HomeMy WebLinkAbout4.08 Tri-Valley Safety Challg Grant
CITY CLERK
File # D~[Q][QJ-[5J~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 19,2008
SUBJECT:
Authorization To Approve Agreement With California Highway Patrol
Tri-Valley Safety Challenge Grant PT0813
Report Prepared by Kurt von Savoye, Lieutenant
A TT ACHMENTS:
1. Resolution
2. Agreement
3. Budget Change
RECOMMENDATION: 1. Adopt Resolution authorizing execution of the Agreement by the
Chief of Police and approve the Budget Change for the grant revenue.
FINANCIAL STATEMENT: Dublin Police Services salaries expended on eligible activities will be
reimbursed up to a maximum of$12,000.
DESCRIPTION: Vehicle collisions resulting in injuries and/or fatalities continue to be a major concern for
all law enforcement agencies in the State of California. Major causative factors in injury collisions are
driving under the influence, excessive speed and failure to use proper restraints.
In an effort to reduce the number of fatal and injury collisions, the California Highway Patrol (CHP) was
recently awarded a National Highway Traffic Safety Administration grant through the Office of Traffic
Safety (OTS). This grant provides additional funding to supplement existing efforts by law enforcement
agencies in the Tri- Valley area to reduce injury traffic collisions. Through this OTS grant, the CHP is
partnering with local law enforcement agencies to provide additional staffing for DUI checkpoints, targeted
speed and restraint violator enforcement campaigns, as well as community education and awareness efforts.
These additional projects are staffed by CHP and the participating local agencies on an overtime basis.
Pursuant to this agreement, Dublin Police Services (DPS) in partnership with CHP would participate in
organized traffic enforcement and Public Safety Awareness activities aimed at reducing the number of fatal
and injury collisions resulting from impaired drivers, speeding drivers and unrestrained drivers and
passengers. The program operational phase is August 1, 2008 through December 31, 2008. These traffic
safety operations shall be by mutual agreement between CHP and DPS. Per the agreement, CHP would
provide the City of Dublin reimbursement of up to $12,000.00 for overtime expenditures incurred by DPS in
staffing the operations. A Budget Change is attached which recognizes this revenue, which is not included in
the adopted 2008 / 2009 Budget.
RECOMMENDATION: Staff recommends that the adoption of the resolution authorizing the execution of
an agreement by the Chief of Police; and approval of the Budget Change.
COPY TO:
Page 1 of 1
ITEM NO. if. <6
F:\Agenda\Tri Valley Safety Grant 2.doe
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RESOLUTION NO. - 08
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
APPROVING AGREEMENT WITH
THE DEPARTMENT OF CALIFORNIA HIGHWAY PATROL
FOR PARTICIPATION IN THE TRI-V ALLEY CHALLENGE TRAFFIC SAFETY PROJECT.
WHEREAS, injuries and fatalities resulting from traffic collisions are frequently caused by
preventable factors such as driver impairment, excessive speed and failure to use proper restraints: and
WHEREAS, the California Highway Patrol has received National Highway Safety Administration
grant funding, through the Office of Traffic Safety, to partner with other Tri-Valley law enforcement
agencies in a traffic safety proj ect, entitled "Tri -Valley Safety Challenge Grant" PTO 183: and
WHEREAS, this traffic safety proj ect is dedicated to reducing the number of fatal and injury
traffic collisions by funding supplemental DUI, speed and restraint violation enforcement efforts, as well
as providing for additional Public Safety Awareness activities.
WHEREAS, the City Council of the City of Dublin has agreed that traffic safety enforcement and
awareness are important elements in improving overall public safety.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin expresses
strong support for the goals of the Tri -Valley Challenge Grant proj ect and authorizes execution of all
associated agreements with the California Highway Patrol.
BE IT FURTHER RESOLVED that the Chief of Police is authorized to sign and execute the
agreement.
PASSED, APPROVED AND ADOPTED this 19th day of August, 2008, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
1f~~} tf If -8 g /1<)102-
ATTACHMENT 1
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State of California-Business, Transportation and Housing Agency
DEPARTMENT OF CALIFORNIA HIGHWAY PATROL
Business Services Section
Contract Services Unit
P.O. Box 942898
Sacramento, CA 94298-0001
(916) 375-2965
(800) 735-2929 (TTITDD)
(800) 735-2922 (Voice)
ARNOLD SCHWARZENEGGER, Governor
"
.July 28, 2008
Dublin Police Services
100 Civie Plaza
Dublin, CA 94568
Subject: Agreement Number 8C390004-0
Complete the following marked item(s) and return to the above address within ten (10) business days:
\/ STD. 213, Standard Agreement with attached exhibits. Sign the first page of the STD. 213, sign the
additional single STD. 213, and return both copies.
