HomeMy WebLinkAbout20162649.tiffBOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: 2009 Congressional Grant
DEPARTMENT: Sheriffs Office: Crime Lab DATE: 8/2/2016
PERSON REQUESTING: Ronald Arndt, Crime Lab Director
Brief description of the problem/issue:
In 2015 I was told that we would not be allowed to submit a request for a no cost extension for after September
30. 2016. I have been operating under that assumption. We recently received an email from the grant manager
and the last paragraph indicated that if we wished to submit a no cost extension we needed to do so before
August 31'. Therefore I am making the assumption that we can submit the request. If I am wrong no harm
done in asking. If I am correct then we have an additional 3 months to spend down more of the grant.
What is attached are the various iterations of documents that were requested of me in the past when we had
made a request for a no cost extension.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
Authorize the submission of a GAN requesting a no cost extension to add 3 months onto the end of the grant.
This would mover the grant close out to December 31, 2016.
Not approve the request. We will need to begin spending money from each agency sooner than anticipated by 3
months. It is expected that the remaining funds would be about $38,800 and would cover 3 more month (Oct to
Dec).
Recommendation:
Recommend authorization to submit a no cost extension to move the closeout of the grant to December 31st
2016.
Approved for Submission by Sheriff Reams:
Mike Freeman, Chair
Sean F. Conway
Julie Cozad
Barbara Kirkmeyer
Steve Moreno -/-
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Approve
Recommendation
Schedule
Work Session
Other/Comments:
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OFFICE OF BOARD OF COMMISSIONERS
PHONE: 970-336-7204
FAX: 970-336-7233
1150 O STREET
P.O. BOX 758
GREELEY, COLORADO 80632
August 8, 2016
Office of Justice Programs
RE: Congressional Select Award: 2009-D1-BX-0263.
Grant Adjustment Notification for 2009-D1-BX-0263.
Dear Kathy Mason,
Weld County was the recipient of the 2009 Congressional Select Award: 2009-D1-BX-0263 and it has an
unobligated balance of approximately $68,612.
FORMAL REQUEST: The Weld County Commissioners and Weld County Sheriffs Office are requesting a
no cost extension of 3 months on the 2009-D1-BX-0263 Congressional Select Award. The new projected end
date would be December 31, 2016. The details are noted below as to why we are seeking this extension.
Request in 2015 to extend to September 30, 2016 (Approved):
The law enforcement communities of Northern Colorado have recognized the needed for an effective local
forensic laboratory to perform forensic analysis on items of evidence collected from the scenes of crimes. In
order to provide this service in the most cost effective manner it was determined that a central lab,
incorporating the existing forensic staff, would be required. It was a relatively easy step to combine disciplines
into a single site in one city, but that limited effective communication and efficiencies. It also presented some
greater challenges as the laboratory looked at future ISO 17025 accreditation.
Having established that a central lab facility would best serve the need of the region, the next step was to
identify a location and build the facility. Between 2008 when a lab board was created and services were
starting to be centralized and the building of the facility in 2012/13 this Congressional grant was awarded to
Weld County.
On September 21, 2009, the Weld County Sheriffs Office was notified that they had become the receipt of a
Congressional Select Award for $500,000. The funds had been requested to assist the Regional Lab in
"Operation and Maintenance Costs" during the first 2 years of operation while the five local law enforcement
agencies established their budgets to meet the additional costs they would incur by having a centralized
laboratory. The building of a laboratory in which all of the forensic analysts from the region would operate in a
single centralized building was tantamount to the spending down of these dollars. At the request of BJA,
adjustments and clarifications were made to the grant solicitation (November 10, 2010) and this final proposal
was accepted in December of 2010.
Due to economic conditions between 2008 to 2010, part of the funds anticipated for the building were
reallocated ($2,000,000) and the county reevaluated the situation and sought other funds to build the lab. That
process took several years to locate a source for the additional funds. In addition, an IGA was written and
signed to assure a funding commitment by the participating agencies. Once the building funds were secured
the Weld County Commissioners authorized the construction of the facility to begin. On May 21, 2012, the
Weld County Commissioners held a press conference where they announced a time line for the process of
bringing a crime lab facility to completion by the fall (September) of 2014. In the meantime a NEPA was done
to determine the environmental impact on the building site. In the spring of 2013 a FONSI was issued releasing
the funds for this grant.
