HomeMy WebLinkAbout16 - Justice Assistance GrantCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 16
September 8, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Police Department
Dale Johnson, Acting Chief of Police, 949 644 3720, DJohnson @nbpd.org
Craig Fox, Lieutenant, 949 644 3710, CFox @nbpd.org
SUBJECT: JUSTICE ASSISTANCE GRANT
RECOMMENDATION:
Approve Agreement to transfer funds for Fiscal Year 2009, Justice Assistance Grant
(JAG), and authorize the City Manager to execute the Agreement.
DISCUSSION:
In 1996, with the approval of the City Council, the Police Department applied for a grant
to establish the position of Crime Prevention Specialist. The grant was part of a Federal
program directed at local law enforcement. The Local Law Enforcement Block Grant
(LLEBG) Program targeted several areas, including crime prevention. As a result of
that grant being awarded to the City of Newport Beach, a Crime Prevention Specialist
position was established. In 2005, the LLEBG Program was discontinued. Several
grant programs, including LLEBG, were then combined into a new Federal grant called
the Justice Assistance Grant (JAG). Since 1996, the Police Department has received
funding, at continuing smaller amounts, for the Crime Prevention position from the
LLEBG, now JAG. This has required the Police Department to assume greater financial
responsibility for the position with each new budget year. The grant provided $24,569 in
2004; $12,474 in 2005; $7,422 in 2006; and $6,403 in 2007. No funds were received in
2008. Due to the President's Economic Stimulus Program, the 2009 grant award has
increased to $54,430. The annual salary and benefits for the position of Crime
Prevention Specialist is $109,712 and the current grant allowance will be used to offset
those costs.
A requirement of the JAG is for all law enforcement agencies in Orange County to apply
together in one application. The Federal Department of Justice has established the
monetary amount for each agency, based on prior grants received by each agency.
The portion of this grant designated to Newport Beach, which is $54,430, will continue
to provide limited support for the Crime Prevention position as well as the multi- agency
task force assigned to clean up methamphetamine labs Countywide.
Justice Assistance Grant
September 8, 2009
Page 2
The Crime Prevention Program has successfully met or exceeded the goals set for it at
its inception. The scope
includes a part-time Crime
Program has been well re
the Program to date.
Environmental Review:
None required.
Prepared by:
Craig Fox/Lieutenant
Executive Officer
and activity level of the Program has expanded and now
Prevention Specialist in addition to the full -time position. The
;eived by the public, and I am satisfied with the progress of
Attachment: Agreement to Transfer Funds
Submitted by:
oxx_'M .
Dale Johns n, Captain
ACTING CHIEF OF POLICE
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AGREEMENT TO TRANSFER FUNDS
I FOR FY 2009 RECOVERY ACT EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE
GRANT (JAG) PROGRAM
THIS AGREEMENT is entered into this day of 2009, which date is
enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political
subdivision of the State of California, hereinafter referred to as "COUNTY", and
a municipal corporation, hereinafter referred to as
I " SUBGRANTEE."
WHEREAS, COUNTY, acting through its Sheriff - Coroner Department, hereinafter referred to
as SHERIFF, in its capacity as the lead agency on behalf of 33 local government agencies, including
SHERIFF and SUBGRANTEE, has applied for, received and accepted the FY 2009 Recovery Act
Edward Byrne Memorial Justice Assistance Grant from the U.S. Department of Justice, Office of Justice j
Programs, Bureau of Justice Assistance (hereinafter referred to as "the grant").
WHEREAS, the purpose of the grant is to supplement the resources available to the multi
agency Orange County Pro - Active Methamphetamine Laboratory Investigative Team (PROACT), and
to various programs designated to prevent and control crime within the County of Orange that are
operated by 33 local government agencies, as set forth in Attachment A (Program Narrative), which is
(attached hereto and incorporated herein by reference.
WHEREAS, the terms of the grant require that certain grant funds be transferred to
SUBGRANTEE to be used for the grant purposes, which may include local initiatives, technical
assistance, training, personnel, equipment, supplies, contractual support, and information systems for
law enforcement, as more particularly described in Attachment A hereto.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1.. COUNTY shall transfer to SUBGRANTEE grant funds, in arrears, as necessary to
reimburse SUBGRANTEE for reasonable and permissible expenditures for the grant purposes. In order
to obtain grant funds, SUBGRANTEE shall comply with the instructions and submit to SHERIFF all
I CFDA 16.804
I{ PY2009 Recovery Act JAG Program
U.S. Department of Justice Page l of
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required information and documentation, as set forth in Attachment B hereto ( "How to Apply for FY
2009 Recovery Act JAG Grant Reimbursements "), which is attached hereto and incorporated herein by
reference. In no event will the total amount of the grant funds transferred by COUNTY to
SUBGRANTEE hereunder exceed SUBGRANTEE's allocation, as set forth in Attachment C hereto
( "FY09 Recovery Act Justice Assistance Grant Funding OC Allocation"), which is attached hereto and
incorporated herein by reference.
2. SUB - GRANTEE shall be reimbursed with said grant funds only for expenditures
I necessary to acquire personal property or equipment as set forth in Attachment A hereto [herinafter
called "grant property and equipment "] or to perform such other grant functions, if any, for which
Attachment A specifies that SUBGRANTEE may utilize grant funds.
3. Throughout their useful life, SUBGRANTEE shall use grant property and equipment
I only for grant purposes in accordance with Attachment A hereto.
4. SUBGRANTEE shall exercise due care to preserve and safeguard grant property and
I equipment from damage or destruction and shall provide regular maintenance and such repairs for grant
property and equipment as are necessary, in order to keep said grant property and equipment
I continually in good working order.
5. If grant property or equipment becomes obsolete, SUBGRANTEE shall dispose of it
only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
I grant funds.
6. SUBGRANTEE shall submit to the COUNTY grant program reporting documents and
information in accordance with requirements set out in FY2009 Recovery Act Edward Byrne Memorial
Justice Assistance Grant Program Reporting Requirements and as outlined in the Office of Management
and Budget Memorandum M -09 -21 which are attached hereto as Attachment D and incorporated herein
by reference.
7. SUBGRANTEE shall comply with all applicable terms of the certifications and special
conditions that are attached hereto as Attachment E and incorporated herein by reference.
8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully
28 I CFDA 16.804
FY2009 Recovery Act JAG Program
U.S. Deoartment of Justice
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bound by this Agreement and all applicable provisions of Attachments A, B, C, D and E hereto.
SUBGRANTEE shall notify COUNTY immediately upon discovery that it has not abided or no longer
will abide by any applicable provision of this Agreement or Attachments A, B, C, D or E hereto.
9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three years after final payment
I hereunder.
10. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and the
agency from which COUNTY received grant funds, and their elected and appointed officials, officers,
agents and employees from any and all claims and losses accruing or resulting to any and all contractors,
subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work,
services, materials or supplies in connection with SUBGRANTEE's performance of this Agreement,
including Attachments A, B, C, D and E hereto, and from any and all claims and losses accruing or
resulting to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in the
performance of this Agreement, including Attachments A, B, C, D and E hereto.
11. No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
agreement not incorporated herein shall be binding on any of the parties hereto.
12. SUBGRANTEE may not assign this Agreement in whole or in part without the express
I written consent of COUNTY.
13. For a period of three years after final payment hereunder or until all claims related to
this Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
documents, papers and records relevant to the work performed or property or equipment acquired in
accordance with this Agreement, including Attachments A, B, C, D and E hereto. For the same time
period, SUBGRANTEE shall make said documents, papers and records available to COUNTY and the
agency from which COUNTY received the grant funds or their duly authorized representative(s), for
examination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon
request, during usual working hours.
CFDA 16.804
FY2009 Recovery Act JAG Program
U -S- Denartment of Justice Pam 3 of 5
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14. SUBGRANTEE shall provide to COUNTY all records and information requested by
COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
required to provide to the agency from which COUNTY received grant funds or other persons or
agencies.
15. COUNTY may terminate this Agreement and be relieved of the payment of any
consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained
in this Agreement, including the applicable terms of Attachments A, B, C, D and E hereto, at the time
and in the manner herein provided, or b) COUNTY loses funding under the grant. In the event of
termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY.
16. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
performance of this Agreement, including Attachments A, B, C, D and E hereto, and shall not be
considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which
COUNTY received grant funds.
//
//
I/
CFDA 16.804
FY2009 Recovery Act JAG Program
U.S. Department of Justice Page 4 of 5
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IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: &;7 .'2009
APPROVED AS TO FORM:
COUNTY COUNSEL
By
Nicole Sims, Deputy
DATED: Z11 2009
DATED: 2009
IF IPM
I City Clerk
I DATED: 3 2009
CFDA 16.804
FY2009 Recovery Act JAG Program
U.S. Department of Justice
COUNTY OF ORANGE, a political
subdivision of the State of California
t
By cva�
Shg6ff- -Coro er
"COUNTY"
SUBGRANTEE
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AGREEMENT TO TRANSFER FUNDS
FOR FY 2009 RECOVERY ACT EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE
GRANT (JAG) PROGRAM
THIS AGREEMENT is entered into this day of 2009, which date is
enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political
subdivision of the State of California, hereinafter referred to as "COUNTY", and
a municipal corporation, hereinafter referred to as
I " SUBGRANTEE."
WHEREAS, COUNTY, acting through its Sheriff - Coroner Department, hereinafter referred to
as SHERIFF, in its capacity as the lead agency on behalf of 33 local government agencies, including
SHERIFF and SUBGRANTEE, has applied for, received and accepted the FY 2009 Recovery Act
Edward Byrne Memorial Justice Assistance Grant from the U.S. Department of Justice, Office of Justice
Programs, Bureau of Justice Assistance (hereinafter referred to as "the grant ").
WHEREAS, the purpose of the grant is to supplement the resources available to the multi
agency Orange County Pro -Active Methamphetamine Laboratory Investigative Team (PROACT), and
to various programs designated to prevent and control crime within the County of Orange that are
operated by 33 local government agencies, as set forth in Attachment A (Program Narrative), which is
attached hereto and incorporated herein by reference.
WHEREAS, the terms of the grant require that certain grant funds be transferred to
SUBGRANTEE to be used for the grant purposes, which may include local initiatives, technical
assistance, training, personnel, equipment, supplies, contractual support, and information systems for
law enforcement, as more particularly described in Attachment A hereto.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBGRANTEE grant funds, in arrears, as necessary to
reimburse SUBGRANTEE for reasonable and permissible expenditures for the grant purposes. In order
to obtain grant funds, SUBGRANTEE shall comply with the instructions and submit to SHERIFF all
CFDA 16.804
FY2009 Recovery Act JAG Program
U.S. Department of Justice
Page I of 5
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required information and documentation, as set forth in Attachment B hereto ("How to Apply for FY
2009 Recovery Act JAG Grant Reimbursements "), which is attached hereto and incorporated herein by
reference. In no event will the total amount of the grant funds transferred by COUNTY to
SUBGRANTEE hereunder exceed SUBGRANTEE's allocation, as set forth in Attachment C hereto
( "FY09 Recovery Act Justice Assistance Grant Funding OC Allocation"), which is attached hereto and
incorporated herein by reference.
