HomeMy WebLinkAbout20163279.tiffBOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: Extension of ICAC grant from May 31, 2017 to June 30, 2017 (OnBase contract #851)
DEPARTMENT: Sheriffs Office DATE: 05/01/2017
PERSON REQUESTING: Ron Arndt, Crime Lab Director
Brief description of the problem/issue:
Attached is a revised Statement of Grant Award (SOGA) for the Internet Crimes Against Children (ICAC)
Grant. The purpose of the SOGA is to extend the grant by one monthin order to complete the requested training
that was approved for this grant period. Due to scheduling conflicts and staffing needs, the Advanced Flasher
Training was unable to be attended during the grant period. Staff would like to attend this class the first week of
June, which is outside of the original grant period. Thanks to Colorado Springs as the primary grant recipient,
we are able to extend the grant by one month in order to utilize the award fully and receive this necessary
training. Having the grant provide funding for this training helps to reduce the overall training costs of the
Regional Crime Lab to the County.
No other changes to the grant award were made. The amended SOGA is being reviewed by County Attorney
Frank Haug and Controller Barb Connolly as well, and will be attached to the original contract in OnBase for
record keeping.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
• Authorize the Chair to sign the Statement of Grant Award.
• Deny authorization to sign. This will result in increased cost to the County in order 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 Revised Statement of Grant Award with Colorado Springs, extending the grant
period by one month.
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
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51
Approve
Recommendation
Schedule
Work Session
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Other/Comments:
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COLORADO
SPRINGS
OLYMPIC CITY USA
May 1, 2017
Weld County Sheriffs Office
Sheriff Steve Reams
1950 0 Street
Greeley, CO 80631
POLICE DEPARTMENT
PETER CAREY
Chief of Police
RE: Grant #2015-MC-FX-K030, Internet Crimes Against Children (ICAC) Grant — Statement of Grant Award
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 Sheriffs Office has been awarded $6,445 for the grant period ending June 30, 2017. 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 Sheriffs 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 Tricia Lykes,
Lykespa@ci.colospgs.co.us.
If you have any questions, please contact Tricia Lykes at 719-444-7808 or Lvkespa(7a.ci.colosoas.co.us.
We look forward to working with you, and thank you for all that you do.
Regards,
Peter Carey, Chief of Police
Attachments: Statement of Grant Award
"Safeguarding our Community as our 'Family"
705 South Nevada Avenue °W /o _ 38_7 y,
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 Sheriffs Office
SUB -RECIPIENT DUNS#:
75757955
PROJECT DIRECTOR:
Ron Arndt
PROJECT DIRECTOR ADDRESS:
1950 O Street
Greeley, CO 80631
GRANT NUMBER:
2015-MC-FX-K030
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):
$381,353
GRANT PERIOD:
July 1, 2015 - June 30, 2017
SUB -RECIPIENT GRANT PERIOD:
November 1, 2016 - June 30, 2017
DATE ISSUED:
April 27, 2017
The attached grant application, Budget Detail Worksheet and Special Provisions/Certified Assurances are
incorporated herein as a part of this document. Please note ifyou are going to spend in a manner that is not exactly
the same as your budget detail, you must contact Tricia Lykes prior to obligating those funds for a budget revision
approval.
Budget Category
Award Amount
Consultants/Contracts
Travel
Equipment ($5,000+)
Supplies
Other (Registration Fees, etc.)
$6,445
Total Award Amount
$6,445
2
ApnrovedBudget Detail - See attached Budget Detail Worksheet
SPECIAL CONDITIONS AND REQUIREMENTS:
1. The sub -recipient agrees to submit to the Colorado Springs Police Department (CSPD) any written materials that
will be published through funds from this award, at least thirty business days prior to the targeted dissemination
date. The CSPD will in turn submit to the Department of Justice, Office of Justice Programs, Office of Juvenile
Justice and Delinquency Prevention. All publications must contain the Internet Crimes Against Children logo
unless otherwise notified. All publications must contain the following language:
"This project was supported by Grant No. 2015-MC-FX-K030, awarded by the Department ofJustice, Office ofJustice
Programs, Office of Juvenile Justice and Delinquency Prevention. is a component of the Office ofJustice Programs,
which also includes the Bureau ofJustice Statistics, the National Institute ofJustice, and the Office for Victims of
Crime. Points of view or opinions in this document are those of the author and do not represent the official position
or policies of the Unites States Department ofJustice."
2. 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.
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.
4. 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.
S. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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
3
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.
11. 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.
12. Carefully review the Office of Justice Programs (Off) 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.
13. This grant award will be effective upon the final approval by the CSPD, but no earlier than November 1, 2016. No
payment or reimbursements will be made for purchases charged to the grant prior to approval from the
CSPD.
