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Home My WebLink About20160722.tiff RESOLUTION RE: APPROVE JUSTICE ASSISTANCE GRANT APPLICATION FOR ENFORCEMENT AND TECHNOLOGY SMALL ITEMS OF EQUIPMENT AND AUTHORIZE ELECTRONIC SUBMITTAL WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Justice Assistance Grant Application for Enforcement and Technology Small Items of Equipment 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 Law Enforcement (VALE) Board, commencing October 1, 2016, and ending September 30, 2017, 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 Justice Assistance Grant Application for Enforcement and Technology Small Items of Equipment, 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 Law Enforcement (VALE) Board, 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 29th day of February, A.D., 2016. BOARD OF COUNTY COMMISSIONERS WELD�, COUNTY, COLORADO ATTEST: ; �� 1� r./ Mike Freeman, Chair Weld—CountyClerk to the Board Sean P. Conway, Pro-Tem BY: D ty Clerk to the :oa uliq A. ozad / APPROVED AS TO FORM �'' ttrskl:? , /' � rbara Kirkmeye County Attorney — Steve Moreno Date of signature: 2016-0722 CC $ (.1())3/i SO0037 To: Board of County Commissioners From: Jennifer Oftelie Weld County Sheriff's Office Budget Manager Date: February 26, 2016 Re: Colorado Edward Bryne Memorial Justice Assistance Grant application For your authorization is a new grant application through the Colorado Department of Public Safety's, Division of Criminal Justice. The grant application is for$53,425 to support the Sheriff's Office with some needed equipment and supplies.The grant period runs from October 1, 2016—September 30, 2017.The application was discussed at a work session on February 24, 2016. We are asking for 3 projects. First is the purchase of an LRAD(Long Range Acoustic Hailing Device) for $12,900 to include the item of equipment and all necessary mounting and storage needs.This would be regularly beneficial for SWAT, and would be used on the MRAP during any natural disasters or weather emergencies and rescue attempts, and if there are any riot type situations in the County. It frees up an officer and improves our efficiency by giving clear audio to up to half a mile away.There is no additional cost or upkeep once this is purchased. Second is the purchase of 25 PBT(Portable Breath Alcohol Testers) at a rate of$425 each,for a total of$10,625.This would increase the effectiveness and efficiency of the Patrol unit since not every Patrol vehicle currently has this capability to do this testing. We are currently working with the vendor to possibly replace outdated equipment and reduce our total cost for this purchase.There is a need to test these annually, however it wouldn't increase our current expenditures by more than $100 for the gas cans as we already own the calibration equipment. Lastly, we are asking for$29,900 for the purchase of 38 new smartphones and one year of service for our Patrol unit.The purchase would cover the phones and protective case ($250 each,for $9,500), plus 12 months of service at approximately$50 per month for$20,400.There are many reasons we feel the Patrol division should have access to smartphones, and believe we can recover at least some of the cost annually on a continual basis. 0,&)/' 612-at- Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Applicant Information Colorado Justice Assistance Grant 2016 Project Information Project Title: Enforcement and Technology Small Items of Equipment Project Number: 2016-DJ-16-013725 Project Director: Alan Caldwell Type of Funding for this Project: New Requested Amount($): Project Duration: From: 10/01/2016 To: 09/30/2017 Applicant Details Applicant Agency Name: Weld County Sheriffs Office Applicant Legal Name: County of Weld DUNS(+4) Number: 075757955 SAM Expiration Date: 01/14/2017 Tax Identification #: 84-6000813 Entity Type: Public/ Government Entity Sub-Type: County Entity Function: Law Enforcement Implementing Agency Same as Applicant: 2016-0722 Application Form Page 1 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Contact Information Project Contact Information has been pre-populated with the Contact Information from your Agency's/Entity's Applicant Profile. Please review and update as necessary the information below to reflect the Project Officials that will be responsible for this Project. Only include one of each of the following: Project Director, Financial Officer, and Signature Authority. Primary Contact should be included only if this role is someone other than the three required project officials already listed. Note: COGMS auto-generated email notifications are not linked to this contact list. Auto- generated email notifications are only sent to Registrants linked to the Applicant Profile. Please see instructions for additional information. Contact