2. SUB - GRANTEE shall be reimbursed with said grant funds only for expenditures
necessary to acquire personal property or equipment as set forth in Attachment A hereto [herinafter
I called "grant property and equipment "] or to perform such other grant functions, if any, for which
I Attachment A specifies that SUBGRANTEE may utilize grant funds.
3. Throughout their useful life, SUBGRANTEE shall use grant property and equipment
I only for grant purposes in accordance with Attachment A hereto.
4. SUBGRANTEE shall exercise due care to preserve and safeguard grant property and
I equipment from damage or destruction and shall provide regular maintenance and such repairs for grant
property and equipment as are necessary, in order to keep said grant property and equipment
I continually in good working order.
5. If grant property or equipment becomes obsolete, SUBGRANTEE shall dispose of it
I only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
grant funds.
6. SUBGRANTEE shall submit to the COUNTY grant program reporting documents and
information in accordance with requirements set out in FY2009 Recovery Act Edward Byrne Memorial
Justice Assistance Grant Program Reporting Requirements and as outlined in the Office of Management
and Budget Memorandum M -09 -21 which are attached hereto as Attachment D and incorporated herein
by reference.
7. SUBGRANTEE shall comply with all applicable terms of the certifications and special
I conditions that are attached hereto as Attachment E and incorporated herein by reference.
8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully
CFDA 16.804
FY2009 Recovery Act JAG Program
U.S. Denartment of Justice Pace 2 of 5
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bound by this Agreement and all applicable provisions of Attachments A, B, C, D and E hereto.
SUBGRANTEE shall notify COUNTY immediately upon discovery that it has not abided or no longer
will abide by any applicable provision of this Agreement or Attachments A, B, C, D or E hereto.
9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three years after final payment
Ihereunder.
10. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and the
agency from which COUNTY received grant funds, and their elected and appointed officials, officers,
agents and employees from any and all claims and losses accruing or resulting to any and all contractors,
subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work,
services, materials or supplies in connection with SUBGRANTEE's performance of this Agreement,
including Attachments A, B, C, D and E hereto, and from any and all claims and losses accruing or
resulting to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in the
performance of this Agreement, including Attachments A, B, C, D and E hereto.
11. No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
agreement not incorporated herein shall be binding on any of the parties hereto.
12. SUBGRANTEE may not assign this Agreement in whole or in part without the express
written consent of COUNTY.
13. For a period of three years after final payment hereunder or until all claims related to
this Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
documents, papers and records relevant to the work performed or property or equipment acquired in
accordance with this Agreement, including Attachments A, B, C, D and E. hereto. For the same time
period, SUBGRANTEE shall make said documents, papers and records available to COUNTY and the
agency from which COUNTY received the grant funds or their duly authorized representative(s), for
examination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon
request, during usual working hours.
CFDA 16.804
FY2009 Recovery Act JAG Program
U.S. Deoarhnent of Justice
Paee 3 of 5
1 14. SUBGRANTEE shall provide to COUNTY all records and information requested by
2 COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
3 required to provide to the agency from which COUNTY received grant funds or other persons or
4 agencies.
5 15. COUNTY may terminate this Agreement and be relieved of the payment of any
6 consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained
7 in this Agreement, including the applicable terms of Attachments A, B, C, D and E hereto, at the time
8 and in the manner herein provided, or b) COUNTY loses funding under the grant. In the event of
9 termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY.
10 16. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
11 .performance of this Agreement, including Attachments A, B, C, 'D and E hereto, and shall not be
12 considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which
13 COUNTY received grant funds.
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IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: e 1 17 , 2009
APPROVED AS TO FORM:
COUNTY COUNSEL
/J
By
Nicole Sims, Deputy
DATED: Z115-
, 2009
DATED: , 2009
I ATTEST:
City Clerk
I DATED: 2009
CPDA 16.904
1 FY2009 Recovery Act JAG Program
U.S- Department of Justice
COUNTY OF ORANGE, a political
subdivision of the State of California
By. �, s ✓�
Sh ff -Coro er
"COUNTY'
M
SUBGRANTEE
Page 5 of 5
Attachment A L.
Recovery Act: Edwaiyi Byrne Memorial Justice Assistance Grant
GMS Application No. 2009- F1801 -CA -SB
Attachment # 1
PROGRAM NARRATIVE
General Description of Program Activities:
The Recovery Act: Edward Byrne Memorial Justice Assistance Grant (JAG) funds will be
utilized to support a broad range of activities to prevent and control crime within the
County of Orange. The County of Orange has been certified disparate; therefore, this joint
application includes eight units of local government for which the applicant and fiscal agent
is the County of Orange.
The JAG funds will be utilized for the purpose areas outlined in the grant solicitation. The
thirty-three units of local government in the jurisdiction will utilize the funds for local
initiatives, technical assistance, training, personnel, equipment, supplies, and contractual
support and information systems for criminal justice within the following purpose areas:
law enforcement, prosecution. and court, prevention and education, corrections and
community corrections, drug treatment, and planning, evaluation and technology
improvement. The expenditure details of the. funds for each city are outlined in the
following narrative.
Multi- Agency Funding:
In a collaborative effort to benefit the County of Orange, the thirty-three units of local
government involved in this grant application have agreed to utilize $349,079.65
(appro)dmately 8.8%) of the total funding to supplement the Orange County Pro - Active
Methamphetamine Laboratory Investigative Team, hereafter referred to as PROACT.
Problem Statement:
Methamphetamine is the primary drug investigated by local, state, and federal law
enforcement agencies within the boundaries of Orange County. Successful clandestine
methamphetamine laboratory investigations require acquired expertise and are extremely
time consuming and labor intensive: Local law enforcement agencies do not have the
resources, specialized training, or safety equipment necessary to conduct the specialized
investigations required to combat these types of operations. The labs themselves are toxic
and explosive in nature. Children of clandestine laboratory operators and meth users are
often forced to live in an environment of toxic chemicals with lasting effects on their Health.
The Team investigates suspected lab incidents within Orange County while mairktaining a
close liaison with local agencies. These agencies forward intelligence to the team for
review, evaluation, and action by the Team. The multi- jurisdictional pro - active Orange
County Methamphetamine Laboratory Investigation Team (OCMLIT or PROACT) functions
2009- F1801 -CA -SB Page I of 61
as the sole and highly unique `proactive" effort against the methamphetamine laboratory
operators and traffickers within and having a nexus to Orange County.
The OCMLIT integrates city law enforcement agencies, the Sheriffs Department, the
District Attorney's Office, the Bureau of Narcotic Enforcement, and the Probation
Department to conduct criminal investigations of clandestine methamphetamine
laboratory operators and traffickers. The Team initiates investigations based upon
intelligence received, conducts covert fixed, mobile and aerial surveillances, prepares and
executes search warrants, identifies, arrests, and interrogates criminal suspects. Overall,
the Team. functions as Orange County's sole and unique proactive effort against
methamphetamine laboratory operators with an area of focus on disrupting and arresting
individuals responsible for providing the precursor and essential chemicals required to
manufacture methamphetamine.
Goa
The goal of the PROACT Task Force is to pro - actively seek out and eradicate all
methamphetamine labs and methamphetamine in Orange County, thus providing a safer
community for the residents, employees and visitors within the County.
b'e s:
The objectives of the Orange County Methamphetamine Laboratory Investigation Team are
to:
• Reduce the availability of methamphetamine in Orange County
• Improve public safety in Orange County by eradicating hazardous methamphetamine
labs
• Identify, disrupt and arrest suppliers of methamphetamine precursor and essential
chemicals
Quantifiable Performance Measures:
Project performance will be measured by the number of clandestine laboratory incident
seizures, cases initiated, cases completed, arrests, searches, methamphetamine seized,
precursor & essential chemicals seized, cases referred for prosecution, cases filed for
prosecution, and convictions that are accomplished by the Team or as a result of the
Team's activities.
Funding:
TOTAL PROACI' ALLOCATION (approx 8.8 %): $349,079.65
2009- F180I7CA -SB. Page 2 of 61
County:
The Orange County Sheriffs Department proposes to use the 2009 justice Assistance
Grant funding as follows:,
&Qject O jedjy -es #1 (Must be linked to meaningful and measurable outcomes consistent
with the goals of the Recovery.Act refer to solicitation)
• Vehicle mishaps continue to be the most prevalent cause of peace officer mortality in
the line of duty. In a continuing effort to provide the best possible training for police
officers and increase public safety we pose to purchase a Skid Car System,
Goals #1:
• To significantly lower the levels of risk for all during emergency vehicle operation
• To provide individualized attention in emergency vehicle operation as.needed
•. To reduce injuries and death to officers
• To reduce injuries and death to citizens
• Develop superior driving knowledge to avoid situations that require superior driving
skills
• To minimize hazards to the public during police responses in emergency vehicles
• Enhance officers sound decision making while operating an emergency vehicle under
elevated stress
Activities 61: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
New Technology
• This new technology will enable law enforcement to achieve required learning
objectives which were previously only achieved at higher speeds in a much higher
risk environment
• Officers will develop a proactive skill set which will enable them to maintain stability
of a vehicle in a high stress environment while experiencing very low risk
• Officers will develop a proactive skill set to avoid the causes of front and rear wheel
skids
• Officers will develop a reactive skill set to employ the cures of front and rear wheel
skids
• Officer will be able to identify and maintain a proactive driving line while cornering
• Officer will be able to identify and employ defensive driving concepts
• Officer will be retrained on basic vehicle dynamics
• Startup, operation and maintenance of a Skid Car System entail direct purchases from
an American company. Inherent to these purchases is the contribution to saving jobs.
This activity saves and creates jobs with optimal staffing for the conduct, maintenance
and support of this activity set at seven personnel with a minimum staffing of five
2009- F1801 -CA -SB Page 3 of 61
Quantifiable Performance Measures #1: (Established by the agency to assess whether
grant objectives are being met)
• Reduce incidents of liability referencing vehicle accidents by a minimum of 10%
below the previous year's comparative period
• Reduce incidents of preventable accidents by a minimum of 10% below the previous
year's comparative period
TYmeline or project lawn #1: (Identifying when the goals and objectives will be completed)
• Purchase the Skid Car System within 60 days of JAG funding
• Schedule and obtain instructor training for four instructors within 30 days of
purchase of Slid Car System
• Obtain usable space to conduct training at Los Alamitos Reserve Army Base in
conjunction with obtaining system and instructor training
• Conduct the first Skid Car class within 45 days after receipt of the new Skid Car
System
• Conduct two four hour classes per day four days a week
• Train 1850 officers annually representing multiple law enforcement agencies within
Orange County, California
Project Objectives #2: (Must be linked to meaningful and measurable outcomes consistent
with the goals of the Recovery Act; refer to solicitation)
The North Patrol Bureau is responsible for providing law enforcement services to the
unincorporated areas of North Orange County. This region has a population base of
approximately 86,000 people, It encompasses approximately (24) County Islands or
Communities. The majority of these areas are bed room communities.
North Patrol Deputies annually respond to approximately 42,000 calls for service.
