor name, date of purchase, description, quantity and amount of each item. If local policy is to reimburse per diem rate regardless of actual expenses: Copies of approved travel request and per diem request forms. Per diem request should list rate that is paid per day. Lodging A copy of the checkout receipt that itemizes the room charges and includes the total expense. Receipt must include name of the hotel, its address and the dates of stay. Valet parking is NOT an allowable expense. If you have a friend or family member accompanying you, you must be able to demonstrate that your room rate was not increased due to the additional occupant. Room rate may not exceed the IRS lodging rate for the city nearest the travel destination. If it does, the entire lodging cost will be denied reimbursement. Ground Transportation Itemized receipts. Conference Costs A copy of the conference attendee's receipt or email confirmation that lists the name of the conference, conference dates and location, and attendee's name. (Certificate of completion) Computer equipment/ Upgrades, Computer Supplies, Software and Licensing, Products/ Services/Software, etc. A receipt for each item that includes vendor name, date of purchase, items purchased, quantity, amount per item, and total amount. Items purchased must be approved items as per the budget. Services (Phone/Internet lines, Mailbox rentals, etc.) A complete copy of the vendor service statement that reflects the service period, itemized charges, and total monthly cost Services must be billed monthly. (Prior approval is required at the beginning of each grant cycle.) - t"�?:F}�ll\��L•S�:x>,� �rj7,'�^,'��r`'b4'^'15�-Llw�t "E-. �:..�4i.� :`sC�--T.�lfrt:r?^l'^r� �. �n�. yy�A /��e�i� � .e�riavwfwuraa. _ � avw.mwww�wrmw�s� - � - �Sr'Si.RZ]YJ Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 10 Request for Expenditure Process When a sub recipient has a need for overtime, travel/training, equipment or supplies they will be required to complete the "ICAC GRANT EXPENDITURE REQUEST" form. (See EXHIBIT D) In addition to submitting the Request for Expenditure form, your agency may need to also complete and submit a request for vendor set up form (See EXHIBIT A). This will be addressed on an individual basis as needed. The sub recipient will be given the "contract/agreement/SOGA" regarding the grant funding. Before the CSPD will consider the expenditure request, these forms will need to be fully executed and on file in the ICAC office. Fully executed indicates all parties have signed and agreed to all the conditions within the terms of grant funding. In addition the sub recipient will be required to submit a signature card (See EXHIBIT B) for the ICAC office file, indicating at least two, preferably four, agency individuals authorized to make request for expenditures and reimbursements. Once the contract is on file, the Grant Expenditure Request Form should be fully completed, and a memo from the requesting agency must accompany the form stating in narrative form the need for the request and the impact their request will have on their ICAC program, as well as how the request support the overall mission of the Colorado ICAC Task Force. This form will need to be in our office and signatures of approval will be required from the ICAC Program Coordinator, the Task Force Commander and the Project Director. Once these signatures are on the form, the ICAC Program Coordinator will scan in the form and email it back to the sub recipient making the request. At this time they will be allowed to make their purchase, travel plans, etc. Affiliate agencies may submit an expenditure request form covering a three-month period. The expenditure request would then be valid for three (3) months from the date of CSPD approval, not beyond September 30, 2018 (under the 2017-2018 grant award). If all approved expenses have not been spent during that three-month period, the remaining balance is NOT carried over for that agency — the funds remain within the primary grant and those funds are again available to support other affiliates. All affiliate approved grant funding must be completed prior to September 30, 2018, .Fi ratilhaucum' • oit Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 3Wa:MgEelliMISEZIE Page 11 Overtime: On the Expenditure Request form, please provide the detective's name, normal salary rate and overtime salary. Overtime pay cannot exceed 1.5 times the hourly rate. Enter the dates of the expected overtime. An example might be "30 hours March 1, 2018 thru March 31, 2018 for search warrants related to ICAC cases." MOST ICAC overtime can be planned ahead. This would then cover urgent/emergency cases that come up during that month — as long as the overtime relates specifically to working an ICAC case. When submitting overtime requests for reimbursement, be sure to include the date, number of hours worked, and the case number related to the overtime. You must have an approved overtime budget line in order to be reimbursed for