In August, 2013, the laboratory building was completed, a dedication ceremony held, and it opened the door
for service to agencies in the Northern Colorado region. In the fall the County began using the funds from this
grant to cover the Operating and Maintenance (O and M) costs as outlined in the budget narrative. As noted in
that narrative the plan was to use these funds to support the O and M costs for the first two years of operation.
Estimates for the building costs were higher than the actual costs and so there remain additional funds after the
first two years.
However, in order for agencies to have the funds set aside to continue to support the lab it took approximately
a year to establish a reasonable dollar cost to operate and maintain the building. Also the budget process for
each agency varies and some agencies are required to project costs two years out. As such they have not been
able to set aside money in 2015 and possibly 2016 to pay their portion of the O and M costs. They also had
anticipated being able to spend the money the money down and based on current projections that would mean
starting to support the lab in late 2016.
August 2016 Further Justification for the three month extension:
In March, 2015, the lab director attempted to project out the anticipated costs for 18 months. He
underestimated the costs by about $42,000. The five agencies which are participating in the O and M
cost -sharing all operate with a fiscal year the same as their calendar year. It would be a great benefit to the
agencies if the grant could be extended to December 31, 2016, so the month payments for O & M costs start at
the beginning of the fiscal year. Some agencies have a two-year budget cycle and have anticipated starting
payments in January, 2017. As the funds do appear to be available (given the budget modification requested in
July is approved) to cover the last three months of 2016, we are requesting that we be granted a three-month
extension to end December 31, 2016.
This project has been very successful in creating and sustaining a regional forensic laboratory in the Northern
Colorado region. Such an extension would certain benefit the agencies as they work towards a long term
investment in this project.
If you have any questions or need additional information, please do not hesitate to contact me at
(970) 336-7204.
Very truly yours,
BOARD OF COUNTY COMMISSIONERS
Yr-
Mike Freeman, Chair
Approval of the Pass around request to obtain a no cost extension for the
2009 Congressional Select Grant
APPROVED AS TO SUBSTANCE:
Steve Reams Sheriff
Date
APPROVED AS TO FUNDING:
Barb Connolly Controller Date
APPROVED AS TO FORM:
Robert Frick, County Attorney Date
RE: 2009-Dl-BX-0263 2009 Congressional Select Award
Weld County
Regional Crime Lab Expenses
Funds Awarded
Funds Expended as of 6/30/2016
Funds Remaining as of 7/1/2016
$ 500,000
$ 431,103
$ 68,897
2016
Description
July
Aug
Sept
Oct
Nov
Dec
TOTAL
Gas
$374
$ 352
$ 474
$ 1,029
$ 1,653
$ 2,524
$ 6,406
Water
$ 1,100
$ 756
$ 544
$ 147
$ 170
$ 133
$ 2,850
Electric
$ 4,451
$ 4,261
$ 4,420
$ 4,455
$ 4,617
$ 4,839
$ 27,043
Data Voice
$0
$0
$0
$0
$0
$0
$0
Building and
Grounds
Maintenance Cost
$ 1,122
$ 1,230
$ 474
$ 581
$ 645
$ 3,350
$ 7,402
phones
$ 2,766
$ 2,793
$ 2,753
$ 2,740
$ 2,740
$ 2,740
$ 16,532
Operation/Overhea
d for B&G
operations
$0
$ 0
$ 0
$ 0
$ 0
$2,808
$ 2,808
Burglary system
monitoring
$ 0
$ 0
$ 0
$ 0
$ 0
$ 0
$ 0
Fire alarm system
monitoring
$0
$0
$0
$0
$0
$0
$0
Custodial Service
$ 634
$ 634
$ 634
$ 1,100
$ 1,100
$1,100
$ 5,205
Trash services
$ 109
$ 109
$ 109
$ 109
$ 109
$ 109
$ 654
TOTAL
$ 10,556
$ 10,135
$ 9,408
$ 10,161
$ 11,034
$ 17,603
$ 68,897
The above information is prepared to reflect the data shared in the budget modification. The final three
months are estimated based on usage in Jan to Mar 2016. The last three months of the year reflect
similar weather patterns found in the first three months. All values provided are anticipated estimates.