The crime trends in these county islands mirror what is occurring in the contract cities and
jurisdictions that they are surrounded by. As with many jurisdictions, the North
Unincorporated Areas has seen an increase in property crimes. Residential burglaries and
theft from vehicles spiked significantly in 2008. There are two communities, in the
unincorporated area that have seen an increase in gang crimes and activity levels. The El
Modena Area in unincorporated Orange and the area known as "The Colony" in the
unincorporated area of Anaheim.
North Patrol has (58) Deputies that are assigned to uniform patrol. These deputies are
assigned to handle calls for service and provide preventive patrol services to the
communities. North Patrol does not have any specialty teams or units to proactively
address spikes in crimes. There are No Directed Enforcement Teams or Special
Enforcement Teams that can be assigned to an area to address increases in property crimes
or crimes of violence. North Patrol does not have an Investigative detail under the
command of the North Patrol Captain. The North Investigative Unit is assigned to
2009- F1801 -CA -SB Page .4of61
investigate crimes in North Unincorporated but is assigned ancillary responsibilities as
well and is often not available nor does it contain the staffing levels to address specific
issues with specialty enforcement teams.
North Patrol would like to create a unique Directed Enforcement Team Model for North
Patrol. This team would be made up of two North Patrol Deputies. The Deputies would be
selected on an as needed basis to address any issues related to enforcement Working in
conjunction with the North Investigative Bureau, this Directed Enforcement Team would
be utilized when a spike in crime is identified and a need for Directed Enforcement is
appropriate.
The Team would be staffed by deputies on an overtime basis funded by the Justice
Assistance Grant. The Team would be deployed based on the specific need. This could
include Deputies on bikes, in uniform driving unmarked vehicles or when the need for high
visibility patrol is called for in black and whites.
Goals 2.
• To have the availability to effectively respond to a spike in crime or identified law
enforcement related issue.
• To minimize or eliminate an identified crime trend
• To reduce Part I Crimes
• To increase the number of observation arrests in North Patrol
• To increase preventive patrol time
• To provide an increased level of service to the residents of the unincorporated North
Communities
Activities #2: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
• This Directed Enforcement Team could be enacted on a days notice without impacting
the North Patrol Overtime budget The overtime expenditures would be funded by
the JAG
• The utilization of both Bike Trained Deputies and Patrol Deputies would allow for the
team to be deployed in the manner that is most conducive to addressing the issue at
hand.
• Deputies will be given the opportunity. to develop a proactive skill set to enhance
their future job opportunities
• Deputies will gain valuable experience in working with investigative and specialty
details during their assignment
• The initial start up of this Team will not require any additionaI expenditure from the
North Patrol budget Equipment needed for the team is already in place and available.
2009- F1801 -CA -SB Page 5 of 61
Oughtirlable Performance Measures fit: (Established by the agency to assess whether
grant objectives are being met)
Reduce Part I Property Crimes by 5%
Increase preventive patrol time utilized during the deployment of this Directed
Enforcement Team
Increase observation felony arrests by 3%
Timeline or !project 121on #2: (Identifying when the goals and objectives will be completed)
The Directed Enforcement Team could be implemented immediately after the JAG
funding has been approved. The actual deployment of the deputies would be based
on the specific need. .
ndr
Total Allocation: $105,233
PROACT Contribution: (10%) $10,523.30
Administrative Fee (9 °l0): $9,470.97
Funds Retained by County: $85,239
City: Aliso Viejo
The City of Aliso Viejo proposes to use the 2009 justice Assistance Grant funding as
follows:
Project Obfectiyes
Maintain community preservation against crime in highly visible areas during troubled
economic times.
• Equip a K -9 Narcotic Detection unit with patrol capabilities for increased
enforcement of drug activity.
The unit will be deployed at times and locations where the City has experienced an
increase in narcotic and drug related. activity. The K -9 Narcotic Detection unit will be used
to augment police services already in place and enhance patrol efforts. The K -9 Narcotic
Detection unit will also be used to assist patrol deputies with search efforts for those
suspected of being in possession of narcotics or drugs.
GoaL•
Reduce the number of reported incidents and arrest violators of drug sales, possession, use
of, and being under the influence of drugs. Special emphasis will be placed on community
2009- F1801 -CA -SB Page 6 of 61
parks, schools, and shopping centers where families and children are most likely to
congregate.
Activities:
• Identify locations within the City that have experienced an increase in drug activity.
• Identify the days of the week and hours in which law enforcement has experienced
the highest number of drug related calls or suspect contact
• Deploy a marked patrol K -9 Narcotic Detection unit with patrol emphasis on the
areas and times previously identified.
• Utilize the K -9 Narcotic Detection unit for use in Drug Education programs offered
by the Orange County Sheriffs Department.
Maintain statistics of enforcement in targeted areas to provide the following measures:
• Percent change in number of arrests for drug sales, possession, use of, or being
under the influence of drugs in targeted areas.
Percent change in calls for service within the target area for narcotic activity.
Timeline or project plan:
Once funding is obtained from the JAG grant program, electronic equipment will be
purchased and installed by agreement with Orange County Communications and the
Orange County Sheriff's Department. The K -9 has already been obtained and is currently in
the process of certification with its handler. Once training is completed and the necessary
equipment has been installed on the patrol -unit, the team will be deployed. We anticipate
training certification will be completed within 2 months,
Funding-.-
Total Allocation: $16,007
PROACT Contrfbution: $0.00
Administrative Fee (9.0 0/o): $1,440.63
Funds Retained by City: $14,566.37
2009 -FI SOI -CA -SB Page 7 of 61
Anaheim:
The City of Anaheim proposes to use the 2009 Justice Assistance Grant funding as
follows:
PMiel ct Obiectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
The City of Anaheim, located in Orange County, California is residence to 336,471 people
(2007 Census Estimate) and is home to Disneyland, the Angels, Anaheim Ducks, and The
Anaheim Convention Center. In the midst of the current state of economy, the City of
Anaheim has adjusted its financial strategy to compensate for budget reduction restrictions
by significantly reducing the amount of overtime adopted for next fiscal year's budget and a
reduction on Part-time Personnel and Part -time Reserve Officers hours to zero.
We are requesting funding to preserve Part -time Employees and Part -time Reserve Officers
work hours who have retired and returned'to work. These positions are not to exceed 960
hours per fiscal year. These employees provide valuable services to all divisions within the
APD. These positions assist with crime - prevention, investigations and community safety
enhancement efforts within the .City of Anaheim and for over time expenses deemed
necessary at the discretion of the department Our goal is to maintain a safe community;
however, reduction of staff could result in a negative impact on the safety of our residents
and visitors.
ri
To retain Part -time Employees with multiple years of police experience and to have
funding available to maintain important services provided by the police department
Activities: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
Continuation of necessary work performed that adds value to the police department and
maintain service levels to the community.
Quantifiable Performance Measures: (Established by the agency to assess whether grant
objectives are being met)
Maintain the response times, investigative clearances and overall efficiencies. These
resources are a key component to the police department and community oriented policing
by supporting established service levels.
Timeline or gcQLect plan: (Identifying when the goals and objectives will be completed)
Extend services over the life of the grant.
2009- F1801 -CA -SB Page 8 of 61
Fun "n :
Total Allocation: $723,162
PROACT Contribution (5.0 %): $36,158
Administrative Fee (9.0 %): $65,085
Funds Retained by City: $621,919
Brea City;
The City of Brea proposes to use the 2009 justice Assistance Grant funding as
follows:
Project ftectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
Purchase new laboratory equipment, replace wood evidence lockers, and renovate utility
room to maximize employee safety, efficiency, and preserve integrity of evidence.
Goal:
1. Eliminate personnel from working on improper, porous work surfaces.
2. Eliminate /minimize the risk of industrial injuries on duty, such as those which arise
from improper bending, stretching, lifting, and other stress or strain.
3. Meet legal and scientific standards in the proper handling and processing of
biological evidence.
4. Reduce defense challenges in court
5. Better maintain chain of custody.
6. More efficient use of space to improve efficiency and productivity thus reducing the
need for emergency call -outs.
Activities. (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
1. Expand and redefine the crime laboratory to include an Evidence Drying Section,
DNA Section, and Latent Fingerprint Processing Station.
2. Purchase the proper equipment to outfit the newly created DNA Section and Latent
Fingerprint Processing Station.
3. Purchase ventilated drying cabinets. Protects evidence from contamination and
technicians from exposure to unknown hazards by allowing for the proper handling
and drying storage of wet items.
4. Purchase stainless steel work tables, metal shelving and metal cabinets.
S. Purchase stainless steel evidence lockers to replace the existing wood lockers.
Stainless steel lockers will provide a more efficient use of space, a surface that can
be cleaned to avoid cross - contamination, and. greater security for the preservation
of evidence.
2009- F1801 -CA -SB Page 9 of 61
Quantifiable Pe ormonce Measures: (Established by the agency to assess whether grant
objectives are being met)
Meet the legal and scientific standards in the proper handling and processing of biological
evidence; to process evidence in a manner that meets safety standards for the evidence
technicians; and to more efficiently identify and collect latent fingerprint evidence through
the use of chemistry and light.
Timeline or project plan: (identifying when the goals and objectives will be complete)
Begin construction /remodel of the present laboratory by January 1, 2010.and complete the
project including the purchase and delivery of the required equipment by June 30, 2010.
din
Total Allocation: $38,195
PROACT Contribution: $13,465
Administrative Fee (9 0/9): $3,438 .
Funds Retained by City: $21,292
City: BUENA PARK
The City of Buena Park proposes to use the 2009 Justice Assistance Grant funding as
follows:
yroiect Obiectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
The objectives for the Buena Park Police Department are to
• Purchase 7 portable handheld mobile computer devices (new /enhanced and
improved information system technology) for traffic /motor officers.
Total cost- $96,600.00
• Provide additional funding to preserve the Police Departments' Police
Service Aide program (civilian report writers) in a continued effort to reduce
response times
Total cost- $18,549.60
Go
The goal in purchasing the portable hand held mobile computer devices is to improve
efficiency for officers and support staff by
Providing staff with better efficiency to do their jobs.
Contributing to officer safety
Improving real -time communication
2009 - 81801 -CA -SB Page 10 of 61
• Contributing to the apprehension of wanted suspects and the recovery of
stolen vehicles
• Reducing the amount of time required by an officer to issue a traffic citation
and a report (more important, increasing the time available for patrol)
• Reduction in the time spent to download data from citations and reports into
our Records Management System (RMS)
• Eliminating duplication of data entry by records department and the courts
• Improving the accuracy and legibility of citations
The goal in providing additional funding for our Police Service Aide program is
To preserve jobs
Free up the time of patrol officers so they can be available to respond to
emergency calls for service
Reduce response times to emergency calls for service
4ctivities., (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
New Technology
• Traffic Officers will be able to obtain data from the magnetic stripes on the
violators drivers licenses and from bar -coded Vehicle Identification
Numbers (VIN)
• Traffic Officers will be able to check the license numbers and Vehicle
Identification Numbers (VIN's) against local, state and regional databases to
identify outstanding warrants for arrest
• Traffic Officers will be able to print tickets on -site using the automatically
captured data
• Traffic Officers will be able to take simple traffic related reports in the field
All vehicle and personal data obtained in the field will be immediately
downloaded into our RMS system and will not require support personnel to
do so at a later time
Police Service Aide Program funding
• Police Service Aides will continue to assist in everyday tasks of taking reports
for non - violent crimes and other miscellaneous duties usually handled by
patrol officers
• Reduce the amount of reports taken by Patrol Officers and allow them to be
more available for emergency calls for service
• Reduce response times for Patrol Officers responding to emergency calls for
service
2009- F1801 -CA -SB Page 11 of 61
Quant&bfe Performance Measures: (Established by the agency to assess whether grant
objectives are being met)
New Technology / portable handheld mobile computer devices
The purpose of this outcome measure is to improve efficiency. The performance indicator
will be the number of units that report improved efficiency in the department as a result of
JAG funds.