Type First Name Last Name Phone Email Project Director Alan Caldwell 970-356- acaldwell@co.weld.co.us 4015 Primary Contact Jennifer Oftelie 970-356- joftelie@co.weld.co.us 4015 Financial Officer Barbara Connolly 970-356- bconnolly@co.weld.co.us 4000 Signature Authority Mike Freeman 970-336- mfreeman@co.weld.co.us 7204 Executive Director Steve Reams 970-356- sreams@co.weld.co.us 4015 Application Form Page 2 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Contact Details Contact Type: Project Director Salutation: Mr. First Name: Alan Last Name: Caldwell Title: Captain Agency Name: Weld County Sheriffs Office Address Line 1: 1950 O Street Address Line 2: City/Town: Greeley State: Colorado Zip Code + 4: 80631-1117 Phone Number: 970-356-4015 Fax: Email: acaldwell@co.weld.co.us Contact Details Contact Type: Primary Contact Salutation: Ms. First Name: Jennifer Last Name: Oftelie Title: Budget Manager Agency Name: Weld County Sheriffs Office Address Line 1: 1950 O Street Address Line 2: City/Town: Greeley State: Colorado Zip Code + 4: 80631-1117 Phone Number: 970-356-4015 Application Form Page 3 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Fax: Email: joftelie@co.weld.co.us Contact Details Contact Type: Financial Officer Salutation: Ms. First Name: Barbara Last Name: Connolly Title: Controller Agency Name: Weld County Government Address Line 1: 1150 O Street Address Line 2: City/Town: Greeley State: Colorado Zip Code + 4: 80631 Phone Number: 970-356-4000 Fax: Email: bconnolly@co.weld.co.us Contact Details Contact Type: Signature Authority Salutation: Mr. First Name: Mike Last Name: Freeman Title: Commissioner Chair Agency Name: Weld County Government Address Line 1: 1150 O Street Address Line 2: Application Form Page 4 02/25/2016 Applicant: Weld County Sheriff's Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 City/Town: Greeley State: Colorado Zip Code + 4: 80631 Phone Number: 970-336-7204 Fax: Email: mfreeman@co.weld.co.us Contact Details Contact Type: Executive Director Salutation: Sheriff First Name: Steve Last Name: Reams Title: Sheriff Agency Name: Weld County Sheriffs Office Address Line 1: 1950 O Street Address Line 2: City/Town: Greeley State: Colorado Zip Code + 4: 80631 Phone Number: 970-356-4015 Fax: Email: sreams@co.weld.co.us Application Form Page 5 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Project Summary Project Summary: Include a brief description of how this project will address the 2016 JAG goal. Also include target population, estimated number to be served annually and cost per person (if applicable). See instructions for further information. (maximum length = 1,000 characters) The Weld County Sheriffs Office prides itself on being a collaborative agency that works consistently and effectively with other local jurisdictions. The purpose of this one-time request is to purchase items that can improve our effectiveness throughout the County and beyond. Purpose Area: Law Enforcement Prior JAG Funding for this project: No Problem Statement: Describe the problem the proposed project intends to address. Local and/or state data should be used to describe the nature of the problem. See instructions for further information. (maximum length = 5,000 characters) The Weld County Sheriffs Office serves a geographical area of nearly 4,000 square miles. Deputies patrol this vast area, responding to calls for service, conducting traffic enforcement, serving civil papers and other Deputy duties. The County consists of rural farm land, sprawling prairie and urban cities. Vast open spaces can make communication to victims of natural disasters, SWAT incidents or search and rescue victims difficult or near impossible. The County is requesting the purchase of needed equipment to improve our technology and communication with other agencies in the County. Weld County Sheriffs Office used to have cutting edge technology, and we are now considerably behind without the funding available to meet our existing needs. Evidence-Based Research Will research be conducted No as part of this project? Law Enforcement Specific Projects Is this a Law Enforcement project? Yes Total # of active officers: 93 Application Form Page 6 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Average # of officers deployed per shift: 9 Are patrol cars taken home by officers?: Yes If "Yes", # of vehicles?: 27 Direct Service Specific Projects Is this a Direct Service project? No Application Form Page 7 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Target Service Area Service Area for Project Statewide: No U.S. Congressional District: 04 Judicial District: 19 State Senate District: 23, 13, 01 State House District: 33, 48, 63, 49, 50 Counties: 62-Weld Cities: Hudson, Mead, Frederick, Severance, Keenesburg, Platteville, Fort Lupton, Nunn, Hereford, Erie, Briggsdale, Roggen, Dacono, Gilcrest, Grover