HomeMy WebLinkAbout20170880.tiffRESOLUTION
RE: APPROVE STATE TRAFFIC SAFETY INFORMATION SYSTEM IMPROVEMENT
GRANT APPLICATION FOR ELECTRONIC TICKETING AND CRASH REPORTING
AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a State Traffic Safety Information System
Improvement Grant Application for Electronic Ticketing and Crash Reporting 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 Department of Transportation, commencing
October 1, 2017. and ending September 30, 2018, with further terms and conditions being as
stated in said application, and
WHEREAS, after review, the Board deems it advisable to approve said 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 State Traffic Safety Information System Improvement Grant
Application for Electronic Ticketing and Crash Reporting 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 Department of Transportation, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said application.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 29thday of March, A.D., 2017.
BOARD OF COUNTY COMMISSIONERS
ATTEST: WaithA) � ,!�':I,eo•c�
Weld County Clerk to the Board
APP
ounty Attorney
Date of signature: CA 11 q (1
WELD COUNTY, COLOR DO
aft,' a
Julie. Cozad, Chair
Steve Moreno, Pro -Tern
Sean P. Conway
B. rbara Kirkmeyer
Cc- SOCJOJ,
aCTC )
2017-0880
SO0038
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: Request for signature and authorization to submit CDOT FY18 Funding Application - 405 C grant.
DEPARTMENT: Sheriffs Office DATE: 03/22/2017
PERSON REQUESTING: Jennifer Oftelie, Budget Manager
Brief description of the problem/issue:
The Sheriffs Office was made aware of a grant opportunity with the Colorado Department of Transportation
that would meet our needs of implementing electronic ticketing and crash reporting in each Patrol vehicle. The
attached short form is a summary of the grant application that will be submitted. The dollar amounts remain the
same, but the narrative is more in depth of how the SO plans to meet the grant requirements. The purpose of this
grant application is to purchase 37 E-ticket/E-crash devices with all associated software and hardware,
including printers and cradles, includes one year of maintenance of the software and installation with Wireless
Advanced. Currently, deputies have to write out paper tickets, and one ticket can take them up to 20-30 minutes
to process. This removes a deputy from being able to respond to other calls for services, which reduces our
effectiveness and efficiency in Patrol. The Sheriff's Office has been working with IT/PSIT to ensure any
requirements of the grant are able to be met, and they have been incredibly helpful in the preparation of the
grant and identifying other ways this award would benefit the County, including for courts.
The grant is for a $94,000 project, of which $75,000 would be funded by CDOT and the remaining $19,000
would be covered out of the Sheriffs Office existing Equitable Shares distributions. The BOCC was informed
in February via pass around that these Equitable Shares dollars could be utilized to match this particular grant,
and the total project would covered outside of general fund dollars if the grant is awarded. All federal guidelines
on Equitable Shares have been reviewed, and this is an eligible and encouraged use of Equitable Shares. Future
maintenance costs of approximately $10,000 per year for software maintenance and replacement of
worn/broken equipment would be budgeted under Patrol starting in 2018.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
• Authorize the Chair to sign the grant application, and authorize the Sheriff's Office to submit the
application to CDOT by the deadline.
• Deny authorization to submit, which could lead to increased County costs as we would then look for
other grants or general fund dollars to move forward with this project.
• Schedule a work session to discuss other funding opportunities and methods to pay for this program.
Recommendation:
Authorize signature and submission of the grant application.
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Approve
Recommendation
mgr
„Kr_
Schedule
Work Session
Other/Comments:
2017-0880
SO 003&
COLORADO CDOT Traffic Records 405C
Funding Application (Short Form) 3/22/17
Department of Transportation
Transportation Systems
ManaQement & Operations
E -Mail Completed Application to:
David. Bourget@State.CO. US; George.Atencio@State.CO.US; Alisa.Babler@State.CO.US
US
Or postal mail:
Colorado Department of Transportation
HQ Safety and Traffic Engineering Branch; Attn. Traffic Records Unit
4201 East Arkansas Avenue (3rd Floor); Denver Colorado 80222
State Traffic Safety Information System Improvement Grants
Encourages States to:
r
r
r
Adopt and implement effective programs to improve the timeliness, accuracy,
completeness, uniformity, integration, and accessibility of State data that is needed to
identify priorities for national, State, and local highway and traffic safety programs.
Evaluate the effectiveness of efforts to make such improvements to link these State data
systems, including traffic records, with other data systems within the State.
To improve the compatibility of the State data system with national data systems and
data systems of other States to enhance the ability to observe and analyze national trends
in crash occurrences, rates, outcomes, and circumstances.
A State may use these grant funds only to implement such data improvement programs.
They must fit into the Traffic Records Strategic Plan.
Application Form Help
Project Name — Simple Title (should be understandable to a layman)
Sponsor Agency — Public/Government Agency or Municipality
Project Manager — From Sponsoring Agency
Submitted By — Person and Agency (if Applicable) filling in the Form
Project Description — A few lines describing the goals of the project and steps planned to achieve
the project objective. Also, some basic information on how the money will be spent and match
accomplished.
Performance Measures (PM) — It is best if these use the format detailed in NHTSA's "Model
Performance Measures" (same location as this form). Also, if you can relate to a
recommendation from the 2015 Traffic Records Assessment, please do so (and quote the
recommendation). If you have target levels, these could also be useful.
Measurement Formula — Precisely describe how you intend to measure the PM and show
improvement from the previous period (usually year or quarter) before the project improvement
was made. Include dates, measurements to be made, exact description of what is being
measured and any omissions expected. Saying: "measure speed (or accuracy) of entry" is not
sufficient.