Police Service Aide Program funding
The purpose of this output indicator is to measure accountability. Our Police Service Aide
Program (which currently receives partial funding from JAG 08' Grant funds) will receive
this additional funding from-the JAG Recovery Act Grant funds during this reporting period.
To measure the department's performance and ensure that the goals are being achieved,
the Police Department will regularly analyze response times on emergency calls for service.
7Ynreli a orpM ect,llan (Identifying when the goals and objectives will be completed)
Technology
The process of issuing a citation to a violator and /or processing traffic related reports in
the field should be streamlined significantly. The data from these activities that was
previously entered into the RMS system by Records personnel at a later time should be
reduced significantly within the first year. This will free up staff time considerably and
allow them to focus on other duties as assigned.
Police Service Aide funding
Continuing to fund the PSA program will continue to free up the time of our Patrol Officers
and reduce response times to emergency calls. We should continue to maintain consistent
response times to emergency calls less than 5 minutes within the first year of the grant
period.
n i
Total Allocation: $142,160.00
PROACT Contribution (10 %): $14,216.00
Administrative Fee (9.0 0/6): $12,794.40
Funds Retained by City: $115,149.60
2009- FI801 -CA -SB Page 12 of 61
City: Costa Mesa
The City of Costa Mesa proposes to use the 2009 justice Assistance Grant funding as
follows:
Projgct Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
The objectives for the Costa Mesa Police Department include:
Technology to Increase Staff Effectiveness in the Field
• Purchasing 20 patrol rifles for first responders;
• Purchasing 20 Tasers for first responders;
• Purchasing a mobile data computer and radio for vehicle deployment;
• Entering a service agreement to install parcel mapping data in police helicopters;
and
• Enhancing current crime mapping software capabilities.
Technology to Streamline Staff Time
• Purchasing an inventory - control bar code system;
• Implementing an online crime - reporting system; and
• Purchasing four security monitors.
Gool:
The primary goals of upgrading the department's technology is to enhance department and
personnel function by:
• Increasing staff effectiveness in the field; and
• Streamlining staff time.
Resultant goals will also include increasing officer safety, enhancing public awareness of
and rapport with the police department, improving real -time communications, increasing
police facility security, and reducing rates of recurring crimes.
Activfdgg; (which can be started and completed expeditiously, and in 'a manner that
maximizes job creation and economic benefits)
Technology to Increase Staff Effectiveness in the Field
• Deploy patrol rifles to provide additional firearms technology to all department
first responders;
• Issue Tasers to provide greater availability of less - lethal technology to first
responders, and replace existing Tasers recommended for replacement,
• Outfit police unit with mobile data computer and radio to increase real -time
communications and allow unit deployment;
2009- FISOI -CA -SB Page 13 of 61
Install parcel mapping data in police helicopters to shorten response times and
to increase officer safety by allowing precision containments, and by enabling air
crews to videotape the exact location of incidents; and
Implement crime mapping software to allow more staff to study crime trends.
Technology to Streamline Staff Time
• Use bar code system to replace old logging system and more accurately and
expeditiously control property- evidence inventory;
• Establish online crime - reporting system via internet and /or kiosk in the police
department lobby to allow routine, non - emergency reports to be logged without
the presence of a police officer, thereby increasing officer availability for
emergency service calls and encouraging the public to report crime; and
• install security monitors to increase viewing capabilities of current security
system.
Quan " able Performance Measures, by the agency to assess whether grant
objectives are being met)
Technology to increase Staff Effectiveness in the Field
• Keeping in line with this area's goal to increase staff effectiveness in the field,
.performance will be measured by the percent of affected personnel reporting
improved efficiency in unit function due to JAG funds.
Technology to Streamline Staff Time
• Keeping in line with this area's goal to streamline staff time, performance will be
measured by man hours saved. This means reporting on time saved logging
property items, time taken to respond to emergency calls, and time conserved by
viewing a constant visual of police department. security cameras versus
manually cycling through multiple camera views.
Timeline or proiectglan: (Identifying when the goals and objectives will be completed)
Technology to Increase Staff Effectiveness in the Field
• First Quarter: Requisition the purchase of all items .
• 'Second quarter: Receive and implement all items
• Third Quarter: Conduct staffing evaluation
• Fourth Quarter: Conduct staffing evaluation, and annually thereafter
Technology to Streamline Staff Time
• First Quarter: Requisition the purchase of all items
• Second quarter: Receive and implement all items
• Third Quarter: Calculate man hours saved
• .. Fourth Quarter: Calculate man hours saved, and annually thereafter
2009- F1801 -CA -SB Page 14 of 61
Funding:
Total Allocation: $137,881
PROACT Contribution: $13,788
Administrative Fee (9.0 %): $12,409
Funds Retained by City: $111,684
City: Cypress
The City of Cypress proposes to use the 2009 justice Assistance Grant funding as
follows:
Protect Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
With the current state of the economy, police staff has reorganized personnel assignments
to better provide for essential police services and to reduce the use of overtime hours. As a
result, the police department Personnel and Training Unit, who handles hiring, training,
and related administrative duties, has had its staffing reduced by 33 %. The. police
department has a history of on -going employment opportunities for various non -sworn
and sworn positions, placing a huge demand on the unit to continually process applicants
for vacant positions, while at the same time meeting training obligations. The police
department also has several non -sworn positions and a police management position that
are reassigned due to budgetary constraints. When these positions need to be filled, the
start -up process for recruitment, testing, selection and .processing will be significantly
delayed without proper staffing in the Personnel and Training Unit and will hinder training
obligations. The lack of support in background investigations and hiring process mandates
will result in vacant positions remaining unfilled for extended periods and essential police
services suffering.
MN
To hire a 960 -hour, non - benefited employee to serve in the Personnel and Training Unit,
specifically assigned to handle new -hire background investigations, internal affairs
investigations and other administrative duties as assigned. This would be a new position
for the police department and one that has notpreviously been funded - no supplanting.
Activities: (Which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
With the addition of a 960 -hour, non - benefited employee, the police department will be
able to add staff to the Personnel and Training Unit that will work on new -hire backgroound
investigations, internal affairs investigations and administrative duties. This 960 -hour
employee can be an experienced, unemployed police officer laid off as a result of another
2009- F1801 -CA -SB Page 15 of 61
agency's fiscal crisis; an experienced background and/or internal affairs investigator; or a
retired police officer with years of investigative experience.
Quan ' able Performance Measures. (Established by the agency to assess whether grant
objectives are being met)
Command staff intends to measure performance by.assigning background and internal
affairs investigations to the 960 -bour employee, alleviating these tasks currently handled
by the unit sergeant and other personnel. This will allow the sergeant to focus more on
recruitment and retention, and ensuring all department members maintain compliance
with state - mandated training. The sergeant will also be able to focus more on shooting
range management, perishable skills training and distribution of other training materials.
Timeline or prgiectT plan: (identifying when the goals and objectives will be completed)
Upon receipt of grant funds, command staff will submit a Staff Report to City Council
outlining appropriation of grant funds to hire a 960 -hour employee. Once authorized by
Council, staff will commence the hiring process o€ a 960 -hour employee and will have that
employee in position within two (2) months. Once in place, the 960 -hour employee will be,
assigned pending, incomplete background or internal affairs investigations and other
administrative duties as assigned by command staff.
Funding:
Total Allocation: $36,451
PROACT Contribution: $1,823 (5.0%)
Administrative Fee: $3,280.59 (9.0 %)
Funds Retained by City: $31,347.41
City: Dana Point
The City of Dana Point proposes to use the 2009 justice Assistance Grant funding as
follows:
&_Oject Obfecdves #1
Dana Point Police Services is requested and expected to attend many community and City
sponsored special events. This grant will insure our agency is able to seamlessly maintain
our Crime Prevention and outreach services to our community, despite mandatory
budgetary reductions. This outreach will include crime prevention education to our
residential and business communities, Neighborhood Watch groups, and school programs.
We would also purchase a small trailer to store and transport Crime Prevention. and
Neighborhood Watch supplies and materials to these numerous events.
2009- F1801 -CA -SB Page 16 of 61
Goal 1:
The goal of the program is to maintain a highly visible program dedicated to 1) Preventing
Crime, 2) Disseminating correct and realistic information about criminal activity and crime
prevention, and 3) Enhancing the perception of securitywithin the community.
,}Qivities #1:
Conduct Neighborhood watch meetings, crime prevention meetings, public service
announcements and the distribution of community crime alert bulletins to keep the
community informed of current crime trends in an effort to better prepare the Community
to take crime prevention measures. Purchase premium items to be distributed at all of
these events or create crime alert bulletins in response to active crime trends in our
community. The purchase of a trailer to transport tables, chairs, E -Z Ups, coolers, lights,
and other equipment to these events would also be facilitated by this grant funding.
Quantifiable Per Measures #1
Conduct six Neighborhood Watch meetings, Six Crime Prevention meetings, and three
Community Crime Alert distributions or PSA (Public Service Announcements). Assist with
the presentation of an annual Is Your Teen At Risk" community program offered in
conjunction with local school district.
Timeline or proiect plan #1:
These activities will be conducted periodically throughout the year by our Community
Services Unit and a quarterly summary of meetings, events, and materials purchased will
be prepared.
Project Objectives #2
This grant will allow us to purchase compact, high- intensity, LED flashlights for tactical use
by all our officers. The flashlight is an indispensable piece of police equipment that is not
supplied by the City of Dana Point. More than two out of three officer homicides, and most
violent crimes occur during the hours of darkness or in diminished light. Flashlights are
also an important safety tool in helping to eliminate trips, falls, and accidents in times of
darkness. The company selected to provide the flashlights is an American company and the
aero -space grade materials used to make the flashlights are made in the U.S.A.
G
The goal of the program is to prevent injury to officers and minimize the inherent dangers
that officers face while working in the hours of darkness. Loss of productive work time
due to injury can be diminished and the detection of possible criminal activity can be
enhanced with effective lighting.
Activities #2:
2009- F1801 -CA -SB Page 17 of 61
Deputies will carry the flashlights on their utility belt while working on patrol. The
flashlights will serve as safety tools, enhance their ability to see and detect crime, and
illuminate potential hazards to their health and safety.
Quantffable Perfprmance Measures #2•
On the job injuries during the hours of darkness will be tracked and analyzed on a yearly
basis. The effectiveness of the flashlights will be evaluated based on officers' verbal reports
and monthly questionnaires..
Timeline or project plan #2:
Flashlights will be distributed to officers.for immediate use in their patrol activities.