Age of Target Population: All Application Form Page 8 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Collaboration/Sustainability nabi I ity Collaboration: Elaborate on partners and relationships specifically with other agencies and organizations impacted by the proposed project. See instructions for further information. (maximum length = 3,000 characters) The Sheriffs Office operates a multi-jurisdictional SWAT Team, consisting of members from the Sheriffs Office, Greeley Police Department, Evans Police Department, Firestone Police Department, Ault Police Department and Fort Lupton Police Department. All three of the projects requested in this request will directly benefit all agencies the Sheriffs Office partners with on a day to day basis, including the agencies listed above, neighboring Counties, and even on a State and Federal level. Future Funding of Project: Elaborate on what steps will be taken to sustain this project after these federal funds are no longer available. (maximum length =2,000 characters) These are one time purchases that can help lead the discussions for residual costs to be continued with general fund dollars after this first year is shown to be successful. The grant funding would be a huge step forward in improving the technology of the Sheriffs Office, and help to show the legitimacy of the needs described within this grant. Application Form Page 9 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Project Plan Project Plan: Describe the proposed strategy(ies)for addressing the problem stated in the Problem Statement section. Clearly link the strategy to the specified problem described. See instructions for further information. (maximum length = 6,500 characters) The Sheriff's Office would like to utilize the grant dollars towards the improvement of the equipment and technology available within the County. By getting the requested equipment, we can show the benefit to the community and constituents for the need to remain on the forefront of advancements available to law enforcement. Particularly with the implementation of smart phones, the grant will allow for the initial purchase and planning for budgeting for future years. Application Form Page 10 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Goals & Objectives These are the elements against which the project will be evaluated and which will be used to report quarterly and final progress. See instructions for further information. Goal 1: Successful deployment and utilization of the LRAD Objective Outcome Measurement Timeframe 1.1 Through County procedures, Acquisition of LRAD and all Receipt and inventory of the LRAD Before March 31,2017 purchase and receive the Long associated equipment. and accessories Range Accoustic Hailing Device. 1.2 Effective Deployment of the LRAD Successfully use the LRAD on at Cearly communicate to victims of Before September 30,2017 least 6 instances during the grant accidents/disasters,suspects period. during SWAT incidents at least 6 times. 1.3 Goal 2 (If needed): Implementation of Cell phones and PBT units Objective Outcome Measurement Timeframe 2.1 Purchase cell phones and PBT More effective and efficient call for Increase calls responded by at By March 2017. units for all deputies not currently service responses least 10%over a 6 month time. equipped. 2.2 Increase proactive policing with By utilizing the new equipment,the Increase DUI arrests by 5-10% By September 30,2017. use of PBT units. expectation is that DUI arrests during grant period. would increase by approximately 5- 10% 2.3 Goal 3 (If needed): Objective Outcome Measurement Timeframe 3.1 3.2 3.3 Project Evaluation: Describe the approach for evaluating the project in response to the stated objectives, outcomes and measurements. See instructions for further information. (maximum length = 5,000 characters) Application Form Page 11 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Command Staff has the ability to track these measurements for the purpose of the grant. We can use our existing data management software to assist in this purpose for reporting accurate information to the grant. Application Form Page 12 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Budget: Supplies & Operating Each item must be listed and be accompanied by a description, which provides justification for the budget items and details the basis for determining the cost of each item. See instructions for further information. Totals Summary Amount Requested($) Total $40,525 Item Budget Narrative and Justification Total($) Cell phones for Patrol Asking for$9,500 for the purchase of 38 new smartphones. The purchase would $29,900 Division cover the phones and protective case at$250 each. Also asking for one... 25 PBT Units Weld County Sheriffs Office is requesting to purchase 25 PBT(Portable