CM-2020-152 - 6/5/2020City of Round Rock
221 East Main Street
Round Rock, Texas
' 78664
ROUTEXNDROCK AS Signature Copy
City Manager Item: CM-2020-152
File Number: CM-2020-152
Consider authorizing an application for a grant program offered by the US Department of
Justice for reimbursement of soft body armor for law enforcement officers.
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 64 vests that will expire by May 2022 and this program will
reimburse half of the cost.
Cost. $48,650(Grant will pay up to 50% or $24,325)
Source of Funds: Department of Justice and General Fund
City Manage
Date 2 P2 C7
City of Round Rock Page 1 Printed on 614120
Intent to Apply for Grant Funding
J��RCGUND ROCK TEXAS
YIp
Grant name: Bulletproof Vest Partnership
Grant application deadline: 06/08/2020
Funding/project period: Start Date:
This grant application is
End Date: 08/01/2022
CFDA # for grant, if applicable. If not applicable, please note N/A: 16.607
rurpose oT ine grans: tproviae project summary)
Attachment B
❑✓ New [:] Grant Continuation
Multi -year grant: [] Yes My No
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 64 vests that will expire by May 2022 and this program will
reimburse up to half of that cost.
What will the funds be used for? (i.e., construction, design, equipment, etc..)
64 Safariland BA-3AOOS-XT03 IIIA, NIJ Compliant Bulletproof Vests, $760.15 a unit
Who is providing the funds? US Department of Justice Office of Justice Programs
(i.e.. name of Federal Awarding Agency or Pass-thru Agency)
Which of the following are these funds considered? If Other, please identify.
0 Federal ❑ State
Estimated grant funding amount: $24,325
❑ Other:
Funding basis: ❑ Advance ❑ Reimbursement
Are matching funds required? ❑ Yes m No
If yes, please complete the following: Funding source of match: PPE
Match %
Match $
Will the City be a direct recipient or subrecipient of the grant funds? ❑✓ Direct Recipient ❑ Subrecipient
Are ongoing operational costs anticipated once the grant funds are depleted? ❑ Yes ❑✓ No
If Yes, has the Budget Team been notified? ❑ Yes ❑ No
Please print, sign, and return this form to Finance @ _Grants Compliance Team
Tiffany Hall - Planning and Policy 05/26/2020
ame and Title (Please Print)
Director Signature
Date Form Completed
*5 2F 2-ZA
Date iga ned
(This section to be completed by the Finance Department, Grants Team)
Received By (Grants Team Member) Date Received:
Approved By (Grants Team Member) Date Approved:
City of Round Rock, Texas
ROUND ROCK TEXAS
Fw
Grant File 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, along with the Intent to Apply for Grant Funding Form to Finance for review and filing with the grant
records. This should occur prior to submitting the grant application to the oversight entity.
Check
Cross-reference to Grant
Box
Checklist Item
Acquisition, Management and
Compliance Document
Pro -Award
✓
1.
Complete Intent to Apply for Grant Funding Form.
Section 6.1.4
2.
Submit completed Intent to Apply for Grant Funding Form to Finance for review.
Section 6.1.5
Q
3.
1 understand that the department needs to obtain City Council approval for grant applications that
7
Sectio:6.1.8
will require $50,000 or more in City commitments, total of current and future commitments.
:::Section
(threshold is consistent with purchasing guidelines)
a
4.
1 understand that the department needs to submit a copy of the grant application and supporting
documents to Finance at the time of application submission for tracking and monitoring of the
grant.
Poet -Award
Q
S.
If the grant is awarded to the City:
5a. I understand that the department is responsible for reviewing the grant agreement and
Section 6.1.9
forwarding all information to Finance.
0
5b. I understand that the department is responsible for following the City procurement policies
Section 6.1.19
when procuring goods or services with grant funds.
Sc.77 I understand that the department needs to comply with requirements per the grant agreement.
Section 6.1.10
a
6.
For purchases and contracts $25,000 or more, I understand that the department needs to check
Section 6.1.17
the debarred vendor list on the Texas Comptroller site and the federal exclusions list to ensure the
vendor or contractor is not suspended and debarred from doing business with the City prior to
considering the award of the contract or purchase.
Debarred Vendor List via Texas Comptroller's Site:
https•//comptroller texas oov/purchasino/oroarams/vendor oerfonnance tracking/debarred
vendors.php
Federal Exclusions List: htilm./Avww.sam.gov
Once at the site, navigate to "Search Records" and enter search criteria such as entity name.
6a. Additionally, I understand that we need to print the results that yield from the search and share
Section 6.1.18
that with Finance for storage with grant file records.
0
7.
1 understand that all records related to the grant program must be retained for a minimum of five
Section 6.1.13
years from the end of the grant period. However, if any equipment was purchased, then the grant
records must be retained for five years from the date of transfer, equipment, or disposal of the
equipment.
0
8.
The department needs to inform Finance when an external review over the grant is scheduled to
Section 6.1.14
be performed, whether on -site or a desk review.
O
8a. The department needs to communicate any potential audit findings from external reviews and
Section 6.1.14
provide any reports issued or correspondence from the reviewing agency to Finance.
0
9.
1 understand that if equipment is purchased with grant proceeds, the department needs to assist
Section 6.1.16
Finance with the City-wide physical inventory of the equipment as requested, at least once every
two years.
understand the department is responsible for fulfilling closeout requirements of the grant,
Section 6.1.20
including coordination with Finance on any final financial information and reporting needed.
Please print, sign, and return this form to the Grants contact in the Finance Department
Tiffany Hall k Analyst
D partmen ntac Name (Print) Dep ment Contact Title
Depart en Director Signature Date igned
05/26/2 20
Date Form Completed (This section is to be completed by the Finance Department)
Received by (Finance Contact) Date Received
City of Round Rock, Texas