PM
ectObjectives #3
This grant will allow us to purchase two compact, high- intensity, Remote Area Lighting
Systems (RALS). The RALS are portable, battery- operated, "flood lights" that can illuminate
large areas. The RALS are manufactured and sold by an American company located in our
same geographic area
Goal #3•
The goal of the purchase is to be fully prepared to provide law enforcement services to our
community in the event of a natural disaster or catastrophic accident that causes a
prolonged power outage. The lighting will also provide visibility and safety at the scene of
major traffic accidents and other major crime scenes. The lights could also be used at any
night time outdoor activity associated with neighborhood watch or community outreach
programs.
Activities #3:
The patrol supervisor will carry these high - intensity, portable RALS in their patrol car. In
the event of a natural disaster or catastrophic accident at night, the supervisors will be able
to provide emergency lighting at a temporary command post or other community facility
while officers deliver emergency services such as first aid, traffic control, report taking, and
distribution of community resources (food, water, batteries, etc.) to those in need. The
RALS will also be available to our Crime Prevention Specialist and Community Service Unit
for special events and activities.
Quantifiable PeC&rmonae Measures #3•
In the event of a natural disaster, catastrophic accident or major crime scene, a log will be
kept documenting the hours of usage these RALS. A report will be prepared explaining the
event and describing the need and benefit of the RALS. A similar report will be prepared
2009- F1801 -CA -SB Page 18 of 61
documenting their use and benefit for Crime Prevention activities or other special events
requested by the City of Dana Point
Timeline-or pLoiect plan #3•
The RALS will be distributed for immediate use in the patrol supervisor's cars. in the
event of a need for the RALS, the patrol supervisor will be contacted and he can deliver the
RALS to the site of the emergency or event
and
Total Allocation: $24,723.00
PROACT Contribution: $N /A
Administrative Fee (9.0 %): $2,225.07
Funds Retained by City: $Z2,497.93
City: FOUNTAIN VALLEY
The City of Fountain Valley proposes to use the 2009 Justice Assistance Grant
funding as follows:
Proiect Aiectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
The objectives of this grant are to improve or increase the technical abilities of the
Fountain Valley Police Department to impact crime and respond to major emergencies
within the community. This will be accomplished with the purchase of the following:
1. Covert Video Cameras
2. Emergency Operations Center Upgrade
3. Crime Mapping Software
The Fountain Valley Police Department uses a COMPSTAT model for analyzing crime
trends and directing Police resources as expeditiously as possible. The purchase of covert
video cameras and crime mapping software will allow the Police Department to more
effectively direct precious Police Department resources to high crime areas.
Upgrading the Department's Emergency Operations Center will allow the department to
respond effectively to man -made and natural disasters.
MIA
The goals of these expenditures are to reduce crime by improving the Police Department's
ability to monitor, survey, and apprehend criminals, as well as improve the department's
ability to respond to crisis situations such as' natural disasters .or.. civil unrest. The
2009- F1801 -CA -SB Page 19 of 61
underlying goal is to reduce crime. The purchase of this hardware and software can be
accomplished expeditiously since it involves existing technology and well established
software and hardware solutions to create a force multiplier effect for police resources
within the Police Department. The Police Department's briefing or roll call room and
auditorium serve as the City s Emergency Operations Center. Upgrading the technology for
this center is vital for the Police Department and other City departments to respond to
major emergencies as envisioned in national and statewide standards such as NIMS or
SEMS. The ability to observe, communicate and coordinate in real time with City
departments and the local operational area.EOC would be greatly enhanced by the
purchase of well established computer and video technology.
Activities; (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
Upon approval by the City Council, the Police Department will act quickly to purchase the
hardware and software detailed in this grant These purchases will have an immediate
positive impact on the hardware and software companies which manufacture these items.
Quantifiable Per Measures: (Established by the agency to assess whether grant
objectives are being met)
Covert video technology will greatly assist in the surveillance and apprehension of
criminals. These cameras are portable and can be moved to "hot spots" as needed. The
surreptitious nature of these cameras allow for Department investigators to build solid
criminal cases on crimes involving graffiti, auto theft, narcotics, and gang crimes. The
Department does not currently possess these cameras. Mapping software technology is .
also currently used by many cities in varied applications, among them engineering and
crime analysis. As listed above, the City of Fountain Valley's Police Department uses a
COMPSTAT model to analyze crime trends. The Police Departmenfs Crime Analyst
provides a weekly update on existing crime trends to the Patrol staff. The Department staff
meets on a monthly basis to examine the prior month's crime.trends and responses to
those crime trends. These results are broken down into quantifiable categories; for
example, the ability to accurately track the locations, times, and dates where graffiti is
appearing in the community allows department staff to allot resources to those locations at
those particular times. Since the department keeps accurate records of its current crime
trends as compared to past crime trends, the impact of technology such as video cameras
or crime mapping software will be easily quantifiable as it compares to our efforts in prior
years.
As to the improvements for the Emergency Operations Center, computer workstations and
televisions monitors wilt allow staff to effectively respond to emergencies of many types.
Recent table -top exercises within this operational area have demonstrated this
Department's need to greatly upgrade this capability.
Timeline or proiect plan: (Identifying when the goals and objectives will be completed)
2009- F1801 -CA -SB .. Page 20 of 61
Once approved at the federal level, the program will be submitted to our local City Council.
Once approved at the local level, requisition and purchasing should be accomplished in the
first 6 months to 1 year of the program.
bta ' lotatidiii; W,217 -
PROACT Contribution: $0
Administrative Fee (09.0%): $3,980
Funds Retained by City: $40,237
Fullerton City:
The City of Fullerton proposes. to use the 2009 justice Assistance Grant funding as
follows:
Proiect Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act refer to solicitation)
Gang activity is a complex social phenomenon that varies by age, degree of gang
involvement, and severity of offending. Risk factors associated with the probability that a
young person will join a gang run across family, school, peer, and community lines.
Accordingly, no single program or strategy operating independently is likely to have a
lasting effect in reducing gang activity. Comprehensive anti-gang initiatives, however,
coordinate multiple approaches in recognition that each strategy plays a role toward a
coordinated effort This funding will be used for overtime, purchase of equipment, and
other necessary items to support this program.
Prevention: Activities designed to reduce risk factors or increase protective measures
among the entire population of youth and families in communities with significant levels of
gang activity. These include programs and services intended to decrease the likelihood of
joining a gang among youth who have not yet displayed problem behavior.
Intervention: Community based programs that balance the delivery of services and
educational opportunities with supervision and accountability. Intervention services
typically involve outreach to youth and families already involved and affected by gang
activity.
Suppression: Community- oriented and problem- oriented policing strategies with an
emphasis on gangs and collaborative enforcement strategies involving probation, parole,
and prosecution to target gang offenders, gang leaders, and serious violent offenders.
2009- FlSOI -CA -SB Page 21 of 61
�s�L•.
Create opportunities in the community through multi- disciplinary collaborations for .
disconnected youth to recognize and participate in alternatives to anti- social behavior
Intervene in the lives of at risk youth redirecting them to pro - social behaviors,
Personally hold accountable those seeking to employ intimidation and fear to exert their
influence on youth to engage in illegal acts.
Activiti (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
Conduct community Gang Awareness presentations to impacted /affected groups..
Establish an educational program at neighborhood community centers for at risk youth
focusing on the negative outcomes for those involved in gangs emphasizing positive
alternatives, decision making, peer resistance and service toward the community.
Increase the.number of lawful police contacts with known and suspected gang members to
gather intelligence regarding recent incidents, identify and document new gang members,
arrest repeat offenders and arrest individuals responsible for the commission of new
crimes.
Quan 'fable Performance Measures: (Established by the agency to assess whether grant
objectives are being met)
Conduct (12) Gang Awareness presentation,.
Establish (2) community outreach gang prevention programs.
Identify and include fifty at risk youth for participation in the program.
Identify and document (15) new gang members.
Conduct sixty probation /parole searches relating to gang activity within the city.
Reduce gang related crimes by 10% over the previous year's comparative evaluation
period.
Timeline or proiect plan: (identifying when the goals and objectives will be completed)
First Quarter:
Conduct three .Gang Awareness informational meetings. Conceptualize and develop two
gang prevention program operating procedures, objectives and goals with input from other
City departments and community groups. Publish program guidelines and schedules for
2009- F1801 -CA -SB Page 22 of 6'1
dissemination to target referrals. Quantify number of new gang members identified and
probation /parole searches of known gang members. Prepare quarterly report
Second Quarter:
Conduct three GangAwareness informational meetings. Quantify at risk youth participating
in program. Qualify veracity of program through self - reports from participants. Quantify
number of new gang members identified and probation /parole searches of known gang
members. Prepare quarterly report
Third Quarter:
Conduct three GangAwareness informational meetings. Quantify at risk youth participating
in program. Qualify veracity of program through self - reports from participants. Quantify
number of new gang members identified and probation /parole searches of known gang
members. Prepare quarterly report
Fourth Quarter:
Conduct three Gang Awareness informational meetings. Quantify at risk youth participating
in program. Qualify veracity of program through self - reports from participants. Quantify
number of new gang members identified and probation /parole searches of known gang
members. Quantify reduction of gang related crimes. Prepare final report documenting
attainment of goals and impact of efforts.
The goals and objectives outlined above will be instituted 4mm ediately upon receiving the
financial allocation, The performance measures will be reviewed quarterly in order to
maintain accountability and sustainability.
c!
Total Allocation: $210,150.00
PROACf Contribution: $21,015.00
Administrative Fee (9%): $18,914.00
Funds Retained by City. "$170,221.00
City: GARDEN GROVE
The City of Garden Grove proposes to use the 2009 Justice Assistance Grant funding as
follows:
Problem Statement:
Garden Grove Police Department personnel currently hand write, type or dictate all crime
and arrests reports and field interviews. All documents are produced, maintained and
distributed as "hard copy" documents. Document creation, approval, control, distribution,
2009- F1801 -CA -SB Page 23 of 61
filing, and data entry are costly and labor - intensive processes for officers and support
personnel.
Project Objectives:
• Simplify report writing by minimizing routine paperwork and
redundancy
• Minimize training requirements by replicating existing processes and
forms
• Increase integration with. disparate systems through standardized
interfaces
• Improve quality of data through pre - submission validation
• Eliminate redundant data entry
• Expedite data entrance into Department records management system
and adjunct downstream systems
• Maximize officer presence in field
• Protect existing and future technology investments
• Reduce clerical backlog
• Enhance customer service through online citizen reporting
Goal:
Enhance information management and operational efficiency in the Garden Grove Police
Department through implementation of an automated report writing system, creating a
reduction in report completion time, improvement of reporting accuracy, greater customer
service to the public through the reduction of report completion time and availability of on-
line reporting, reduction of the amount of personnel and resources required to process
reports, and an increase in time for patrol and investigative personnel to provide direct law
enforcement services.
FUMM M
Equipment /Supplies - Implement an automated report writing system to improve the
efficiency of processing and storing crime and arrest reports and field interviews.
Contractual Support - Contracted entities will scan and process all existing hardcopy and
microfiche files and purge /destroy original archived documents.