Breath $10,625 Alcohol Testers) units at a rate of$425 each, for a total of$10,62... Application Form Page 13 02/25/2016 Applicant: Weld County Sheriff's Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Supplies & Operating Item Details Item: Cell phones for Patrol Division Budget Narrative and Justification: (maximum length = 1,000 characters) Asking for $9,500 for the purchase of 38 new smartphones. The purchase would cover the phones and protective case at $250 each. Also asking for one year of service for 34 phones (four are replacement for flip phones and minimal increase) at an average rate of$50 per month for a total of$20,400. There are many reasons we feel the Patrol division should have access to smartphone, including: Current practice is four flip phones shared by 6-8 officers each, one in each district. This is a new technology for the Patrol division. It minimizes additional equipment such as cameras and recorders. Smartphones can be used to stream live video back to a command center, OEM or headquarters when an emergency is in progress. There are technologies currently in process for facial recognition and fingerprint identification directly from a smartphone picture, which improves officer safety. This will improve our response to the community as well as other law enforcement agencies. Total($): $29,900 Supplies & Operating Item Details Item: 25 PBT Units Budget Narrative and Justification: (maximum length = 1,000 characters) Weld County Sheriffs Office is requesting to purchase 25 PBT (Portable Breath Alcohol Testers) units at a rate of$425 each, for a total of$10,625. This would increase the effectiveness and efficiency of the Patrol unit since not every Patrol vehicle currently has this capability to do this testing. We are currently working with the vendor to possibly replace outdated equipment and reduce our total cost for this purchase. There is a need to test these annually, however as we already own the calibration equipment to do so. Total($): $10,625 Application Form Page 14 02/25/2016 Applicant: Weld County Sheriff's Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Budget: Equipment Each piece of equipment must be listed and be accompanied by a description, which provides justification for the budget items and details the basis for determining the cost of each item. For each item listed, explain why the proposed equipment is essential to conducting the project. See instructions for further information. Totals Summary Amount Requested($) Total $12,900 Item Budget Narrative and Justification Total($) Long Range Accoustic Request to purchase an LRAD (Long Range Acoustic Hailing Device)for$12,900 $12,900 Hailing Device to include the item of equipment and all necessary mounting and storag... Application Form Page 15 02/25/2016 Applicant: Weld County Sheriff's Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Equipment Details Item: Long Range Accoustic Hailing Device Budget Narrative and Justification: (maximum length = 1,000 characters) Request to purchase an LRAD (Long Range Acoustic Hailing Device) for $12,900 to include the item of equipment and all necessary mounting and storage needs. The County consists of nearly 4,000 square miles of rural farm land, sprawling prairie and urban cities. Vast open spaces can make communication to victims of natural disasters, SWAT incidents or search and rescue victims difficult or near impossible. The LRAD would allow intelligible communication to these citizens. When an EF3 tornado struck Weld County in May 2008, we did not have the capability to effectively hail citizens from our vehicles. Our PA systems in patrol vehicles proved inadequate, and could not exceed the noise of the accompanying rain/hail storms. The LRAD has an acoustical range of up to 600 meters, can be heard through vehicles or structures and can have a pre- recorded message broadcast on a continuous loop. Total($): $12,900 Application Form Page 16 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Budget: Total Request Amount Requested($) PERSONNEL $0 SUPPLIES&OPERATING $40,525 TRAVEL $0 EQUIPMENT $12,900 PROFESSIONAL SERVICES/CONTRACT CONSULTANTS $0 OTHER $0 INDIRECT/ADMIN COSTS $0 GRAND TOTAL $53,425 Additional Project Funding Will this project be funded using ADDITIONAL FUNDS other than those provided from this grant? Application Form Page 17 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Financial Management Questions This section must be completed in cooperation with the designated Financial Officer assigned to this grant/project. 1. What accounting system does your organization use? List the name and a brief description of the system. (maximum length = 1,000 characters) Banner - an Oracle Fusion Middleware Forms Services software. 