Page 1 1 Version 2016.02.24
COLORADO
Department of Transportation
Trarsportanon Systems
Management b Operations
CDOT Traffic Records 405C
Funding Application (Short Form) 3/22/17
Project Name: E-ticket/E-crash Expansion Project for Weld County's Traffic Initiative
Sponsor Agency: Weld County Sheriff's Office
Project Manager: Alan Caldwell, Captain of Patrol Division
Submitted By: Jennifer Oftelie, Sheriff's Office Business and Budget Manager
Project Description:
The Weld County Sheriff's Office currently has eight successfully implemented E -ticket / E -crash
devices installed in vehicles and would like to expand the program to the whole Patrol fleet. Weld
County will use these funds to purchase and install up to 40 additional electronic ticketing/crash
reporting devices, associated printers, and docking equipment for the remaining cars in the Patrol
fleet. The $94,000 project will purchase all hardware and software, installation of equipment into
the Patrol vehicles, one year of maintenance and complete implementation of the program. The
cost of installation, maintenance contract, and any equipment or software needed above the
federally funded amount will be paid by the Sheriff's Office as a cash match. This project will
improve the efficiency, accuracy and effectiveness of our deputies. It will reduce human errors /
confusion with internal processing and scheduling court dates. The project will improve the
timeliness and accuracy of reporting to outside agencies and will follow the format schema
required by the State for all traffic reporting. This contract will run from October 1, 2017 through
September 30, 2018.
Performance Measures:
Project will focus on the following performance measures:
CO PM01 — Crash / Timeliness; Improve timeliness of crash reporting by reducing the number of
days from the crash date to submittal to DOR.
CO PM04 — Citation / Adjudication / Timeliness; Improve timeliness and accuracy of citation
reporting by reducing the time to transfer law enforcement citation information to the courts.
This project supports both the 2016-2019 STRAC Strategic Plan Goal #3, Objective 3.1 regarding
improvements to crash reporting and Goal #7, Objective 7.1 regarding improving data quality and
assurance of citation data, reducing cases dismissed from court due to missing data.
Measurement Formula:
The Weld County Sheriff's Office will track at least 3 months of timeliness and accuracy data
related to these performance measures with the current system in place prior to the
implementation of the grant project. Once the project has been fully implemented and
employees trained, the Sheriff's Office will track another 3 months of data for the two areas of
focus to show the improvements. Specifically for citations, the Sheriff's Office will calculate the
median and mean number of days from (a) the date a citation is issued to (b) the date the citation
is entered into the first available repository. The Sheriff's Office will also calculate the percentage
of citation records with no errors in critical data elements. Specifically for crashes, the Sheriff's
Office will pursue electronic submission using the new software into DOR. Thereafter the Sheriff's
Office will calculate the median or mean number of days from (a) the crash date to (b) the date
the crash report is entered into the database.
Page 2 I Version 2016.02.24
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
CDOT Traffic Records 405C
Funding Application (Short Form)
3/22/17
Cost Summary
Item
Federal Funds
State/Local Match
Personal Services:
$0.00
$0.00
Operating Expenses:
$75,000
$2,300
Travel:
$0.00
$0.00
Capital Equipment:
$0.00
$0.00
Contractual Services:
$0.00
$0.00
Installation:
$0.00
$10,500
Maintenance Agreement:
$0.00
$6,200
.•
$0.00
$0.00
:•
$0.00
$0.00
Sub -Total:
$75,000
$19,000
Total Federal and Match: $94,000
Page 3 1 Version 2016.02.24
COLORADO
Department of Transportation
Transportation Systems
Management Er Operations
COLORADO DEPARTMENT OF TRANSPORTATION (CDOT)
Traffic Records Unit
FY18 Funding Application - 405 C
Application Due Date:
March 31, 2017
Application Submittal:
Submit application electronically, in Word format. via e-mail to
David. Bourget(a�State.CO. US; George.AtencioState.CO. US; Alisa.Babler@State.CO.US
US
AND mail or deliver two signed hardcopies to the address listed below. The hardcopy applications
MUST contain a signature, the electronic version does not require a signature.
Colorado Department of Transportation: Attn: Alisa Babler
HQ Safety and Traffic Engineering Branch; Traffic Records Unit
4201 East Arkansas Avenue, 3rd Floor
Denver Colorado 80222
303-757-9967
Please send all questions by email to the addresses noted above.
o20/7 ois 6)
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
PART 1
Introduction
Project title: E-ticket/E-crash Expansion Project for Weld County's Traffic Initiative
Check the performance measure area(s) that is addressed by this project:
Z Crash
Z Citation/Adjudication
❑ Emergency Medical Services
El Vehicle
❑ Driver
❑ Roadway
Check the emphasis area(s) that best describes the focus of this project:
(Separate applications need to be submitted for more than one project)
® Timeliness
Z Accuracy
Z Completeness
El Uniformity
El Accessibility
❑ Integration
Applicant Agency/Organization: Weld County Sheriff's Office
Applicant Project Director: Steve Reams
Name
Sheriff
Title
1950 O Street, Greeley, CO 80631 sreams(a�co.weld.co.us 970-400-2801
Address City/Zip email telephone
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
PART 2
Description of Activity and Budget
In this section, describe the following six topics in narrative form. The narrative for all topics may
not exceed six single -sided pages — the page limit does not include the budget pages or
budget narrative. Use at least a 12 -point font. Hand-written applications will not be accepted.