Activities (continue
Training - Trainers and end users will receive training on the use and maintenance of the
automated report writing system, utilizing customized training materials.
Personnel - Officers and Desk personnel will enter all crime and arrest reports and field
interviews via the automated. report writing system. The public will be able a submit
2009- FI801 -CA -SB Page 24 of 61 .
crime reports meeting select criteria via a web -based application, both remotely and from a
reporting kiosk located in the Departments lobby. Victims may also purchase traffic
accident reports via the reporting kiosk.
Information Systems for Criminal Justice System - Survey and evaluate the project.
Quantifiable Performance Measures;
Equipment /Supplies
• Research, purchase and customize software
Design custom forms, security, validation tables, routing
• Integrate third -party systems with Records
Management System
• Purchase hardware and peripherals
• Integrate network, connecting to annex facilities and
MCTs
Contractual Support
• Contract for scanning /processing all hardcopy and
microfiche homicide and archived historical files
• Contract for purge /destruction of processed /archived
files
Training
• Develop training program /materials for trainers and
end users
• Train end users
• Evaluate training
Personnel
• Increase report turnaround time /availability from 72
hours to 48 hours or less
• Achieve a 75% decrease in keyed data entry of crime
reports and arrest reports
• Reduce data entry error rate through internal systems
validation
• Achieve a 75% decrease in hardcopy report distribution
• Reduce walk -in reporting and report requests through
online access to citizens for select crime reporting and
availability of lobby reporting kiosk
Information Systems for
• Conduct in -house post - implementation survey
Criminal Justice System
• Conduct citizen satisfaction survey
• Produce executive summary
Timeline or project plan,
RFP Preparation and distribution Months 1 -6
Product demonstration site visitation Months 1 -6
2009- F1801 -CA -SB Page 25 of 61
Vendor evaluation selection process
Months 1 -6
Procurement
Months 7 -9
System and interface design and analysis
Months 10 -14
Hardware and software installation
Months 10 -14
Form design, training and implementation
Months 10 -14
Develop trainer training ro am materials
Months 10 -14
System and interface testing/validation
Months 15 -18
Beta/acceptance test system
Months 19 -21
Correct refines stem
Months 21 -23
End user training
Month 24
System deployment
Month 25
Launch online citizen reporting
Month 25
Parallel system testing
Months 25 -30
Post-implementation evaluation
Months 31 -32
Scan /process document backlog
Months 32 -34
Conduct in -house post-implementation survey
Month 35
Conduct citizen satisfaction survey
Month 35
Produce executive summary
Month 36
Funding:
Total Allocation: $330,439
PROACT Contribution (10 %)$ 33,044
Administrative Fee (9.0 %) $ 29,740
Funds Retained by City: $267,655
City: Huntington Beach
The City of Huntington Beach proposes to use the 2009 Justice Assistance Grant
funding as follows:
Project ftectives
The Huntington Beach Police Department High Tech Unit is in need of a storage server,
upgrade forensic software and new computers. These are essential equipment to keep the
High Tech Unit up to date for the field and investigation .operations of the department
Personal computers are getting bigger and faster in terms of storage of information. The
unit currently archives their cases to CD or DVD, which is proving inefficient in time and
cost
2009- F1801 -CA -SB Page 26 of 61
We have tested flashlights that are lighter in weight, illuminate brighter and contain energy
efficient batteries. This equipment will better serve the needs of our employees and will
replace the current flashlight being issued.
The Traffic Bureau has sent two officers to the CHP commercial enforcement course. We
have been working on a regular basis, as part of a commercial enforcement task force.
Currently, the vehicle being used lacks updated safety equipment It has no airbags and the
team has no required equipment for commercial enforcement Our commercial
enforcement officers currently rely on .outside agencies for proper equipment and
assistance.
Currently, we have two Total Station Mappers. We have experienced both maintenance
and break -down issues that has left the Traffic Bureau with no measuring device for fatal
collisions or homicide investigations. This new purchase of mapper would provide a back-
up source when the current units are down for maintenance or software problems.
I
Purchase new equipment in an effort to provide more efficient lighting equipment, up to
date computer hardware and software, and safety equipment
Activities..
This equipment can be purchased once funding is allocated pursuant to the grant
conditions. This will allow locally generated revenue to be spent on maintaining essential
services to the community.
9uan0able Performance Measures-
The time and money currently expended on data storage and archiving will be completely
eliminated with the purchase of a new storage server, software and computers.
Reduce the number of times a flashlight is deployed as an impact weapon by 10 %.
The Traffic Bureau continues to support the commercial enforcement task force with the
updated safety equipment
Reduce Officers' time spent at collision scene or shooting crime scene.
Timeline or prrojget plan:
The initial purchase and distribution of equipment will be completed by September 2010.
2009- FI801 -CA -SB Page 27 of 61
Eyndina:
Total Allocation: $197,946
PROACT Contribution: $19,795
Administrative Fee (9 %): $17,815
Funds Retained by City: $160;336
Irvine City:
The City of Irvine, Police Department .proposes to use the 2009 Justice Assistance
Grant funding as follows:
Project Obiectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act, refer to solicitation)
The Irvine Police Department is proposing that we utilize 2009 JAG Recovery funds to
contract with CSP - Victim Assistance Programs to provide a part-time dedicated Family
Violence Victim Advocate. This advocate would report to Investigations supervisory
personnel and would be provided with work space in Public Safety. The objective of this
program would be to improve our overall service to victims. A dedicated victim advocate
would enable us to be more responsive to victim needs and personalize service as
necessary.
Community Service Programs (CSP), inc. - Victim Assistance Programs is a non -profit
organization, designated by the Board of Supervisors as the victim service provider for
Orange County. Victim Assistance Programs is contracted to provide services to the Orange
County District Attorney's Office. In addition, every Orange County law enforcement agency
contracts with Victim Assistance Programs to provide counseling and support to victims of
sexual assault.
Currently, Victim Assistance Programs has subcontracts with Huntington Beach Police
Department and the Orange County Sheriffs Department to provide dedicated Family
Violence Victim Advocates, These advocates work out of these respective police
departments headquarters buildings. Victim Assistance Programs also assigns two
advocates to the Anaheim Family Justice Center, where they collaborate with police
officers, deputy district attorneys and other stakeholders.
In order to provide services which are appropriate to the needs of crime victims, all CSP
Victim Advocates are required to have a Bachelor's Degree or extensive related experience.
The State of California requires each Victim Advocate to complete the training listed below
as specified in Penal Code 13835.10:
Entry Level Victim Advocate Training (40 hours) within one year of employment
Advanced Level Victim Advocate Training . (40 hours) within three years of
employment
2009- F1801 -CA -SB ' Page 28 of 61
CSP Victim Assistance Programs requires the following additional training.
Sexual Assault Counselor Training - Certified by the State of California (48 hours)
Domestic Violence Counselor Training - Certified by the State of California (40
hours)
At least 24 hours of yearly in- service training
A portion of these funds would also be used to create and publish enhanced Victim
Resource Guides /Brochures that will contain valuable information related to victim
services, support and resources.
W.
The specific goals of a dedicated Family Violence Victim Advocate include:
• Enhance our ability to connect victims of family violence, sexual assault and other
violent crimes with timely counseling, resources and referrals.
• Streamline the process to refer victims to advocates.
• Lead and direct the efforts of our dedicated advocate, based on the immediate needs
of our community or individuals.
• Personalize and tailor victim services based on individual needs.
Activities, (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
Crisis Intervention - counseling, reassurance and support immediately following a
crime and in the following days.
Victim Advocate ride -a -longs with Patrol Officers -designed to provide immediate,
on -scene crisis intervention services for victims who have just reported domestic
violence, sexual assault and other violent crime.
• Emergency Assistance -meeting the immediate needs of victims, for example food,
clothing, shelter and /or medical attention.
■ Orientations to the system - explaining the criminal justice system, including
information about individual cases.
• Accompanying victims to court- to provide support and information during court
hearings and trials.
• Property return -assisting in the prompt return of property booked as evidence.
2009 -FI SOI -CA -SB Page 29 of 61
• Restitution assistance — helping victims obtain court- ordered restitution from.
convicted offenders.
■ Filing Victim of Crime State Compensation Claims - assisting the victim and eligible
family members in preparing and submitting application forms to receive funds
from the State Restitution Fund.
■ Temporary Restraining Orders -Assisting victims of domestic violence to obtain
court ordered protection.
Quanttdable Per Measures: (Established by the agency to assess whether grant
objectives are being met)
The Irvine Police Department intends to quantify the success of the program by actively
tracking the following performance measures:
■ .Number of Victim Resource Guides /Brochures distributed,
• Number of victims served by the dedicated advocate, as compared to number of
victims served prior to the dedicated advocate.
■ Amount of restitution secured for our victims, as facilitated by the dedicated
advocate.
• Number of restraining orders obtained for our victims, as facilitated by our
dedicated advocate.
Timeline or proiect plan: (Identifying when the goalsand objectives will be completed)
Goals and objectives of the program are to be completed within one -year of receiving 2009
justice Assistance Grant
The advocate will be tasked with fulfilling the objectives based on the needs of the
community and individual victims.
Total Allocation: $66,563.00
PROACT Contribution: (10 %) $ 6,656.30
Administrative Fee (9.0 %): $5,990.67
Funds Retained by City: $53,916.03
2009- F1801- CA -SB. Page 30 of 61
City: LA HABRA
The City of La Habra proposes to use the 2009 Justice Assistance Grant funding as
follows:
Proiect Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
The La Habra Police Department will purchase and _equip each officer with a ballistic
Helmet and face shield. The La Habra Police Department will purchase and equip each
officer with a taser and carrying equipment
Goal:
The La Habra Police Department will equip each of its police officers with a ballistic safety
helmet with face shield and a taser with carrying equipment to enhance officers' safety
while they prevent and reduce crime and violence.
Activities: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and-economic benefits)
Order and purchase safety equipment in America.
Ouan ' able P,erformance Measures- (Established by the agency to assess whether grant
objectives are being met)
Currently, La Habra Police Officers are not issued their own helmet or terser. Each officer
will receive safety equipment (purchased in America) consisting of a ballistic helmet with
face shield and a taser with carrying equipment
Timeline or i2roiectplan: (identifying when the goals and objectives will be completed)
Upon funding authorization, the safety equipment will be ordered, purchased in America
and issued to each officer as soon as possible and then seek JAG funds for reimbursement
from the County of Orange.
Funding
Total Allocation: $92,079.00
PROACT Contribution: (10.0%): $9,208.00
Administrative Fee (9.0 %): $8,Z87.00
Funds Retained by City: $ 74,584.00
2009- F1801 -CA -SB Page 31 of 61
City: La Palma
The City of La Palma proposes to use the 2009 Justice Assistance Grant funding as
follows:
Proiect Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
The objective of this grant is for the La Palma Police Department to create a part-time
position, titled Police Service Aide (PSA). The scope of work would include performing a
variety of general officer, field and clerical support duties for the police department. This
position would support police department personnel in property control, counter, and
telephone assistance, specializing in the nature of the work provided by the police
department.
..