14. The authorized official to whom this award letter is addressed is the authorized signing official for this Statement
of Grant Award (SOGA). The sub -recipient must promptly notify the CSPD in writing, of any changes in the
authorized official, project director, or financial officers.
15. Commencement within 60 days. If the ICAC sub -recipient has not commenced this project within 60 days of the
start of the approved expenditure request, 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.
16. Operational within 80 days. If the CSPD concludes the project is not operational within 80 days of the original
start date of the grant period, the CSPD may begin termination or reduction in grant proceedings.
17. 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
18. 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. If the agency does not have such a policy, the
agency will only be reimbursed according to the rules of the federal travel policy.
c. All expenditures must be supported by appropriate documentation. Only actual, approved, allowable
expenditures will be permitted.
d. The sub -recipient must assure that it will comply with the provisions in the current applicable Office of
Justice Programs (OW) Financial Guide, which is hereby incorporated by reference. However, such a
guide cannot cover every foreseeable contingency, and the sub grantee agency is ultimately responsible
for compliance with applicable state and federal laws, rules and regulations.
e. 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.
f. The sub -recipient agrees to comply with the approved Colorado ICAC Task Force Grant Guide.
g. The sub -recipient agrees to comply with the OJJDP approved ICAC Task Force Operational and
Investigative Standards.
4
h. 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 granting agency.
i. 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.
j. The sub -recipient agrees to report any other ICAC related reporting information as needed/requested
by the Colorado ICAC Task Force Commander, Administrator or Program Coordinator, as needed to
complete OJP/OJJDP requests and requirements.
k. The sub -recipient will attend meetings and trainings for the Colorado ICAC Task Force when agency
resources allow.
19. 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;
i. with each invoice, include the certified/signed ICAC Grant Reimbursement Request form.
ii. mark the final invoice with the word 'FINAL'.
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 June
15, 2017.
i. Failure to submit required ICAC reports by established deadlines may result in the freezing of
grant funds and future High Risk designation.
20. 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 accord 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.
21. 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.
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.
22. 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
5
would have been necessitated even if federal financial support under this federal grant program
had not been made available.
Indirect (F&A) Costs
b. A sub -recipient that is eligible under the Part 200 Uniform Requirements to use the "de minimis" indirect
cost rate described in 2 C.F.R. 200.414(1), and that elects to use the "de minimis" indirect cost rate, must
advise OW in writing both its eligibility and its election, and must comply with all associated
requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied only to
modified total direct costs (MTDC).
23. Research & Development (R&D)
a. The sub -recipient understands that this award does not fall under the R&D programmatic category.
24. Closeout Instructions
a. ICAC awards may be closed as soon as all funds have been obligated and all project activities have
concluded;
i. intent to de -obligate funds should be communicated to CSPD as soon as possible, but no later
than 90 days prior to the end of the award period.
b. If awarded funds are spent prior to the end of the grant term, the sub -recipient must submit a formal
letter of de -obligation on letterhead that includes the following information:
• the exact amount of de -obligated funding
• the reason for unspent funding (e.g., actual quote came in less than budgetary estimate)
RETURN:
An original signed copy of the Statement of Grant Award (SOGA) shall be returned to Tricia Lykes -Lykespa@ci.rolosnes.co.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 or ".pdt" signature
page were an original thereof.
COLORADO SPRINGS POLICE DEPARTMENT:
SUB -RECIPIENT:
Name and Title of Approving Official
Name and Title of Authorized
Sub -recipient Official
Chief Peter Carey
Colorado Springs Police Department
Steve Moreno, Pro -Tern
Weld County Board of County Commissioner's
Signature and Date of Authorized Official
Signature and Date of Authorized
Sub -recipient Official
„Itno'i...a. si MAY 0 8 2017
Signature Date
Signature " Date
6
o2O/(o- 30279
2016/2017 ICAC Budget - Weld County Sheriffs Office -Amended
4/27/2017
Award
Budget
Consumed
Balance
OTHER
$
Registration
Advanced Flasher Training Course 1 x $3,450
3,450.00
$ -
$3,450.00
$
Registration
SQLite Forensics Training Course 1 x $2,995
2,995.00
$ -
$2,995.00
$
Other Total 6,445.00
$ -
$6,445.00
7
RESOLUTION
RE: APPROVE ACCEPTANCE OF STATEMENT OF GRANT AWARD FOR INTERNET
CRIMES AGAINST CHILDREN (ICAC) TASK FORCE GRANT AND AUTHORIZE
CHAIR TO SIGN - 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 Grant 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, and ending June
30, 2017, 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 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 Grant 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.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 19th day of October, A.D., 2016.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ddedito)..aC�l�to•ex
Weld County Clerk to the Board
BY:
rt ea
Mike Freeman, Chair
Sean P. Conway, Pro -Tern
eputy Clerk to the Boar Jj_ ��` //if 0
AP"I DAST
County Attorney
Date of signature: t 1 t g" ( I fa
A. Cozad
Kirkmey
Steve Moreno
cc,: 5O C 7O)
It/o►/ ICo
2016-3279
SO0037
25 (Aact /b 5/
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: Requesting Authorization for Chair to accept and sign Statement of Grant Award for the Internet Crimes Against
Children (ICAC) grant as a sub -recipient of Colorado Springs Police Department.