1) Problem Identification - Describe the problem to be addressed, supported by current and
relevant local data. Define your target population and describe how they are impacted by this problem.
Use data specific to the local area and the target population the project intends to serve. Please refer to
http://www.coloradodot.info/business/grants/safetygrants - for data sources and more information. Data
points that serve as a baseline measure to evaluate your project impact on the target population and local
area must be included.
The Weld County Sheriff's Office currently has eight successfully implemented E -ticket / E -
crash devices installed in Patrol vehicles and would like to expand the program to the whole
Patrol fleet. Funding has been a major factor preventing the Weld County Sheriff's Office from
expanding the program to the entire fleet. Grant funding would allow the Weld County Sheriff's
Office to expand the E -ticket / E -crash program immediately instead of relying on the
uncertainty of the annual budget process. If awarded the grant, Weld County will use these
funds to purchase and install an additional 37 electronic ticketing/crash reporting devices, 40
associated printers to include replacing three existing printers, and docking equipment for the
remaining cars in the Patrol fleet. The project will purchase all hardware and software,
installation of equipment into the Patrol vehicles, one year of maintenance and complete
implementation of the program. This project will improve the efficiency, accuracy and
effectiveness of our deputies.
Weld County has 3,425 miles of state highway and publically maintained county roads; 471
miles and 2,954 miles, respectively. It is typically one of the highest in traffic accident fatalities
in the State, ranking in the top 3 for the past three years, according to CDOT reporting and
statistics. Over the past three years, Weld County has had an average of 5,882 traffic accidents,
resulting in an average of 50 fatal accidents and 56 fatalities. According to the CDOT 2016
Problem Identification Report, Weld County experienced a 7.6% increase in traffic fatalities,
11.2% increase in serious injury crashes, 10.0% increase in unrestrained passenger vehicle
occupant fatalities between the years 2010 - 2014.
As a result of these statistics, the Sheriff's Office has begun a traffic initiative to focus on
visibility and enforcement to help make these roads safer. While the target population of this
program is the unincorporated Weld County population, the responsibility for traffic enforcement
and investigation is a joint function between the Colorado State Patrol and the Weld County
Sheriff's Office.
The current paper process of hand writing citations and accident reports is cumbersome and
inefficient. It takes approximately 20 minutes to issues a written citation during a traffic stop, not
COLORADO
Department of Transportation
Transportation Systems
Management tr Operations
including a deputy's time to write notes on the back of the paper citation, as requested by the
courts. Legibility and human errors have even resulted in dismissal of charges or rejected
accident reports. According to Weld County staff, approximately 30-60 carbon copies of
citations are sent back by Colorado Department of Revenue to the county each year as they are
illegible because of handwriting or the darkness of the carbon copy. Other errors have included
incorrect spelling of a name or driver's license numbers, the public paying the wrong amount as
the citation is unclear, and courts requesting additional information because they cannot read the
citation or the court date is incorrect. Errors for crash reporting mainly focus on the latitude and
longitude designation, in which almost 20% have to be researched and corrected before being
entered into GIS mapping.
2) Project Goal(s), Objectives and Activities —
Goals - A broad statement about what the program expects to achieve. The goal is the description of the
final anticipated outcome or result
Objectives - Objectives are clear, realistic, specific and measurable. Objectives tell how a goal will be
met.
Activities — Activities comprise the plan of operation for the project. In a detailed and concise way, the
activities describe how each objective will be achieved.
Goal: Implement E -crash and E -ticketing in every Patrol vehicle within the first 6 months of the
grant period to improve timeliness, reduce errors and expedite the submission of data to DOR
and courts.
This project seeks to substantially reduce the time it takes to issue a traffic citation or complete a
traffic accident report by utilizing software that expedites the process and minimizes errors. The
project also seeks a substantial reduction in the dismissal of charges or rejected accident reports
due to legibility problems and incomplete forms due to human error. The cumulative effect of
these reductions would result in faster data submittals to DOR and courts with a corresponding
improvement in accuracy. By collaborating with Weld County Public Safety IT, Courts and
Colorado Department of Revenue, Weld County will ensure the system in place meets the
requirement of electronically submitting crashes to DOR and citations to the courts. The
hardware and software will be purchased immediately upon the beginning of the grant cycle.
Based on the delivery time of APS, the expectation is that the hardware and software would be
installed within the first three months of the grant. Any electronic submission challenges should
be resolved within the following three months. This will meet the goal of having all Patrol
vehicles actively using E -crash and E -ticket within the first six months of the grant.
This project supports both the 2016-2019 STRAC Strategic Plan Goal #3, Objective 3.1 regarding
improvements to crash reporting and Goal #7, Objective 7.1 regarding improving data quality and
assurance of citation data, reducing cases dismissed from court due to missing data. The objectives
and activities listed below address the grant performance measures CO PM01- Crash / Timeliness
and CO PM04 — Citation / Adjudication / Timeless.
• Objective 1: Reduce the average time of a traffic stop where a citation is issued by at least
35%.
COLORADO
Department of Transportation
Transportation Systems
Management b Operations
o Activity 1: Deputies will utilize the E -ticketing software to reduce the time of a traffic
stop. By avoiding handwritten citations, Deputies will be able to reduce the overall
time it takes to complete a traffic stop and issue a citation.
• Objective 2: Reduce the number of rejected citations to less than 7%.
o Activity 2: Deputies will utilize the E -ticketing software to decrease human error and
achieve improvements in legibility, completeness and accuracy.
