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CM-2018-1734 - 5/25/2018City of Round Rock ROUND ROCK Agenda Item Summary Agenda Number: Title: Consider authorizing a reimbursement grant from department of Justice, Office of Justice Programs to cover fifty percent of the bulletproof vest replacements that are already budgeted for this fiscal year. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 5/25/2018 Dept Director: Allen J. Banks Cost: $39,252.05 Indexes: Attachments: CMAF Grant Application for Bulletproof vests 2018, 2018 Bulletproof Vest application signed Intent to Apply Forms, Application Screenshot Department: Police Department Text of Legislative Fife CM -2018-1734 Consider authorizing a reimbursement grant from department of Justice, Office of Justice Programs to cover fifty percent of the bulletproof vest replacements that are already budgeted for this fiscal year. For many years, the City has participated in the Bulletproof Vest Partnership (BVP) Program, a grant program offered by the U.S. Department of Justice. This program is administered by the Office of Justice Programs Bureau of Justice Assistance. The program reimburses agencies half the cost of purchasing soft body armor for law enforcement officers. The Police Department anticipates purchasing 47 vests and this program will reimburse half of the cost. Cost. $39,252.05 (Grant will pay up to 50% or $19626.03) Source of Funds: Department of Justice and General Fund C10y of Round Rock Page 1 Printed on 5/24/1048 City of Round Rock 221 East Main Street Round Rock, Texas '� ROANOROCK Signature Copy 78664 City Manager Item: CM -2018-1734 File Number: CM -2018-1734 Consider authorizing a reimbursement grant from department of Justice, Office of Justice Programs to cover fifty percent of the bulletproof vest replacements that are already budgeted for this fiscal year. For many years, the City has participated in the Bulletproof Vest Partnership (BVP) Program, a grant program offered by the U.S. Department of Justice.. This program is administered by the Office of Justice Programs Bureau of Justice Assistance. The program reimburses agencies half the cost of purchasing soft body armor for law enforcement officers. The Police Department anticipates purchasing 47 vests and this program will reimburse half of the cost. Cost: $39,252.05 (Grant will pay up to 50% or $19626.03) Source of Funds: Department of Justice and General Fund City Manager.. Dates City of Round Rock Page 1 Printed on 5/24118 ROUND ROCKTL,,e, Grant Fill= Checklist To be Completed by the Department Applying for Grant Attachment A Complete the checklist below for new and continuation grants. Once completed, please make a copy for the Department's records and submit the signed form. Wong with the Intent to Apply for Grant Funding Form to Finance for review and riling with the grant records. Th;s should occur prior to submitting the grant app::cal on to the oversight entity. Chock Box Checklist Item Cross-reference to Grant Acquisition, Management and Compliance Document Pro -Award 1. Complete Intent to Apply for Grant Funding Form Section 6 14 ❑ 2. Subm!1 competed Intent to Apply for Grant Funding Form to Financo for review. Section 6 1 5 ❑ 3, 1 understand that the department needs to obtain Gly Counc: approval for grant applications that Wil require 550,000 or more in City commitments, total of current and fuluro commitments Section 6 1 7 (threshold's consistent with purchasing guidelines) 4. 1 understand that the department needs to submit a copy of the grant application and supporting documents to Finance at the time of apps:ration swbm axion for tracking and monitoring of the Section 6 1.8 grant. Rost -Award S. If the grant is awarded to the City: El So. I understand that the department is responsible for reviewing the grant agreement and forwarding all information to Finance. Section 6 1.9 ❑ Sb. I understand that the department Is responsible rot following the Gty procurement policies when procuring goods or services with grant funds. Section 61.19 5c. I understand that the department needs to comply wtlh requirements per the grant agreement Section 61 10 ❑ 6. For purchases and contracts $25,000 or more, I understand that the department needs to check the debarred vendor list an the Texas Comptro"er s.le and the federal exclusions I st to ensure the Section 6 1.17 vendor or contractor is not suspended and debarred from do'ng business w%th the City prior to cons'derfng the award of the contract or purchase. Debarred Vendor Llsl via Texas Complro;'ees S -le: hunsflcomntroaer lezar, aovrnurchaaina o-ocramslvendor-oerfprmance- Ira ckino'debarred- vendcrs pho Federal Exclusions List: htlos:flvAvw.srrrn.coy Once at the site, navigate to -Search Records" and Enter search criteria such as entity