overtime. Expenditure Requests will be accepted throughout the grant cycle from any eligible sub -recipient. An eligible sub -recipient is an agency that has signed an MOU to join the Colorado ICAC Task Force, as well as completed the vendor request forms and the contract/SOGA agreement. Reimbursement Request Process Reimbursement requests must be submitted quarterly on the Invoice/Request for Payment form (see EXHIBIT E). The form must be typed, filled out correctly and completely, and signed by an authorized signatory designated on the Signature Card on file at CSPD. Correct supporting documentation (as described in the above section) must be attached to the request form. In addition, there must be an approved Expenditure Request form on file in the CSPD ICAC office for prior to any reimbursement. An email/scanned copy of the approved expenditure request form is allowable provided all the documents are legible. If the Program Coordinator is unable to see the documents you scan and email, you will be requested to forward the documents by US Postal Service. The request for reimbursement form and all supporting PP g documentation must be received by CSPD no later than the 20th of the month following the end of each calendar quarter (these dates normally will fall on: January 20th, April 20th, July 20th, and October 20th). If expenditures are incurred in a particular quarter, reimbursement for that expenditure MUST be requested by y the 20th of the month following the end of that particular quarter. If the 20th of the month falls on a weekend or holiday,the reimbursement ur sement request must be received by the workday prior to that weekend/holiday. tai is ,;.maiih.tara^ainisraraam,t Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 12 Failure to submit a hard copy of the complete reimbursement request by the appropriate deadline may result in reimbursement being denied. Reimbursement Checklist V Information is typed, not handwritten V Each field in the Request for Payment/Financial Status Report form is filled out (including page 2 of form — "Description of each item in this reimbursement request") ✓ All expenditures follow approved expenditure request (approved budget detail) or written approval (prior to expenditure) was received from the ICAC Program Coordinator or Task Force Commander. (attached documentation demonstrating approval, i.e. email, etc) for any deviations from your approved budget detail V Proper documentation for each expenditure is included V Form is signed by a person listed on the current Signature Card on file at CSPD Management of Items Purchased with Grant Funds Items purchased with grant funds must be carefully maintained. The grant recipient is responsible for replacing or repairing property purchased with grant funds that is willfully or negligently lost, stolen, damaged or destroyed. All items (other than quick turnover office supplies such as paper, printer ink, etc.) purchased with ICAC grant funds must be tracked by the recipient. CSPD will provide an inventory form to the recipient which must be kept up-to-date with purchases. The inventory form will include the following information: Name/description of item Serial number or other identification number Physical location of item Purchase price Federal award number for the grant funds used to purchase it Disposition date, method and reason A physical inventory/spot check of the items included on the inventory form must be taken and the results reconciled with the property records at least once ever y War Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 Page 13 two years. Notification that the physical inventory was completed should be sent to the ICAC Program Coordinator within two weeks of the inventory date. Any one item purchased for over $5,000 falls into the federal definition of "equipment" and records/management of this item must be in accordance with the guidelines stated in the OJP Financial Guide. Items purchased with ICAC grant funds must be used for ICAC activities. Disposition of items purchased with ICAC grant funds should occur only when items are no longer needed for the program or the items are unusable. This information must be discussed prior to disposing with the ICAC Program Coordinator, Tricia Lykes. Date, method, and reason for disposition should be recorded for each item on the inventory form, when applicable. For items purchased at $5,000 or above, disposition procedures should follow the guidelines in the OJP Financial Guide and a memorandum documenting the disposition sent to the ICAC Program Coordinator within two weeks. Please contact the ICAC Pro ram Coordinator for the appropriate supporting documents® P ;.°7 tjgr'T ,,se- --c—fi a.m.n nt': r�� ^�,r.�fe.g7>'1;T ,F" Mri—.>_ ...aw 2. r x n as .t'y 9F`'Girritlt..: sl, x�l�.' ieWai:'rSa].4iu....a....7 7 1:�''t _`9 :114 �`�J...•1ti1. w .� . ..�..ww.• L�t.ic'>riry Se:�f4�vlyw'.:iLyc'iiA"3;1a�F.' Colorado Internet Crimes Against Children Task Force Revised November 20, 2017 fl Page 14 Hello