• Objective 3: Reduce the number of rejected traffic accident reports to less than 7%.
o Activity 3: Deputies will utilize the E -crash software to decrease human error and
achieve improvements in legibility, completeness and accuracy.
• Objective 4: Reduce the time to submit citation and crash data to DOR to less than 5 days
through electronic submission.
o Activity 4: Weld County will submit citation and crash data electronically to DOR.
Electronic submission is substantially faster than the current paper (manual) process.
• Objective 5: Reduce the time to submit citation data to the courts to less than 5 days through
electronic submission.
o Activity 5: Weld County will submit citation data electronically to the courts.
Electronic submission is substantially faster than the current paper (manual) process.
3) Project Evaluation - Describe the evaluation strategy that will be used to show project
effectiveness and document successful activities. An evaluation plan should be designed so that an
independent observer can confirm or measure whether or not the objectives have been met and progress
was made toward the goal(s) by changing numbers, knowledge, attitudes, or behaviors. Performance
measures (PM) should follow the format described in "Model PM for state traffic records systems"
(specifically, page 11).
The Weld County Sheriff's Office will track at least 3 months of timeliness and accuracy data
related to objectives 1-5 with the current system in place prior to the implementation of the grant
project. Once the project has been fully implemented and employees trained, the Sheriffs Office
will track another 3 months of data related to objectives 1-5 to show the improvements.
Specifically for citations, the Sheriff's Office will calculate the median and mean number of days
from (a) the date a citation is issued to (b) the date the citation is entered into the first available
repository. The Sheriff's Office will also calculate the percentage of citation records with no errors
in critical data elements. Specifically for crashes, the Sheriff's Office will pursue electronic
submission using the new software into DOR. Thereafter the Sheriff's Office will calculate the
median or mean number of days from (a) the crash date to (b) the date the crash report is entered
into the database.
COLORADO
Department of Transportation
Fran;portation Systems
Management tr Operations
4) Agency Qualifications - Describe the applicant agency's resources and skills to adequately
manage the project. Briefly describe qualifications of staff or plans to train the staff who will work on the
proposed project, including fiscal staff
Weld County Government has received numerous awards for Excellence in Financial Reporting
and remains in compliance with Government Audit Standards. There are several levels of fiscal
oversight, and the County Finance team continuously receives praise for their management of
County resources. This project will be managed and overseen by the Command Staff of both the
Sheriff's Office and Weld County's Public Safety IT. The Sheriff's Office has a training unit
dedicated to ensuring the deputies will have access to any available training and other
supervisors are dedicated to making sure this program is successful. The Sheriffs Office takes
pride in receiving grants from numerous funding sources. They take maintaining compliance
with grant requirements as well as all federal and state mandates very seriously.
5) Community Collaboration and Support - All projects should demonstrate that
partnerships exist or are being developed. Identify partnerships and planning groups that were included in
the planning and implementation of this project. Those partnerships may include, but are not limited to,
law enforcement, traffic engineering, health departments, social services agencies, schools, private
businesses, churches, foundations and other community -based coalitions and organizations.
The Sheriff's Office has been working with Weld County Public Safety IT and Weld County
Courts to ensure that any program requirements resulting in this grant are able to be met. Weld
County Patrol Division is also a part of a non-profit coalition focusing on educating drivers
through partnerships with CDOT, non -profits, businesses, other enforcement agencies and
governments. The Patrol Division has also started handing out brochures with tickets and
warnings on how traffic accidents have a huge negative impact on other people.
Sheriff Reams has expressed his concern for the safety of drivers in Weld County since his
election, and he has stood by his message to the public that traffic enforcement is an important
key in the ability to keep the Weld County residents safe. Weld County SO would have the
ability to increase efficiency and effectiveness while working on High Visibility Enforcement,
which adds shifts for deputies specifically to target DUI/DWI situations.
6) Long -Term Sustainability and Total Project Funding - Describe the plan for
reducing reliance on federal funding in the future. Describe the long-term plan for the programmatic
development and ongoing financial support of the project. Is this project being funded using funds other
than those provided from this grant? If yes, list the type and approximate amount of other funding that will
be used to support this project. Has this project previously been funded by CDOT? If yes, list the years
funded, approximate dollar amounts and progress to date in addressing the identified problem.
This project is a one-time equipment and software purchase to expand the electronic ticketing
and crash reporting capabilities to all of the Weld County Sheriffs Office Patrol vehicles.
Because this project was not budgeted, the Sheriff's Office is using the local distributions of
Equitable Shares to cover the match portion of this project. Approximately $21,000 is expected
to be spent on this project from Equitable Shares. All federal guidelines and requirements have
been reviewed, and matching this State grant is considered an eligible (and encouraged) use of
these funds.
COLORADO
Department of Transportation
'transportation Systems
Management tr Operations
Once implemented, the Weld County Sheriff's Office will be able to budget for maintaining and
replacing equipment and software on an as -needed basis. This is the first grant that the Weld
County Sheriffs Office has requested for equipment or operating expenses since 2006, however
funding for E -ticketing and E -crash reporting has never been requested by the Weld County
Sheriffs Office to CDOT.
7) Budget Narrative - Provide a justification and explanation of the budget items listed on the
Detailed Budget Table. All budget figures should be justified and explained. Failure to justify and
explain/show calculations could result in denial of funding.
PERSONAL SERVICES: Explain how the salary and fringe benefit and overtime rates for each
position were determined. NOTE: Contract employees or independent contractors should be
shown under Contractual Services, not Personal Services.
No Personal Services requested in this proposal.