The goal in creating this new part-time position would be to provide assistance to the
everyday duties within the police department The PSA position would relieve the burden
from police officers, dispatchers and records clerk as they perform their daily duties. The
PSA would help in making the police department more effective, as well as completing
tasks not required of sworn uniform personnel.
This would be creating a new position within the police department, resulting in
stimulating economy, though small in degree, meaningful to the person selected to fill this
position. This position would be in compliance with section 1602 of the Recovery Act,
maximizing our job:creation resulting in an economic benefit within our community.
tivi 'e (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
With the amount of the grant, we will hire one part-time person to be assigned to the
Operations Division. This will be a Police Service Aide position, responsible for daily duties
including but limited to, the following: to perform general officer duties in support of the
police department; represent the department to callers and visitors in a professional and
effective manner; assist the public in filling out forms, answering questions and assist the
public by supplying information on department policies and procedures; establish and
maintain records and control of department property and evidence; transporting vehicles
for service; and, conduct a variety of miscellaneous duties, such as delivery or pick up of
documents and property throughout the county.
Ouant" able Pe ormance Measure. (Established by the agency to assess whether grant
objectives are being met)
The objectives will be measured by the creation of the part-time position of Police Service
Aide. This position will work 20 hours per week, during normal business hours, assisting
2009- F1801 -CA -SB Page 32 of 61
full -time personnel in their daily duties. The Police Service Aide will report directly to the
Watch Commander for daily assignments. The Watch Commanders will provide oral and
written performance evaluations, providing direction as well as feedback regarding if the
objectives are being met.
Timeline or ru affect elan: (identifying when the goals and objectives will be completed)
The expectation is for the position to be filled within the first six months of the fiscal year,
2009 /2010. After a relatively short training period, the department should experience the
anticipated costs and time savings in having the additional part-time position assisting in
the daily operation of the police department
Funding:
Total Allocation: $14,264
PROACT Contribution (10 %) $1,426.40
Administrative Fee (9%): $1,283.76
Funds Retained by City: $11,553.84
"City: LAGUNA BEACH
The City of Laguna Beach proposes to use the 2009 justice Assistance Grant funding
as follows:
eject Okiecti ves (Must be linked to. meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
1) To equip motor officers with the most technologically advanced laser radar devices.
2) To utilize the equipment's measuring capabilities for investigative and civil purposes.
These Lidar units. are capable of complex laser measuring of crime and accident scenes.
The electronic information is stored in the unit and can be downloaded in order to draw a
map of the scene.
3) To lower the amount of collisions resulting from speeding vehicles.
Goa:
The police department currently owns a limited number of antiquated speed monitoring
devices for enforcement purposes. Budgetary constraints have not afforded the
department the opportunity to keep pace with the latest advanced technology available.
Therefore, these devices are nearly twenty years old with just 30% of the capabilities of the
most current speed monitoring units.
2009- F1801 -CA -SB Page 33 of 61
The department's biggest issue, when its officers use this equipment, is that officer time is
commonly spent trying to fix the units. Then they must go to court and waste valuable time
going through the repair records because the accuracy is often challenged. Newer devices
have electronic downloads which produce easy to read summaries on unit activity and
functionality.
As mentioned, these newer units also allow the officers and detectives to map out crime or
accident scenes with pinpoint accuracy. These measurements are downloaded into a
program to produce maps and other documents used for court purposes.
Economic benefits to the community and City are decreased officer time in court, or in the
station trying to fix this old equipment. The officers can be in the field more often and
responding to citizen calls for service.
Another direct economic benefit to the purchase of the equipment is that the advanced
mapping capabilities allow for less time spent on litigation issues. Commonly, the City will
get sued when a major traffic accident occurs. The investigators of these collisions spend
many hours giving depositions, testifying in court and meeting with City attorney's going
over the chain of events. The Lidar units will cut down on this time because of the
advanced laser mapping capabilities.
Activities: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits) .
1) Purchase three new laser Lidar units (approx. $6,000 each + tax)
2) Train the officers and assign a specific unit to the detective division and two to the traffic
unit.
3) Monitor the performance measures for one year in order to determine the economic
benefits.
Quant' able Performance Measures: (Established by the agency to assess whether grant.
objectives are being met)
The performance measures for this grant are:
1) Decrease in expenditures associated with the repair and maintenance of the antiquated
speed monitoring devices.
2) After all field officers have been trained and equipped with new Lidar devices; an
assessment of officer activity versus accident ratio will begin.
3) Litigation expenses will be tracked (as outlined in the goal. area).
Timeline orproiect plan: (Identifying when the goals and objectives will be completed)
2009- FI801 -CA -SB Page 34 of 61
1) Upon receipt of the funding, the Ltdar units will be purchased
2) Staff will be trained upon receipt of the equipment
3) Performance measures will be tracked for the twelve month period following the
expenditure.
ri 'n :
Total Allocation: $22,505.00
PROACT Contribution: $2,250.50
Administrative Fee (9"/0): $ 2,025:45
Funds Retained by City: $18,229.05
Laguna Hills City:
The City of Laguna Hills proposes to use the 2009 Justice Assistance Grant funding as
follows:
Project Objectives (Must be linked to meaningful and measurable outcomes consistent
with the goals of the Recovery Act; refer to solicitation)
Objective 1: The objective of these funds will be to improve communications for Field
Operations Personnel, especially in times of disaster, both man -made and natural. The
improvements will be accomplished through the purchase of pac -set radios, chargers and
EarPro earpieces.
Objective 2: Field Operations Personnel will be sent to California AO.S T. certified /mandated
training relating directly to their professional development and continuing education.
Goal:
Goal 1: Improve communications capabilities of Field Operations Personnel during disaster
situations.
Goal 2: Provide training to Field Operations Personnel in order to meet training requirements
and provide continued prafessional training.
Activities: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
Immediately order, through Motorola, the radios; batteries and chargers for purchase and
delivery to the City of Laguna Hills Police Services. Purchase of these radios will be completed
with a dealer located in California and will provide needed capital to the economy of this
state.
2009- F1801 -CA -SB Page 35 of 61
Purchase through Surefire (a Southern California based company), 30 EarPro earpieces (for
each member of Field Operations including Investigators) to be delivered to the City upon
completion of purchase order. Again; a needed influx of capital into the state's economy.
Assign personnel to training fuhlling educational requirements of -the Law Enforcement
Profession.
Quan (table Performance Measures: (Established by the agency to assess whether grant
objectives are being met)
Determine whether or not the City has received the Pac Set radios, chargers and batteries
from Motorola and making the radios available to Field Operations Personnel
Determine whether or not the City has received the EarPro earpieces from Surefire and
assigned them to Field Operations Personnel.
Determine how many Field Operations Personnel have been sent to training and what the
training consisted of.
Timeline or prRject plan: (Identifying when the goals and objectives will be completed)
Goals to be completed by the end of the -Calendaryear 2009.
un .
Total Allocation: $24,565
PROACT Contribution: $0
Administrative Fee (9 %): $2,210.85
Funds Retained by City: $22,354.15
City: Laguna Niguel
The City of Laguna Niguel proposes to use the 2009 Justice Assistance Grant (JAG)
funding as follows:
Project objectives:
Project Objective #1 is to purchase (4) binocular style state of the art Lidars for speed
enforcement We will provide one Lidar for each of the.City's three motor deputies and one
Lidar that will be shared between our two traffic unit deputies. Motor and traffic deputies
will possess the best equipment available to conduct speed enforcement while existing
speed enforcement equipment can be used by trained patrol deputies.
2009 -FI S01 -CA -SB Page.36 of 61 ...
Pro' Ject Objective # 2 is to purchase approximately (4) visual displays and supplemental
learning materials for our-drug education program. These visual aids and materials will be
used to illustrate the detrimental effects of various types of drug use. Our objective is to
use these displays to create a learning environment that is interesting and thought
provoking to the students being taught and will hopefully prevent future drug use.
Project Objective # 3 is to purchase (3) additional police patrol bicycles which will be
added to the city's current fleet The purchase of these bicycles will allow us to add an
additional two deputies to the current team of four deputies and one sergeant Two of our
older bicycles (lack shock absorbers) will be replaced for patrols, but still will be used for
training purposes. Our objective is to provide the new patrol bicycles to our current bike
team which will be deployed typically at city events and expanded elsewhere as needed.
Use of the new patrol bicycles should allow bike patrol deputies to have fewer mechanical
breakdowns. We also would like to deploy these bike patrol teams for higher visibility and
greater access to areas where there are crowds and there is limited access for police units.
Project Objective #4 is to purchase portable, battery powered, high resolution, covert
camera systems to be used in monitoring areas of high criminal activity such as: graffiti,
vandalism, thefts from vehicles, and vehicles burglaries. Our objective is to use the
surveillance cameras as way of proactively trying to apprehend criminal offenders who
target certain areas of the city. Specific crimes that will be concentrated on (but are not
limited to) will be graffiti, vandalism, thefts from vehicles, and vehicle burglaries.
Goaj
The Goals for the projects are as follows:
1) The goal for project #1 is to reduce the number of speed related accidents in the city and
increase the traffic index rating.
2) The goal for project #2 is to enhance the drug education program for school children
who reside in the City of Laguna Niguel.
3) The goal for project #3 is to provide for higher visibility and better patrol access
capabilities by using /increasing bicycle-patrols.
4) The goal of project #4 is a greater apprehension rate of targeted criminal offenders.
gptivftfes: All of the project objectives involve the purchasing of new equipment which will
increase the overall effectiveness of our current law enforcement activities and drug
education program, The equipment purchases will be items that can be put to use
immediately (with the possible exception of drug education materials as these items will
most likely be delivered during the summer break from school). A great effort will be made
to purchase equipment items only from American companies that manufacture the
equipment items desired. This will infuse some needed capital into the American economy
and will keep employees of American manufacturing companies employed. It will help
American businesses to maintain status quo during tough economic times or possibly even
expand. Local businesses in the City of Laguna Niguel will also be researched and given
preference for equipment purchases to help the local economy of the city.
2009- FI801 -CA -SB Page 37 of 61
Quantffiablg Performance Measures
Project #1: Lidar speed enforcement equipment
Measure: The traffic enforcement index number will be examined for the City of Laguna
Niguel and will be checked monthly using the statistical data provided by the City. An
annual rise of 1 -2 % points in the annual enforcement index would be desirable. The use of
this new equipment by the deputies in the field will likely allow the employees of the
manufacturing company to stay in their current positions. The three motor deputies and
two traffic deputies will maintain their current positions as long as traffic enforcement is
conducted effectively. Using this new state -of -the-art equipment will help them conduct
their enforcement more effectively.
Project #2: Visual displays /materials for drug education program
Measure: The school drug education deputy will compile a quarterly report reflecting on
comments and feedback from the school children regarding the displays /materials used in
the course of study. The use of the visual display equipment will likely allow employees of
the manufacturing company stay in their current positions. The use of the display
equipment by the school drug education deputy will enhance the program effectiveness by
making it more appealing for students and will hopefully preserve the drug education
deputy's. position in the future as parental demand for the program stays intact or
hopefully increases.