STD. 213A, Standard Agreement Amendment. Sign the first page of the STD. 213A, sign the additional
single STD. 213A, and return both copies.
STD. 210, Short Form Contract. Sign and return both copies.
Letter of Agreement. Sign and return both copies.
STD. 204, Payee Data Record. Complete and return.
CCC, Contractor Certification Clauses. Complete and return.
Obtain and forward the liability insurance certificate required by the terms of the Agreement.
\/ Resolution, motion, order, or ordinance from the local governing body authorizing this Agreement.
STD. 807, Payment Bond. Complete and return one copy.
CHP 28, Voluntary Statistical Data. Complete and return.
\/ Other: CHP 78V - Conflict ofInterest and Confidentiality Statement - Vendor
Contract status.
The enclosed agreement is signed on behalf of the Department of California Highway Patrol. Process and
when approved, return an original to this office.
The enclosed approved agreement is for your records. You are now authorized to provide services.
TESSA GOMEZ
Contract Analyst
Enclosures
Safety, Service, and Security
ATTACHMENT 2
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STATE OF CALIFORNIA
STANDARD AGREEMENT
CSU Initial: T.G.
AGREEMENT NUMBER
STD. 213 (Rev 6/03) (CHP Automated)
8C390004-0
REGISTRATION NUMBER
1. This Agreement is entered into between the State Agency and the Contractor named below
STATE AGENCY'S NAME
Dc~artl11cnt of CalifomiaHighway Patrol
cON RACTOR'S NAME
City of Dubli~/Dublin Police Services (DPS)
2. The term of this through
Agreement is: 08/01/2008 12/3li2008
3. The maximum amount $12,000.00
of this Agreement is:
Twelve Thousand Dollars And Zero Cents
4. The parties agree to comply with the terms and conditions of the following exhibits which are by this
reference made a part of the Agreement:
Exhibit A - Scope of Work
2 page(s)
Exhibit B - Budget Detail and Payment Provisions
1 page(s)
Exhibit C* - General Terms and Conditions
Check mark one item below as Exhibit D:
~ Exhibit - D Special Terms and Conditions (Attached hereto as part of this agreement)
o Exhibit - D* Special Terms and Conditions
Exhibit E - Additional Provisions
GTC 307
1 page(s)
page( s)
Items shown with and Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.
These documents can be viewed at www.ols.dgs.ca.gov/Standard+Lamrnage/default.html
IN WITNESS WHEREOF, this agreement has been executed by the parties hereto.
CONTRACTOR California Department of
CONTRACTOR (If other than an individual, state whether a corporation, partnership, etc.) General Services Use Only
City of Dublin/Dublin Police Services (DPS)
BY (Authorized Signature) T DATE SIGNED (Do not type)
RS
PRINTED NAME AND TITLE OF PERSON SIGNING
Gary Thuman, Chief of Police
ADDRESS EXEMPT FROM
DEPARTl\1ENT OF GENERAL SERVICES
100 Civic Plaza Dublin CA 94568 APPROVAL IN ACCORDANCE
WITH 'TIlE STATE
STATE OF CALIFORNIA AD1'vllNISTRATIVE l\L.\NUAL
AGENCY NAME
Department of California Highway Patrol
BY (Authorized Signature) I DATE SIGNED (Do not type)
RS
PRINTED NAME AND TITLE OF PERSON SIGNING
T. i\nckrsol1 Business Manal.'.er ba Exempt per:
ADDRESS SCM 4.04
P.O. Box 942898, Sacramento, CA Q4298-0001
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EXHIBIT A
(Standard Agreement)
SCOPE OF WORK
I. The Dublin Police Services (DPS) in conjunction with the Deparment of California Highway Patrol (CHP) will perform
traffic enforcement operations throughout the CHP Dublin Area in support of the PT0813, Tri-Valley Safety Challenge
Grant.
a. Contractor agrees to abide by specifications contained within this Exhibit A.
"WORK SHALL COMMENCE ON THE START/EFFECTIVE DATE OR UPON APPROVAL BY CHP,
WHICHEVER IS LATER. NO WORK SHALL BEGIN BEFORE THAT TIME."
2. The services shall be performed at:
Within the CHP Dublin Area office jurdisdiction.
o If checked see attached for additional service locations
3. The services shall be provided during:
The operations ,""ill be conducted within CHPDublin Area's jurisdiction during times mutually agreed upon between CHP
Dublin Area and DPS.