OPERATING EXPENSES: Explain how the costs were determined and justify the need for the
various line items. Items with a unit cost less than $5,000 are considered operating expenses
and should be listed in this category. Items/equipment costing $5,000 or more should be listed
under Capital Equipment (see below). All purchases should be made through competitive bid,
state or local award, or established purchasing procedures.
Weld County Public Safety IT has agreed to use existing servers and resources to implement this
program. Therefore, the only expenses that need to be covered by the grant include the purchase
and installation of the actual equipment for each vehicle.
A quote was received from the vendor of the current E -crash and E -ticket machines Weld
County utilizes to determine the costs for the project. In order to fully implement this project, we
would need to purchase a minimum of 37 machines with the associated hardware, software and
printers to implement this program throughout the Patrol fleet. Based on the minimum number,
the following is a breakdown of expenses. As each individual unit is under $5,000 (including
software), it would be considered an operating expense according to the grant guidelines.
Software Licensing and Maintenance:
QuickCrash with ReportBeam & SmartRoads: $549 per unit
QuickTicket with ReportBeam: $549 per unit
Annual Maintenance contract per device: $164.70
Hardware:
*Please note, Weld County is considering two brands of printer and will be testing both before
purchasing with grant dollars. The budget request is for 40 printers to replace three existing
printers for uniformity and updated maintenance needs. For budgeting purposes, the following
information was used:
Zebra ZQ520 BT Printer with Vehicle Cradle (Locking): $900.75 per unit
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
Additional Costs:
Shipping and Handling: up to approximately $890
Installation of equipment through Wireless Advanced: $10,500
CONTRACTUAL SERVICES: Explain why proposed consultant services cannot or should not
be provided by project staff. Explain how the hourly rate or flat rate was determined. For each
consulting organization, indicate the number of people to be assigned to the project, number of
hours per person per day to be spent on the project, and a breakdown of the contract price by
major cost item. Professional services should be procured competitively.
No Contractual Services requested in this proposal.
TRAVEL: Explain the relationship of each cost item to the project, (e.g., if in -state training or
conference travel expenses are requested, explain the topic of the conference and its relationship
to the project). Do not include out-of-state travel costs — these costs must be requested and
approved through a separate process that will be detailed if funds are awarded. Mileage should
be listed as an Operating Expense.
No Travel requested in this proposal.
CAPITAL EQUIPMENT: Equipment is defined as an item that has a unit cost of $5,000 or more
and a useful life of one year or more. Explain why the proposed equipment is essential to
conducting the project and is not currently available for use within your agency or organization. If
the proposed equipment is to be shared with entities outside this project, the cost should be pro-
rated based upon the percentage of use of the equipment by this project. All equipment must be
purchased through competitive bid state or local award, or established purchasing procedures.
No Capital Equipment requested in this proposal.
MATCH: Match must equal 25% of federal funds requested or 20% the total project cost and
can be reflected in a lump sum in one line item, or across multiple items or budget categories.
The contributions can be in -kind services or direct cash support. Other sources of federal
revenue may not be used as an agency match for highway safety projects.
While it is anticipated that the total cost will exceed the $94,000 project as it is represented,
having the grant to assist in the purchase and implementation of this project will help us to
deploy this project years before it was originally intended. To keep the match as simple as
possible, the Sheriff's Office will be matching the purchases of the software and hardware paid
by the grant with the maintenance, shipping and installation costs of the equipment, as well as
some of the hardware. The match is listed at just over 20% of the grant funds, however if there is
a change in printers, Weld County will use additional dollars to replace the printers in the
existing E -crash / E -ticket capable vehicles, which explains why the requested number of printers
exceeds the number of devices.
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
DETAILED BUDGET
PERSONAL SERVICES
Name of Position
Annual Full-
time Salary
Annual
Fringe
Benefit Cost
Total
Annual
Sala ry
% of
time to
this
project
Total
($)
CDOT
Share
($)
Local Match
($)
SUBTOTAL
(2) OVERTIME
Name
Overtime
Rate
($)
No. of
Hours
Total
Cost
($)
CDOT
Share
($)
Local
Match
($)
SUBTOTAL
TOTAL
PERSONAL
SERVICES
$
$
$
°%o
%
OPERATING EXPENSES
Description
Number
of
Units
Cost per Unit
($)
Total Cost
($)
COOT
Share
($)
Local Match
($)
QuickCrash with ReportBeam &
SmartRoads software
37
$549.00
$20,313.00
$20,313.00
$0
QuickTicket with ReportBeam
software
37
$549.00
$20,313.00
$20,313.00
$0
Ticket Printers and docking cradle
40
_ $900.75
$36,030.00
$34,374.00
$1,656.00
Maintenance for software
37
$164.70
$6,093.90
$0.00
$6,093.90
Shipping and Handling
$750.10
$750.10
$10,500
Installation of equipment
37
$10,500
Total Cost
CDOT Share
$75,000
80%
Local Match
$19,000
20%
TOTAL OPERATING
EXPENSES
$94,000
COLORADO
Department of Transportation
Transportation Systems
Management tt Operations
CONTRACTUAL SERVICES
Contractor
Dates of
Contract
Hourly Rate
($)
Total
Cost
($)
CDOT
Share
($)
Local
Match
($)
Total Cost
CDOT Share
Local
Match
TOTAL
CONTRACTUAL
SERVICES
$
$
$
wo
pro
TRAVEL
Description
In
State
($)
Total Cost
($)
CDOT Share
($)
Local Match
($)
Total Cost
CDOT Share
Local Match
TOTAL TRAVEL
$
$
$
%
Rio
CAPITAL EQUIPMENT
Description
No. of
Units
Cost per
Unit
($)
Total Cost
($)
CDOT
Share
($)
Local Match
($)
Total Cost
CDOT Share
Local Match
TOTAL
CAPITAL
EQUIPMENT
$
$
$
cyo
To
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
1. Total Personal Services:
2. Total Operating Expenses/Incentives:
3. Total Contractual Services:
4. Total Travel:
5. Total Capital Equipment:
Budget Summary
CDOT Share Match
$ $
$75,000 $19,000
6. Total lines1-5 (Amount Requested from CDOT): $75,000
7. Total lines 1-5 (Amount provided by applicant): $ 19,000
Total Project Cost (Add lines 6 & 7): $94,000
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
PART 3
Certifications and Assurances
It is hereby understood that this Application and the attachments hereto, when approved and
signed by all concerned parties. as indicated shall constitute an agreement by and between the
applicant organization to perform in accordance with the terms of this Application and
attachments, taken as a whole. This agreement is based on CDOT procedures and Federal
guidelines found in 49 CFR, Part 18 and 2 CFR, Part 225, in order to standardize and simplify
federal grants. The signature below of an authorized representative of the applicant agency
certifies and ensures that all the following conditions will be met.