DEPARTMENT: Sheriffs Office DATE: 10/(1/2016
PERSON REQUESTING: Jennifer Oftelie, Budget Manager
Brief description of the problem/issue:
Attached to the Pass Around is a Statement of Grant Award for the 2016/2017 Internet Crimes Against Children
(ICAC) grant for $6,445 to cover the Tuition expenses of two trainings for the Regional Lab's Investigator. The trainings
are specifically to keep up with technological advances and increase the effectiveness of examining cell phones for data
related to crimes against children. In prior years, investigators have been able to immediately utilize the information
learned at these classes to obtain data that was otherwise inaccessible.
The Sheriffs Office, through permission of the Board, submitted this grant request in May 2016 and was awarded
67% of the original request, with the costs of travel denied by the grantor. The cost of travel, totaling up to approximately
$3,000 in 2016 would be picked up by the Regional Lab's existing approved budget. Due to scheduling conflicts and other
obligations, the Regional Lab has Out of Town Travel savings enough to cover this unexpected expense to utilize these
grant funds immediately upon approval.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
1) Accept the Statement of Grant Award and authorize the Chair to sign.
2) Schedule a Work Session
3) Deny the award and forfeit the $6,445 for Tuition. This would result in the Regional Lab spending more time and
resources to gain evidence and data, which could result in case delays.
Recommendation:
The Sheriff's Office recommends the Board of County Commissioners accept the grant award and authorize the Chair to
sign. Thank you.
Approve
Schedule
Recommendation Work Session
Mike Freeman, Chair _rA
Sean P. Conway
Julie Cozad
Barbara Kirkmeyer
Steve Moreno
Other/Comments:
2016-3279
COLORADO
SPRINGS
OLYMPIC CITY USA
October 3, 2016
Weld County Sheriff's Office
Sheriff Steve Reams
1950 O Street
Greeley, CO 80631
POLICE DEPARTMENT
PETER CAREY
Chief of Police
RE: Grant #2015-MC-FX-K030, Internet Crimes Against Children (ICAC) Grant - Statement of Grant Award
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 $6,445 for the grant period ending June 30, 2017. 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 Sheriffs 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 Janet Van
Kampen, vankamja@ci.colospgs.co.us.
If you have any questions, please contact Janet Van Kampen at 719-444-7560 or vankamja@ci.colospqs.co.us.
We look forward to working with you, and thank you for all that you do.
Regards,
.1741\-4(-7
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
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):
$381,353
GRANT PERIOD:
July 1, 2015 - June 30, 2017
SUB -RECIPIENT GRANT PERIOD:
November 1, 2016 - May 31, 2017
DATE ISSUED:
October 3, 2016
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 Janet Van Kampen prior to obligating those funds for a
budget revision approval.
Budget Category
Award
Amount
Consultants/Contracts
Travel
Equipment ($5,000+)
Supplies
Other Registration Fees, etc.)
$6,445
d
Total Award Amount
$6,445
Approved Budget Detail - See attached Budget Detail Worksheet
SPECIAL CONDITIONS AND REQUIREMENTS:
1. The sub -recipient agrees to submit to the Colorado Springs Police Department (CSPD) any written materials
that will be published through funds from this award, at least thirty business days prior to the targeted
dissemination date. The CSPD will in turn submit to the Department of Justice, Office of Justice Programs, Office
of Juvenile Justice and Delinquency Prevention. All publications must contain the Internet Crimes Against
Children logo unless otherwise notified. All publications must contain the following language:
"This project was supported by Grant No. 2015-MC-FX-K030, awarded by the Department of justice, Office of
justice Programs, Office of Juvenile Justice and Delinquency Prevention. is a component of the Office of Justice
Programs, which also includes the Bureau of Justice Statistics, the National Institute of justice, and the Office for
Victims of Crime. Points of view or opinions in this document are those of the author and do not represent the
official position or policies of the Unites States Department ofJustice."
2. 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.