name ❑ 6a. Add Ironaly, i understand that we need to print the resuas that yield from the search and share that with Finance for storage with grant Cie records, Section 6 1 16 ❑ 7. understand that at; records related to the grant program must be retained for a minimum of five years from the end of the grant period. However, if any equipment was purchased, then the grant Section 6 1 13 records must be retained for rive years from the date of transfer, equipment, or disposal of the equipment. ❑ 8. The department needs to Inform Finance when an external review aver the grant Is scheduled to be performed, whether on-slle or a desk review, Section 6.1 14 ❑ 8a The department needs to communicate any potential audit findings from external reviews and provide any reports Issued or correspondence from the reviewing agency to Finance. Section 6.1 14 ❑ 9. 1 understand that if equipment is purchased with grant proceeds, the department needs to assist Finance with the Cily-wide phys cal inventory of the equipment as requested, at least once every section 6.1,16 two years. ❑ 10. I understand the department is responsble for fulfilling closeout requrements of the grant, Including coordination with Finance on any final financial information and reporting needed Section 6.1.20 Please print, sign, and return this form to the Grants contact in the Finance Department Tiffany Hall partment 'taT e (Print) �� Departmnt irector S!gnature 05/21f2 18 Date Form` Wmpleted City of Round _Analyst Departent C fact Title Date Sig d (This section is to be completed by the F,rarce Department] Received by (Finance Contact) Date Received Rock, Texas Attachment B $'OUNO RC?t TUA-E r—wIntent to Apply for Grant Funding Name of the grant: Bulletproof Vest Partnership Grant application deadline: 05/29/2018 This grant application is: © New ❑ Grant Continuation Funding/project period; Start Date: End Date: 08/01/2020 CFDA # for grant, if appl cable. If not applicable, please note NIA• 3urpose of the grant; (provide project summary) For many years, the Police Department has participated in the Bulletproof Vests Partnership (BVP) Program, a grant program offered by the U.S. Department of Justice. This program Is designed to provide a critical resource to state and local law enforcement and Is administered by the Office of Justice Programs Bureau of Justice Assistance. What will the funds be use for? (i.e., construction, design. equipment, etc..) 47 Safariland BA-3AOOS-XT03 IIIA NIJ Compliant Bulletproof Vests Who is providing the funds? US Department of Justice Office of Justice Programs (i.e.. name of Federal Award ng Agency or Pass-thru Agency) Which of the following are these funds considered? If Other, please Identify. © Federal ❑ State ❑ Other: Estimated grant funding amount: S 19626.03 Are matching funds required? ❑ Yes+❑ No If yes, please complete the following; Funding source of match: This Is a reimbursement grant that Match % covers up to 50% of our already budgeted vest purchases. The Match 541- Will the City be a direct recipient or subrecipient of the grant funds? ✓❑ Direct Recipient ❑ Subrecipienl Are ongoing operational costs anticipated once the grant funds are depleted? ❑ Yes © No 1f Yes, has the Budget Team been notified? C Yes ❑ No Please print, sign, and return this form to the grants contact in the Finance Department Tiffany Hall tact Signature Analyst Depart entontacl Title 1 Date Slg ed (This section to be completed by the Finance Department) Received By (Finance Contact) Date Received: City of Round Rock, Texas MANAGE APPLICATION 1 Agency Profile 12. Application Application Profile Application NIJ Approved Vests Submit Application ` ` Manage nppkauon Listed below is each C1 the vests which you included in your application You may wew change or delete the ilormation sho:.n for each type 01 vests listed by CI-Cking on its ntodel Manx' To add mcre vests to your application please select the -Add Vests To Applicahun' button 11 an information Is correct, please seleCl the'Proceed To $utlmrt App.c aeon- bunan to continue wish the application process r r 3, Payment Participant ROUND ROCK CITY 4. Status Fiscal Year 2018 S. Personal Information Number of Agent: es Applied b Help Total Number of Officers for sr JUR RtSuNb k x, K -TY TX Application L oce uT Number of Officer on Approved a Appl cations tT_ Wastl714:15 (EX:TQS 10131.o% -- - Fisca' Year 20'td Vest Replacement Cycle 5 Number of Officers 176 Number of Stoterl or Number of Damaged Emergency Replacement Number of Needs 0 Officer 4 Turnover Vests for SG! tl Regular Fund Model Name Quantity Specification Gann" — 8A•3A00S•XT03 47 d[A ff Extended Cost-. S38 252 05 TIWSSH; 5000 $ Grand Totals 47 ACtUAN 10 REVIEW APPLICATION ADD VESTS TO AOVLICATIpN Unit Price Total Cost $835 i5 $34,25205 538.252.06