1) Reports — The Contractor shall submit quarterly reports; a final report at the end of the
project. and special reports, if any, as outlined in the Project Agreement. Please read Part
4. Reporting Requirements, following this section.
2) Copyrights, Publications, and Patents — Where activities supported by this project produce
original copyright material, the Contractor may copyright such, but CDOT reserves
nonexclusive and irrevocable license to reproduce, publish. and use such materials and to
authorize others to do so. The Contractor may publish, at its own expense, the results of
project activities without prior review by CDOT, provided that any publications (written, visual
or sound) contain acknowledgment of the support provided by the National Highway Traffic
Safety Administration (NHTSA) and CDOT. Any discovery or invention derived from work
performed under this project shall be referred to CDOT, who will determine through NHTSA
whether patent protections will be sought, how any rights will be administered, and other
action required to protect the public interest.
3) Termination — This project agreement may be terminated or fund payments discontinued or
reduced by CDOT at any time upon written notice to the Contractor due to non -availability of
funds. failure of the Contractor to accomplish any of the terms herein, or from any change in
the scope or timing of the project.
4) Fiscal Records — Contractor will maintain complete and detailed accounting records of all
costs incurred on this project. including documentation of all purchases of supplies.
equipment, and services; travel expenses: payrolls: and time records of any person
employed part-time on this project. Federal. state or CDOT auditors shall have access to
any records of the Contractor. These records shall be retained for three years after the final
audit is completed or longer, if necessary. until all questions are resolved.
5) Funding — The Contractor will utilize funds provided to supplement and not to supplant state
and local funds otherwise available for these purposes. Funds are to be expended only for
purposes and activities approved in the project agreement. Reimbursement will be made
periodically by CDOT based on approved requests for reimbursement. If matching funds
are required, the Contractor will expend them from nonfederal sources, which must be spent
no later than 30 days following the completion of the project.
6) Cost Principles and Grant Management — The eligibility of costs incurred and the
management of this project shall be determined in accordance with 2 CFR. Part 225 and 49
CFR, Part 18 for state and local agencies, 2 CFR. Part 220 and 2 CFR, Part 215 for
educational institutions, and 2 CFR, Part 230 for nonprofit entities.
7) Obligation Funds — Federal funds may not be obligated prior to the effective date or
subsequent to the termination date of the project period. Requests for reimbursement
outstanding at the termination date of the project must be made within 30 days or those
funds may not be paid
COLORADO
Department of Transportation
rransportation Systems
Management tr Operations
8) Changes — The Contractor must obtain prior written approval from CDOT for major project
changes, including: changes of substance in project objectives, evaluation, activities, the
project manager, key personnel, project budget or transfer of funds from one category in the
budget to another. The period of performance of the project, however, cannot be changed.
9) Program Income — CDOT safety programs encourage Contractors to earn income to help
defray program costs, but there are federal regulations that must be followed. Program
income is defined as gross income received by the State and/or Contractor directly
generated by a grant supported activity, or earned only as a result of the grant agreement
during the grant period. Income earned by the Contractor with respect to the conduct of the
project (sale of publications, registration fees, service charges, donations for child safety
seats, etc.) must be accounted and income applied to project purposes, used to reduce
project costs, or be used to meet cost agency matching requirements. The Contractor is
responsible for reporting all program income according to federal and state requirements.
10) Purchases — Purchase of equipment or services must comply with state or local regulations.
After the end of the project period, equipment should continue to be utilized for traffic safety
purposes and cannot be disposed of without written approval of CDOT. The Contractor
shall make and maintain an inventory of equipment to include descriptions, serial numbers,
locations, costs or other identifying information, and submit a copy to CDOT.
11) Third Party Participants — No contracts or agreements may be entered into by the Contractor
related to this project which are not incorporated into the project agreement and approved in
advance by CDOT. The Contractor will retain ultimate control and responsibility for the
project. CDOT shall be provided with a copy of all contracts and agreements entered into
by Contractors. Any contract or agreement must allow for the greatest competition
practicable and evidence of such competition or justification for a negotiated contract or
agreement shall be provided to CDOT.