2. This grant will be on a cost reimbursement basis. What will be your organization's source of cash and how will your organization manage its cash flow between the time costs are incurred and reimbursed? (maximum length = 1,000 characters) Weld County has a contingency fund that can accommodate the expenses until reimbursement has been made. 3. Which of the following applies to your Agency has expended over $500,000 in federal agency: funding in the last calendar year from all combined sources. Please submit the most recent A-133 audit to DCJ. 3a. Date of most recent A-133 Audit, Financial 06/29/2015 Audit or Financial Review: 3b. Date sent to DCJ: 3c. Were there any findings, questioned costs No or unallocated costs? Criteria for managing grant funds Please respond to the following questions regarding wheter your accounting system meets the criteria for managing grant funds. These are items that will be monitored by the Division of Criminal Justice (DCJ)staff either by site visits or other reporting mechanisms. 4. Does your accounting system separate all Yes revenues and expenditures by funding source? 5. Does your accounting system track Yes revenues and expenditures for each grant award separately through a sub-ledger system? Application Form Page 18 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 6. Does your accounting system allow Yes expenditures to be classified by the broad budget categories listed in the approved budget in your grant, i.e. Personnel, Supplies and Operating, Travel, Equipment and Professional Services? 7. Does your organization have written Yes financial policies and procedures (specific to grants) in place that describe items such as: meeting all grant requirements, the preparation of grant financial reports and statements, the disclosure of financial documents, the ability for staff to prevent and detect misstatements in financial reporting, a method to trace funds, and a process to maintain and safeguard all cash, real and personal property, and other assets? 8. Is this grant request for less than Yes $100,000? 9. Is this grant request for a new project? Yes 10. Has your organization been in existence Yes for three (3) years or more? 11. Does the staff assigned to this project Yes have two (2) or more year's prior experience with projects with the same or similar requirements? 12. Does your organization have internal Yes controls in place, such as: a review process to determine reasonableness, allowability and allocability of costs, separation of duties, dual signatures on certain checks, reconciliations or other fiduciary oversight? 13. Does your organization reconcile sub- Yes ledgers to your general ledger at least monthly or quarterly if the applicant is a governmental entity? 14. Are accounting records supported by Yes source documentation such as invoices, receipts, timesheets, etc.? 15. Does your organization routinely record Yes the grant number or other unique identifier on all source documents such as invoices, receipts, time records, deposit records, etc.? 16. Does your organization maintain time Yes sheets approved by the employee, supervisor and project director for each employee paid by these grant funds? Application Form Page 19 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 17. Will this grant funded project generate No program income? Application Form Page 20 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Attachments (Letters of Priority and Support) If an agency will be submitting multiple projects for the current funding opportunity, a letter must be submitted listing projects in order of priority including a reason of the rank. Please provide letters of support as appropriate. See instructions for further information. Document Type Required? Document Description Date Attached Letters of Support No Priority Letter No Application Form Page 21 02/25/2016 Applicant: Weld County Sheriffs Office 75976277 Project: Enforcement and Technology Small Items of Equipment 2016-DJ-16-013725 Submission Summary Page Last Updated Applicant Information Please Complete Contact Information Please Complete Project Summary 02/25/2016 Service Area 02/25/2016 Collaboration/Sustainability 02/25/2016 Project Plan 02/25/2016 Goals & Objectives 02/25/2016 Personnel No Input Required Supplies & Operating 02/25/2016 Travel No Input Required Equipment 02/25/2016 Professional Services No Input Required Other No Input Required Indirect Costs No Input Required Budget Total Request Please Complete Financial Management 02/25/2016 Organizational Chart No Input Required Letters Priority/Support No Input Required Notes: Total amount from budget does not match requested amount. Zip Code must be of the format 12345-1234 only. Zip Code must be of the format 12345-1234 only. Zip Code must be of the format 12345-1234 only. Contact Information list contains 3 incomplete items. Application Form Page 22 02/25/2016 Hello