RE: 2009-DI-BX-0263 2009 Congressional Select Award
Spent Dec 31 2015 362490.67
2016
January
February
March
April
May
June
spent 1/1/16 to 6/30/16
Total spent as of June 30, 2016
Funds available
July
August
September
October
November
December
July to Dec 2016- estimates
Total to be spent
18863.22
13542.14
9232.31
8860.74
9252.32
8861.43
68612.16
431102.83
68897.17
10556
10135
9408
10161
11034
17603
68897
499999.83
As of Dec 31st 2015 we have spent 362490.67 of the $500,000 provided in the grant
From Jan 1 to June 30 we spent 68612.16
A budget modification was submitted and so the figures for July to Sept are consistent with that request.
Anticipating that the last 3 months of the year are a reverse in weather from the first three months, I
round off the months in the opposite direction to obtain an estimate of the costs for October 1 to
December 31st.
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FW: Grant Closeout Notice - 60 days to Grant End date Page 1 of 5
FW: Grant Closeout Notice - 60 days to Grant End
date
CD Chris D'Ovidio
Ronald Arndt
1h!iteiiwille.ri iiiuLacs.
HI Ron
You are correct the $24K figure should be the electric bill
Chris D'Ovidio
Christopher D'Ovidio
Senior Accountant
Weld County
cdovidio@co.weld.co.us
(970) 356-4000 ext 4447
Reply all
Confidentiality Notice: This electronic transmission and any attached documents or other writings are
intended only for the person or entity to which it is addressed and may contain information that is
privileged, confidential or otherwise protected from disclosure. If you have received this communication
in error, please immediately notify sender by return e-mail and destroy the communication. Any
disclosure, copying, distribution or the taking of any action concerning the contents of this
communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Kimberly Dewey
Sent: Tuesday, August 02, 2016 3:26 PM
To: Chris D'Ovidio <cdovidio@co.weld.co.us>
Subject: RE: Grant Closeout Notice - 60 days to Grant End date
https://outlook.office365.com/owa/?viewmodel—ReadMessageItem&ItemID=AAMkAGZIN... 8/2/2016
FW: Grant Closeout Notice - 60 days to Grant End date
Page 2 of 5
Vendor: [@00003200 [IPOUDRE VALLEY REA
Fiscal Year: 16 HT Invoke Date From: I
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(s Invoice Date To: I
Vendor Invoice Invoice
23291.16 111601168
2329 2.16
2329 3.16
12329 4.16
2329 5.16
I1602443
I1604021
I1605193
I1606763
12329 6.16
[2329 7.16
Thank you
Accounts Payable Clerk
Weld County
PO Box 758
Greeley, CO 80632
www.weldgov.com
(970) 356-4000 x 4444
I1608427
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Indicators
Credit Open/
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Confidentiality Notice: This electronic transmission and any attached documents or other writings are
intended only for the person or entity to which it is addressed and may contain information that is
privileged, confidential or otherwise protected from disclosure. If you have received this communication
in error, please immediately notify sender by return e-mail and destroy the communication. Any
disclosure, copying, distribution or the taking of any action concerning the contents of this
communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Chris D'Ovidio
Sent: Tuesday, August 02, 2016 1:11 PM
To: Kimberly Dewey <kdewey@co.weld.co.us>
Subject: FW: Grant Closeout Notice - 60 days to Grant End date
4,4:
Can you look online and pull me a billing report for the labs 2016 electric and gas. I want to see what was
billed not paid
https://outlook.office365.com/owa/?viewmodel=ReadMessageItem&ItemID=AAMkAGZ1N... 8/2/2016
FW: Grant Closeout Notice - 60 days to Grant End date Page 3 of 5
Chris
Christopher D'Ovidio
Senior Accountant
Weld County
cdovidio@co.weld.co.us
(970) 356-4000 ext 4447
Confidentiality Notice: This electronic transmission and any attached documents or other writings are
intended only for the person or entity to which it is addressed and may contain information that is
privileged, confidential or otherwise protected from disclosure. If you have received this communication
in error, please immediately notify sender by return e-mail and destroy the communication. Any
disclosure, copying, distribution or the taking of any action concerning the contents of this
communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Ronald Arndt
Sent: Tuesday, August 02, 2016 9:42 AM
To: Chris D'Ovidio <cdovidio@co.weld.co.us>; Barb Connolly <bconnolly@co.weld.co.us>
Subject: Re: Grant Closeout Notice - 60 days to Grant End date
Chris,
As I was looking at the break out on page 2 it appears to me that the gas and electric are reversed.