12) Participation by Disadvantaged Business Enterprises — The contractor agrees to take all
necessary and reasonable steps in accordance with Title 49, CFR, Subtitle A, Part 26 to
ensure that minority business enterprises have the maximum opportunity to compete for and
perform contracts. Recipients and their contractors shall not discriminate on the basis of
race, color, national origin, or sex in the award and performance of any subcontracts
financed in whole or in part with federal funds.
13) Non Discrimination — In the performance of this agreement the Contractor, by its signature
below, certifies and assures that it shall comply with all Federal statutes and implementing
regulations relating to nondiscrimination. (These include but are not limited to: (a) Title VI of
the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race,
color or national origin (and 49 CFR Part 21); (b) Title IX of the Education Amendments of
1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination
on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29
U.S.C. §794) and the Americans with Disabilities Act of 1990 (42 USC § 12101, et seq.; PL
101-336), which prohibits discrimination on the basis of disabilities (and 49 CFR Part 27); (d)
the Age Discrimination Act of 1975, as amended (42U.S.C. §§ 6101-6107), which prohibits
discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972
(P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the
comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act
of 1970(P. L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol
abuse of alcoholism; (g) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C.
§§ 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug
abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§ 3601 et
seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing;
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
(i) any other nondiscrimination provisions in the specific statute(s) under which application
for Federal assistance is being made, The Civil Rights Restoration Act of 1987, which
provides that any portion of a state or local entity receiving federal funds will obligate all
programs or activities of that entity to comply with these civil rights laws: and, (k) the
requirements of any other nondiscrimination statute(s) which may apply to the application.
The Contractor shall not discriminate on the basis of race, color, national origin, sex,
religion, age, creed, Vietnam Era and Disabled Veterans status or sensory, mental or
physical handicap in the provision of any terms and conditions of employment or the
provision of service or benefits otherwise afforded and will take the affirmative action
necessary to accomplish the objects of the above referenced laws.
14) Political Activities — In accordance with the provisions of the Hatch Act (5 U.S.C. §§1501-
1508 and 7324-7328) no funds, materials, equipment, or services provided in this project
agreement shall be used for any partisan political activity or to further the election or defeat
of any candidate for public office or to pay any person to influence or attempt to influence an
officer or employee of congress, or an employee of a member of congress, an officer or
employee of congress in connection with the awarding of any federal loan or the entering in
of any cooperative agreements.
15) Single Audit —All non -Federal entities that expend $500,000 or more of Federal awards in a
year are required to obtain an annual audit in accordance with the Single Audit Act
Amendments of 1996, OMB Circular A-133, the OMB Circular Compliance Supplement and
Government Auditing Standards. A single audit is intended to provide a cost-effective audit
for non -Federal entities in that one audit is conducted in lieu of multiple audits of individual
programs. Nonfederal entities include States, Local Governments, and Non -Profit
Organizations. The term non-profit organization includes non-profit institutions of higher
education and hospitals.
16) Safety Belt Policy — No funds. materials, property, or services will be provided to any political
subdivision that does not have a current and actively enforced policy requiring the use of
seat belts.
17) Drug Free Workplace — In accordance with the Anti -Drug Act of 1988 (41 USC 702-707) and
Drug -Free Workplace (42 USC 12644), CDOT has the responsibility to ensure that unlawful
manufacture, distribution, dispensing, possession or use of a controlled substance by any
employees. grantees, and/or sub -grantee of the Contractor and/or any such activity is
prohibited in the Contractor's workplace.
18) Colorado Standard Field Sobriety Testing - All law enforcement officers who are performing
impaired driving enforcement activities with funding from CDOT must be in compliance with
the current Colorado Standards for Field Sobriety Testing Standards.
19) Debarment and Suspension - The applicant certifies. by signature below, that neither it nor
its principals are presently debarred, suspended. proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any federal
department or agency.
20) Restriction on State Lobbying - None of the funds under this program shall be used for any
activity specifically designed to urge or influence a state or local legislator to favor or oppose
the adoption of any specific legislative proposal pending before any state or local legislative
body. Such activities include both direct and indirect e.g., "grassroots" lobbying activities,
with one exception. This does not preclude a State official whose salary is supported with
NHTSA funds from engaging in direct communications with state or local legislative officials.
in accordance with customary state practice, even if such communications urge legislative
officials to favor or oppose the adoption of a specific pending legislative proposal.
21) Certification Regarding Federal Lobbying - The undersigned certifies. to the best of his or
her knowledge and belief, that:
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with the awarding of any Federal contract, the
making of any Federal grant, the making of any Federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or cooperative agreement,
the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the
award documents for all sub -award at all tiers (including subcontracts, sub -grants, and
contracts under grant, loans, and cooperative agreements) and that all sub -recipients shall
certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by section 1352, title 31, U.S. Code.
Any person who fails to file the required certification shall be subject to a civil penalty of not
less than $10,000 and not more than $100,000 for each such failure.
22 Federal Funding Accountability and Transparency Act — The State is required to report for
each sub -grant awarded as shown below. Contractor agrees to provide the information
below upon request for reporting purposes.