4. The project representatives during the term ofthis agreement will be:
STATE AGENCY
CONTRACTOR
De artment of California Hi >hwa ' Patrol
NAME
City of Dublin/Dublin Police Services (DPSj
NAME
(925) 828-0466
Direct all inouiries to:
STATE AGENCY
Lt. Glcn Moon
TELEPHONE NUMBER
FAX NUMBER
(925) 828-1377
925) 833-6670
CONTRACTOR
Department of California Highway Patrol
SECTION/UNIT
City of Dublin/Dublin Police Services (DPS)
SECTION/UNIT
CHP Dublin Arca offiee
ATTENTION
Sgt. James Libbv/Sgt. Loretta Moreno
ADDRESS
ATTENTION
Lt. Glen Moon
ADDRESS
4999 Gleason Drive. Dublin. ell. 94568
TELEPHONE NUMBER IF.AX NUMBER
(925) 828-0466 (925) 828-] 377
] 00 Civic Plaza. Dublin. CA 94568
TELEPHONE NUMBER I FAX NUMBER
(925) 833-6670 ( ) -
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EXHIBIT A
(Standard Agreement)
SCOPE OF WORK (Continued)
5. Detailed description of work to be performed:
A. This agreement is entered into by and between the California Highway Patrol (CHP) and the Dublin Police Services
(DPS).
B. The DPS agrees to assist CHP Dublin Area in organized traffic enforcement and Public Safety Awareness activities to
reduce the number of fatal and injury collisions as a result of impaired drivers, speeding drivers and unrestrained drivers and
passengers.
C. The DPS agrees to provide personnel to conduct task force operations in conjunction with CHP Dublin Area personnel.
Additionally, DPS agrees to complete, and submit monthly, a report of all activity completed under this grant-funded
overtime to CHP Dublin Area office.
D. For reimbursement purposes, and in adhering to the procedures outlined in the CHP grant project agreement - Tri-Valley
Safety Challenge, PT0813, operations will be conducted during the Program Operations Phase, August I, 2008, through
December 31,2008. Operations conducted prior to contract approval will not be reimbursed.
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ATTACHMENT 1
Departmental Letterhead
(Invoice for overtime MUST be on departmental letterhead.)
Date:
Contract #
Time Period Beginning:
Ending:
Overtime Hours Used:
Rank Hourly Rate Number of Hours Cost
Totals
Total Invoice Amount:
Enforcement Activity During Overtime:
Type of Citation
Number Cited
Totals Citations
Arrests:
Type of Violation
Number Arrested
Totals Arrests
Contact Name:
Note: Unless otherwise directed, allied agencies working with CHP on one ofCHP's grant-
funded projects will remit invoices to the CHP Overtime Coordinator in the Area or Division
CHP office with which the allied agency is coordinating. The allied agency's invoice must have
the contract number on it, so the correct project can be billed for the allied agency's participation.
I~
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EXHIBIT B
(Standard Agreement)
BUDGET DETAIL AND PAYMENT PROVISIONS
I. Invoicin~ and Payment
A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the
Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made
a part of this Agreement.
B. Invoices shall include the Agreement Number and shall be submitted in duplicate not more frequently than monthly in
arrears to:
Name:
Office:
Address:
Sgt. .James Libby/Sgt. Loretta Moreno
ClIP Dublin Area office
4999 Gleason Drive
Dublin, CA 94568
2. Bud\:et Contingency Clause
A. It is mutually agreed that if the Budget Act ofthe current year and/or any subsequent years covered under this Agreement
does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event,
the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this
Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.
B. Iffunding for any fiscal year is reduced or deleted by the Budget Act for purposes ofthis program, the State shall have the
option to either cancel this Agreement with no liability occurring to the State, or offer an agreement amendment to
Contractor to reflect the reduced amount.
3. Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing
with Section 927.
4. Payment Provisions
A. CHP agrees to reimburse DPS, in arrears, a sergeant hourly rate of $82.08 and an officer/deputy hourly rate of $68.65,
not to exceed a total of $6,250 for Federal Fiscal Year (FFY) I, and $5,750 for FFY -2. Unused FFY -I funds may become
available for FFY -2 through an OTS approved carryover. In no event will the funds expended in this contract exceed
$12,000. Additionally, DPS agrees to submit billing within 30 days of activities performed.
B. Allied agency invoices to CHP must be on letterhead and should include the hours, rates, and dates for overtime
expended (see Attachment I for Invoice Template). Write the contract number on the invoice and submit it to the CHP
Overtime Coordinator in the CHP Area office you've been coordinating with, or the one nearest you. For more
information, refer to your agency's copy of the project's contract with CHP.
C. Allied agencies pay their uniformed overtime as usual and are reimbursed for the project participation overtime expense
by invoicing CHP. The allied agency's policy will dictate which individual within the allied agency organization is
responsible for submitting the invoice to CHP.