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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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
3
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.
11. 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.
12. Carefully review the Office of Justice Programs (OJP) 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.
13. This grant award will be effective upon the final approval by the CSPD, but no earlier than November 1, 2016.
No payment or reimbursements will be made for purchases charged to the grant prior to approval from
the CSPD.
14. The authorized official to whom this award letter is addressed is the authorized signing official for this
Statement of Grant Award (SOGA). The sub -recipient must promptly notify the CSPD in writing, of any changes
in the authorized official, project director, or financial officers.
15. Commencement within 60 days. If the ICAC sub -recipient has not commenced this project within 60 days of the
start of the approved expenditure request, 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.
16. Operational within 80 days. If the CSPD concludes the project is not operational within 80 days of the original
start date of the grant period, the CSPD may begin termination or reduction in grant proceedings.
17. 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.
18. 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. If the agency does not have such a policy, the
agency will only be reimbursed according to the rules of the federal travel policy.
c. All expenditures must be supported by appropriate documentation. Only actual, approved, allowable
expenditures will be permitted.
d. The sub -recipient must assure that it will comply with the provisions in the current applicable Office of
Justice Programs (OJP) Financial Guide, which is hereby incorporated by reference. However, such a
guide cannot cover every foreseeable contingency, and the sub grantee agency is ultimately
responsible for compliance with applicable state and federal laws, rules and regulations.
e. 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.
f. The sub -recipient agrees to comply with the approved Colorado ICAC Task Force Grant Guide.
g. The sub -recipient agrees to comply with the OJJDP approved ICAC Task Force Operational and
Investigative Standards.
4
h. 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 granting agency.
i. 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.
j. The sub -recipient agrees to report any other ICAC related reporting information as needed/requested
by the Colorado ICAC Task Force Commander, Administrator or Program Coordinator, as needed to
complete OJP/OJJDP requests and requirements.
k. The sub -recipient will attend meetings and trainings for the Colorado ICAC Task Force when agency
resources allow.
19. 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;
i. with each invoice, include the certified/signed ICAC Grant Reimbursement Request form.
ii. mark the final invoice with the word 'FINAL'.
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 May 31, 2017.
i. Failure to submit required ICAC reports by established deadlines may result in the freezing of
grant funds and future High Risk designation.
20. 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 accord 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
(O)P) Financial Guide. Submissions that do not meet these procurement requirements may not be
reimbursed by the CSPD or the Department of Justice at the CS PD's discretion.
21. 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.
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.
22. 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
5
would have been necessitated even if federal financial support under this federal grant
program had not been made available.
Indirect (F&A) Costs
b. A sub -recipient that is eligible under the Part 200 Uniform Requirements to use the "de minimis"
indirect cost rate described in 2 C.F.R. 200.414(1), and that elects to use the "de minimis" indirect cost
rate, must advise OJP in writing both its eligibility and its election, and must comply with all associated
requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied only to
modified total direct costs (MTDC).
23. Research & Development (R&D)
a. The sub -recipient understands that this award does not fall under the R&D programmatic category.
24. Closeout Instructions
a. ICAC awards may be closed as soon as all funds have been obligated and all project activities have
concluded;
i. intent to de -obligate funds should be communicated to CSPD as soon as possible, but no later
than 90 days prior to the end of the award period.
b. If awarded funds are spent prior to the end of the grant term, the sub -recipient must submit a formal
letter of de -obligation on letterhead that includes the following information:
• the exact amount of de -obligated funding
• the reason for unspent funding (e.g., actual quote came in less than budgetary
estimate)
RETURN:
An original signed copy of the Statement of Grant Award (SOGA) shall be returned to Janet Van Kampen -
vankamjaPci.colospgs.co.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 or ".pdf"
signature page were an original thereof.
COLORADO SPRINGS POLICE DEPARTMENT:
SUB -RECIPIENT:
Name and Title of Approving Official
Name and Title of Authorized
Sub -recipient Official
Chief Peter Carey
Colorado Springs Police Department
Mike Freeman, Chair, Board of
Weld County Commissioners
Si nature and Date of Authorized Official
Signature and Date of Authorized
Sub -recipient Official
?., 10 `(,-i (r)
IVIA:R4it.4e OCT 1
Signature Date
Signature Date
9 2016
6
020/"' 4a7y
2016/2017 ICAC Budget - Weld County Sheriff's Office
Award
OTHER
Registration
Advanced Flasher Training Course 1 x $3,450
$ 3,450.00
Registration
SQLite Forensics Training Course 1 x $2,995
$ 2,995.00
Other Total $ 6,445.00
GRAND TOTAL
$ 6,445.00
2015-MC-FK-K030
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