• Name of the entity receiving the award;
• Amount of the award;
• Information on the award including transaction type, funding agency, the North American
Industry Classification System code or Catalog of Federal Domestic Assistance number
(where applicable), program source;
• Location of the entity receiving the award and the primary location of performance under
the award, including the city, State, congressional district, and country; , and an award title
descriptive of the purpose of each funding action;
• A unique identifier (DUNS);
• The names and total compensation of the five most highly compensated officers of the
entity if-- of the entity receiving the award and of the parent entity of the recipient, should the
entity be owned by another entity;
(i) the entity in the preceding fiscal year received
(I) 80 percent or more of its annual gross revenues in Federal awards; and
(II) $25,000,000 or more in annual gross revenues from Federal awards; and
(ii) the public does not have access to information about the compensation of the senior
executives of the entity through periodic reports filed under section 13(a) or 15(d) of the
Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the
Internal Revenue Code of 1986;
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
PART 4
Reporting Requirements
Reporting Frequency: The Office of Transportation Safety requires four types of reports in
conjunction with highway safety projects:
1 Quarterly reports during the life of a project;
2. A final report at the conclusion of a project. This is to include training and consultant
reports, if applicable;
3. Special reports as required; and
4. Annual Report Template (to be provided by CDOT)
These reports keep CDOT informed of a project's progress, explain any difficulties encountered.
provide a background of information that can be passed on to others. suggest ways in which
CDOT can assist with the project and aid in distribution of state funds.
Quarterly Reports: These are to be submitted quarterly and are due within twenty (20)
calendar days after the end of the reporting calendar quarter as follows:
First Quarter:
Second Quarter:
Third Quarter:
Fourth Quarter:
1 October — 31 December
1 January — 31 March
1 April — 30 June
1 July — 30 September
Report due January 20
Report due April 20
Report due July 20
Report due October 20
If there is no activity during the reporting period, submit a report indicating so. Any original or
innovative ideas or methods employed in your project should be incorporated into your reports.
Fourth and Final Report: Final report to be submitted within 45 days of contract
completion. which is no later than November 15.
Final reports are to be detailed and must describe whether the project objectives were
accomplished. if technical and fiscal problems were encountered, and what improvements in
traffic safety have resulted or probably will result Included in final reports will be copies of
publications, training reports and any statistical data generated in project execution. These
final reports should discuss the following:
1. Accomplishments compared to the original project objectives:
2. Were all activities of the project completed as scheduled? Include dates and milestones
when studies were completed; equipment acquired. installed and operated:
3. Any unanticipated proceedings that affected the project;
4. Funding and costs for completion of the project in relationship to original estimates; and
5. Third party performance if applicable. A copy of any consultant reports should be included
with the final report.
COLORADO
Department of Transportation
Transportation Systems
Management & Operations
Special Reporting: Special reporting procedures may be required, including performance
measures. If so, reporting frequency will be detailed in the project agreement
Annual Report Template: An Annual Report template will be provided to the contractor in late
October. The contractor is responsible for providing the requested information and submitting
back to CDOT. The templates are then used to form the basis of the Office of Transportation
Safety and Traffic Engineering Branch's Annual Report.
PART 5
Reimbursement Requirements
CDOT funds grants on a "cost reimbursement" basis only. CDOT will not make payments in
advance or in anticipation of goods or services.
Claims for reimbursement will be submitted to the OTS on a monthly basis if there are any costs
incurred.
Final claims for reimbursement must be received by CDOT no later than November 15 (for
costs incurred through the final contract month of September).
Claims for reimbursement received after the above cutoff date will not be
reimbursed.
Unallowable Project Costs: All projects must follow appropriate state and federal funding
regulations. Examples of unallowable project costs include, but are not limited to, the
following:
• Projects not dealing with traffic records improvements;
• Routine roadway construction or maintenance;
• Office furniture and fixtures and
• Funds that supplant existing budgets*
* Federal regulations prohibit supplanting of funds. Examples of supplanting include: replacing
routine and/or existing State or local expenditures with the use of Federal grant funds and/or
using Federal grant funds for cost of activities that constitute general expenses required to carry
out the overall responsibilities of state, local or federally recognized Indian tribal government.
COLORADO
Department of Transportation
Transportation Systems
Management a Operations
PART 6
Signature Requirements
I declare under penalty of perjury in the second degree, and any of the applicable state or
federal laws, that the statements made and contained under the title Certification and
Assurances above are true and complete to the best of my knowledge.
I have read and understand the above Reporting and Reimbursement requirements and
will comply with these requirements made and contained herein on pages 10 and 11 to
the best of my knowledge.
Applicant agency/organization Authorizing Official (person with contracting authority):
Julie Cozad
Name
1150 O Street, Greeley, CO 80631
Address (if different than above)
Signature of Authorized O
I
Board of County Commissioners Chair
Title
jcozadAco.weld.co.us 970-400-4200
email telephone
Date
MAR 292017
The agency personnel contact information below must be completed
1. CONTRACT/PROJECT DIRECTOR
Name: Sheriff Steve Reams
Address: Weld County Sheriff's Office
1950 O Street
Greeley, CO 80631
Telephone: 970-400-2801
e-mail: sreams@co.weld.co.us
3. PROJECT COORDINATOR
Name: Captain Alan Caldwell
Address: Weld County Sheriff's Office
1950 O Street
Greeley, CO 80631
Telephone: 970-400-2808
2. ACCOUNTING RECORDS/CLAIMS
e-mail: acaldwella,co.weld.co.us
Name: Jennifer Oftelie, Budget Manager
Address: Weld County Sheriff's Office
1950 O Street
Greeley, CO 80631
Telephone: 970-400-2872
e-mail: joftelieCa�co.weld.co.us
4. MAIL PROJECT PAYMENTS TO:
Name: Jennifer Oftelie, Budget Manager
Address: Weld County Sheriff's Office
1950 O Street
Greeley, CO 80631
Telephone: 970-400-2872
e-mail: joftelie@co.weld.co.us
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