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EXHIBIT D
(Standard Agreement)
SPECIAL TERMS AND CONDITIONS
I. The CHP reserves the right to cancel this Agreement with thirty (30) days advance written notice to Contractor.
2. DPS and CHP Dublin Area agree to abide by the General Terms, Conditions, and Certifications contained in the OTS Safety
Program Manual, Volume II, Chapter 6-8, Exhibit 6-A, Rev. 6/05, all of which by reference herein shall be made part of this
agreement. The General Terms, Conditions, and Certifications are available on line at www.ots.ca.gov.
3. The DPS agrees to provide CHP with a resolution, motion, order or ordinance of the governing body, which authorizes execution
of this Agreement, and indicates the individual who is authorized to sign the Agreement on behalf ofDPS.
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STATE OF CALIFORNIA
DEPARTMENT OF CALIFORNIA HIGHWAY PATROL
OPI CONTRACTiREQUISITION NUMBER
CONFLICT OF INTEREST AND CONFIDENTIALITY STATEMENT - VENDOR
CHP 78V (Rev. 4-08) OPI 076
It is a mandatory requirement for the contractor/vendor to complete and submit the Conflict of Interest and
Confidentiality Statement prior to commencing contract services and/or delivering requested commodities. Failure to
complete and submit the Conflict of Interest and Confidentiality Statement prior to commencement of work and/or
delivery of requested commodities will be grounds for contract termination.
As an authorized representative and/or corporate officer of the company named below, I warrant my company
and its employees have no personal or financial interest and no present or past employment or activity which
would be incompatible with participating in any activity related to this contract. For the duration of this
contract, I warrant my company and its employees will not accept any gift, benefit, gratuity or consideration,
or begin a personal or financial interest in a party who is associated with this contract.
I warrant my company and its employees not to disclose any financial, statistical, personal, technical,
media-related, and all other data and information made available to use by the state for the purpose of
providing services to the California Highway Patrol (CHP) in conjunction with the contract identified above. I
warrant that only those employees who are authorized and required to use such materials will have access to
them. Authorization documentation must be provided to the CHP prior to the start of the contract.
I further warrant that all materials provided by the state will be returned promptly after use; all copies or
derivations of the materials will be physically and/or electronically sanitized at a minimum in accordance with
the Federal Information Security Management Act (FISMA), National Institute of Standard Technology (NIST),
43 NIST Special Publication 800-36. I will include, with the returned materials, a letter attesting to the
complete return of materials and documenting the destruction of copies and derivations. Failure to so comply
will subject my company to criminal and civil liabilities, including all damages to the state. I authorize the state
to inspect and verify the destruction document(s) as described above.
I warrant that my company will not enter into any agreements or discussions with a third party concerning
such materials prior to receiving written confirmation from the state that such third party has an agreement
with the state similar in nature to this one. I agree to immediately advise the CHP contract coordinator of any
person(s) who has access to project confidential information and intends to disclose that information in
violation of this agreement.
NAME OF COMPANY
NAME OF COMPANY REPRESENTATIVE
TITLE
SIGNATURE OF COMPANY REPRESENTATIVE
DATE
c078v408.frp
CITY OF DUBLIN
BUDGET CHANGE FORM
IOc:f/\J
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
From Unappropriated Reserves
From Budgeted Contingent Reserve (l080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
~ _ New Revenues - CHP Grant
... ....... ..:.;."".. < ..
linll'lj'" ......... .. Ll// . AMOUNT
Name: General Fund - REVENUE
INTERGOVERNMENTAL - STATE: $ 12,000
CHP GRANT
Account #: 001-555-023
Name:
Account #:
Name:
Account #:
Name:
Account #:
Ge.J]~-.G( ?
Signature
REASON FOR BUDGET CHANGE ENTRY: CHP has indicated a desire to partner with local Police
Agencies as part of a Traffic Safety Grant Project. An Agreement was presented to the City Council on
August 19,2008.
Fin Mgr/ASD:
Date: g/rJog
CHP will provide the City of Dublin reimbursement of up to $12,000.00 for overtime expenditures incurred
by DPS in staffing special enforcement activities that occur between August 1, 2008 and December 31, 2008.
The Budget Change recognizes this revenue, which is not included in the adopted 2008 1 2009 Budget.
City Manager:
~~ C. tLc/ ---
Sign~e
As Approved at the City Council Meeting on:
Date: 'tkt.,J 08
Date: 8/19/2008
Mayor:
Date:
Signature
Posted By:
Date:
Signature
ATTACHMENT # 3
F:\Agenda\8_19 _ 08BUDGCHNG_ CHPGrant.DOC(rankin)