Electrical should be fairly constant month to month and gas should drop in the summer. Can you
confirm.
NOTE: My office phone number has recently changed
Ronald E Arndt, Lab Director
Northern Colorado Regional Forensic Lab
2329 115th Ave, Greeley CO 80634
Office (970) 400-3638
Mobile (970) 590-1902
FAX (970) 304-6447
From: Chris D'Ovidio
Sent: Monday, August 1, 2016 8:38:49 AM
To: Ronald Arndt; Barb Connolly
Subject: RE: Grant Closeout Notice - 60 days to Grant End date
Ron,
Attached is the 2o° quarter billing report
Chris
https://outlook.office3 65. com/owa/?viewmodel=ReadMessageItem&ItemI D=AAMkAGZIN... 8/2/2016
FW: Grant Closeout Notice - 60 days to Grant End date
Christopher D'Ovidio
Senior Accountant
Weld County
cdovidio@co.weld.co.us
(970) 356-4000 ext 4447
Page 4 of 5
Confidentiality Notice: This electronic transmission and any attached documents or other writings are
intended only for the person or entity to which it is addressed and may contain information that is
privileged, confidential or otherwise protected from disclosure. If you have received this communication
in error, please immediately notify sender by return e-mail and destroy the communication. Any
disclosure, copying, distribution or the taking of any action concerning the contents of this
communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Ronald Arndt
Sent: Monday, August 01, 2016 8:33 AM
To: Barb Connolly <bconnolly@co.weld.co.us>; Chris D'Ovidio <cdovidio@co.weld.co.us>
Subject: Fw: Grant Closeout Notice - 60 days to Grant End date
NOTE: My office phone number has recently changed
Ronald E Arndt, Lab Director
Northern Colorado Regional Forensic Lab
2329 115th Ave, Greeley CO 80634
Office (970) 400-3638
Mobile (970) 590-1902
FAX (970) 304-6447
From: do-not-reply@oip.usdoi.Rov <do-not-reply@olp.usdoi.Rov>
Sent: Monday, August 1, 2016 5:10 AM
To: Ronald Arndt; Mike Freeman
Subject: Grant Closeout Notice - 60 days to Grant End date
The grant period for Grant Number 2009-D1-BX-0263 is scheduled to end on 09/30/2016. All
grant funds including all federal, matching (cash and in -kind), interest income, and program
income funds must be obligated by the end of the current award period, and any obligations
liquidated (expended) within 90 days thereafter 12/29/2016. Unless a no -cost extension of
the award period is obtained (an approved 'Change Project Period' GAN), any amounts not
obligated and/or expended according to these time constraints are considered unauthorized
and are no longer available to support project costs.
Instructions for the Closeout process are available in the Office of Justice Programs (OJP)
https://outlook.office365.com/owa/?viewmodel=ReadMessageItem&ItemID=AAMkAGZ1N... 8/2/2016
FW: Grant Closeout Notice - 60 days to Grant End date Page 5 of 5
Financial Guide at
http://www.ojp.usdoi.gov/financialquide/PostawardRequirements/chapter23paciel.htm.
Other optional topics that may be required as part of the Closeout process may include: final
product reports, grant products, sub -grant reporting, and other topics relevant to the specific
grant. Please refer to the terms and special conditions of the award to ensure that all have
been met and retired.
If you believe that your organization will require an extension of the grant period, please
contact Kathy Mason. Any request for extension of the grant period will be due not later than
08/31/2016 in order to be considered. Otherwise, OJP will expect timely submission of all
final documentation within the required timeframes.
Your cooperation is appreciated.
Kathy Mason
https://outlook. office3 65. com/owa/?viewmodel=ReadMessageltem&ItemID=AAMkAGZ1N... 8/2/2016
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