Project #3: Police Patrol Bicycles
Measure: Deploy increased bicycle patrols in the city and monitor citizen feedback of
bicycle patrols. Keep track of statistics related to'the patrols including: 1) Arrests 2)
Citations and 3) Citizen contacts. Additional training for the projected two new bike patrol
deputies needed will likely preserve the positions of the bike team trainers. The deputies
that participate in the bike patrol will have advanced training which will increase their
overall value to the department and should preserve their positions at a time when patrol
positions are being considered for cuts. If their positions should be cut, their future
employment opportunities should be enhanced by the training and experience in using the
equipment
Project #4: Deploy camera systems in targeted areas in the city where there are
known patterns of criminal activity.
Measure: Monitor the number of arrests and cases solved in conjunction with the system
as well as filings and convictions for identified crimes. Look at numbers of specific targeted
crimes before and after deployment of the camera system and examine possible deterrent
effects. The use of this equipment will likely preserve the positions of the employees of the
manufacturing companies who designed, constructed, marketed, and sold the purchased
equipment items. Investigators using this portable surveillance equipment will hopefully
increase their effectiveness at operating this equipment, but also increase their
effectiveness in solving /prosecuting crimes which ultimately will help preserve their
positions in the future. .
2004- F1801 -CA -SB Page 38 of 61
Timeline or poled plan: Once funding is obtained from the JAG grant program,
equipment items identified will be purchased after a final cost.comparison is made. We
expect that the orders will be made for all products listed within 2 weeks to a month of
receipt of the grant award. These equipment items will be deployed and put to use soon
after they are delivered and monitoring of these items is expected. to begin with two
months of receipt of the funding provided. Every effort will be made to purchase products
that are manufactured in the United States. Distributors /Businesses that offer some of the
selected equipment items located in the City of Laguna Niguel will also be given preference.
Quarterly reports on the use of the equipment and the effectiveness of the projects will be
evaluated and submitted.
Fundingi
Total Allocation: $25,833
PROACT Contribution (100/6):2,583.30
Administrative Fee (9 %): $2,324.97
Funds Retained by City: $20,924.73
City: Lake Forest
The City of Lake Forest proposes to use the 2009 Justice Assistance Grant funding as
follows:
Proiect Objectives
The purpose of Lake Forest's intelligence -led Policing and Preparedness Program is the
reduction of criminal activity and injury traffic collisions through the use of a crime
analysis and mapping software program. This program provides law enforcement
management with timely data which allows them to most effectively deploy departmental
resources. This effective use of resources is intended to deter and prevent various forms of
criminal activity and injury traffic collisions through the use _of effective personal
deployment, directed - enforcement operations, saturation patrols, and undercover
operations in support of this program's goals.
Goa
Lake Forest Police Services, personnel will use crime mapping software and emergency
planning software in conjunction with intelligence -based mapping information on known
criminals to monitor and respond to crime trends and patterns. In addition, this
information will be used to make daily deployment decisions in order to maximize the .
effectiveness of personnel. Use the predictive components of the_ software to take
preventative measures that directly affect crime trends and the quality of life for the
citizens of Lake Forest as well as emergency and tactical planning for law enforcement
response to businesses and other high profile targets within the city.
2009- F1801 -CA -SB Page 39 of 61
Activities.,
The implementation of this program includes the provision of useful data to investigators
by allowing a query for incidents within a particular geographic area, the ability to filter
crime statistics and identify occurrences by category, and create density maps allowing
management to .focus deployment in the affected areas. In addition, Lake Forest's
Terrorism Liaison Officers will develop and. implement emergency /tactical plans for
businesses, schools, and other targets to enhance our emergency response.
QuantiRable Performance Measures:
The intended result of the Intelligence -led Policing and Preparedness Program is the
reduction of criminal activity and injury traffic collisions by using the data generated by
deploying personnel and addressing crimes trends. Through deployment techniques
developed through the analysis of the collected data, there is an intended reduction in the
occurrences of criminal activity as well as injury traffic collisions. A desired outcome for
emergency response planning is the preparation of plans for identified high - profile targets
of crime or terrorists threats.
Timeline or prQject plan: (identifying when the goals and objectives will be completed)
July 2009 - Purchase, install and train Lake Forest Police Services personnel on the
Intelligence -led Policing and Preparedness Program.
August 2009 through June 2010 - Implement the procedures of the Intelligence -led Policing
and Preparedness Program and effectively utilize the information provided by the program
to reduce criminal activity.
Funding.,
Total Allocation: $49,288
PROACT Contribution: $4,929
Administrative Fee (9.0 %): $4,436
Funds Retained by City: $39,923
City: Los Alamitos
The City of Los Alamitos proposes to use the 2009 justice Assistance Grant funding as
follows:
Project Objectives. (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act, refer to solicitation)
This grant will provide funding for the Police Department to preserve part -time frontline
police services which, due to the city's mandatory budget reductions, were reduced at mid -
year. The FY2008/09 police budget for part -time personnel was reduced by $42,980
(approximately, 1.32 FTE), severely impacting service levels in patrol, investigations and
2009- F1801 -CA -SB Page 40 of 61
support functions. This funding will lessen the impact of other budget reductions in the
department by re- establishing and ensuring appropriate service levels in these areas.
.Goal:
The goal of this program is to enhance security within the community by:
1. Maintaining response times;
2. Augmenting patrol and special events with additional patrol. officers
3. Providing timely investigative follow -up; and,
4. Ensuring the integrity of the reporting process and sustaining up -to -date
records management.
Activities (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
Reinstatement of personnel to:
1. Augment the patrol function;
2. Investigate fraud cases and paper crimes; and,
3. Provide efficient and timely service to residents and victims of crime
Duan ' able per/ormance Measures (Established by the agency to assess whether grant
objectives are being met)
Increase part -time hours by .33 to .43 FTE (Full -time Equivalent) to be distributed as
follows:
1. Increase hours for Reserve Officers assigned to patrol by 260 to 446 /year.
2.. Increase hours for part-time investigator up to 260 /year.
3. Increase hours for part-time police service aide up to 285 /year.
Timeline or pQiect plan: (Identifying when the goals and objectives will be completed)
The reinstatement of these hours and services will be in effect for fiscal year 2009 -10.
ndin
Total Allocation: $13,313
OROACT Contribution: $1,331
Administrative Fee (9.0 %): $1,198
Funds Retained by City: $10,784
2009- F1801 -CA -SB Page 41 of 61
City: Mission Viejo
The City of Mission Viejo proposes to use the 2009 justice Assistance Grant QAG)
funding as follows:
Project Objectives:
Project Objective #1 is to purchase (1) new Police Cruiser for undercover surveillance
and covert investigative work. This Police Cruiser will be utilized by investigators to
conduct surveillance, track and observe possible suspect(s), gather vital information on
individuals involved in criminal activity, vehicles used by these individuals, potential
hideouts, and to ascertain methods and habits of those involved in criminal activity. Our
objective is to facilitate effective covert investigations by utilizing this cruiser to enhance
the observation ability of investigators while maintaining the integrity of the investigation
and providing for adequate officer safety.
Project Objective # 2 is to utilize remaining funds left over from the purchase of the
undercover vehicle (Objective #1) toward funding of additional overtime staffing. Our
objective is to utilize this additional staffing for pro-active enforcement techniques when
appropriate in areas affected by criminal activity in order to increase arrests and reduce
crime that is a product of the current economic downturn. Additionally, our objective
through these patrols is to strive to prevent and reduce the occurrence of crime in
commercial and residential areas in an effort to foster an atmosphere of job creation and
positive economic growth.
Goals:
The Goals for the projects are as follows:
1) The goal for project #1 is to enhance the ability of investigators to solve crimes, conduct
covert investigations, and apprehend suspect(s) through the use of a police cruiser.
2) The goal for project #2 is to increase arrests and reduce / prevent crime in areas
negatively affected by criminal activity through the use of additional pro- active
enforcement personnel on overtime.
Activiifes: Our project objectives involve the purchasing of a new police cruiser and
staffing additional pro- active law enforcement personnel. The vehicle (when purchased)
can be put to use immediately. The purchase of the new vehicle will help to stimulate the
economy. Enforcement personnel for pro- active patrols are readily available and can be
utilized immediately.
Project #1: Police Cruiser
Measure: The number of burglaries and thefts in the city will be tracked and analyzed for
trends. Investigators will target areas both residential and commercial that are
experiencing an increase in reported property crimes. The number of cases cleared by
arrest and the amount of stolen property recovered in these crimes will be tracked to
2009- F1801 -CA -SB Page 42 of 61
determine and insure that the use of the undercover vehicle is an asset to investigators and
is being utilized in the most effective manner. Additionally, the number of burglaries, thefts'
and petty crimes will be tracked to determine if they are decreasing
Project #2: Additional enforcement personnel staffing to reduce / prevent crime
Measure: The utilization of additional pro - active enforcement personnel in crime affected
areas will augment investigators as they work to prevent and reduce instances of
burglaries, thefts and other related crimes. The reduction in these crimes will serve as a
measure for the success of the additional patrols.
Timefine or pro!ggplAaa: Once funding is obtained from the JAG grant program, the
appropriate vehicle will be purchased after a final cost comparison is made. We expect that
the order will be made for the vehicle within a month of receipt of the grant award. The
vehicle.will be deployed and put to use soon after it is delivered. The vehicle purchase will
help to stimulate the U.S. economy.
Total Allocation; $41,523
PROACT Contribution; (10 %) $4,152
Administrative Fee (9 %) $3737
Funds Retained by City: $33,634
City: Newport Beach
The City of Newport Beach proposes to use the 2009 Justice Assistance Grant funding
as follows:
Project Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
This grant will insure our agency is able to seamlessly maintain our Crime Prevention
services to our Community, despite mandatory budgetary reductions. This will include
crime prevention education to our residential and business communities, Neighborhood
Watch groups, and school programs.
The goal of the program is to maintain a highly visible program dedicated to 1) Preventing
Crime, 2) Disseminating correct and realistic information about criminal activity and crime
prevention, and 3) Enhancing the perception of security within the community.
2009- F1801 -CA -SB Page 43 of 61.
Activities, (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
Conduct Neighborhood watch meetings, crime prevention meetings and the distribution of
community crime alert bulletins to keep the community informed of current crime trends
in an effort to better prepare the Community to take crime prevention measures.
Duan &bie Performance Measures. (Established by the agency to assess whether grant
objectives are being met)
Conduct six Neighborhood Watch meetings, Six Crime Prevention meetings, and three
Community Crime Alert distributions. Assist with the presentation of an. annual "Keep
Your Teen Safe" community program offered in conjunction with the Newport Mesa Unified
School District. .
Timeline or pcQiect plan: (Identifying when the goals and objectives will be completed)
This Crime Prevention. Specialist position will be continually funded throughout the life of
the grant
Total Allocation: $67;197.00
PROACT Contribution: $ 6,719.70
Administrative Fee (9 %): $ 6,047.73
Funds Retained by City: $54,429.57
City: City of Orange
The City of Orange proposes to use the 2009 justice Assistance Grant funding as
follows:
Project Objectives (Must be linked to meaningful and measurable outcomes consistent
with the goals of the Recovery Act, refer to solicitation)
Digital Information Management &.2tem: The cost of this system is approximately
$54,000.00. The implementation of this project will enhance our ability to acquire and
adequately and securely store digital evidence related to crime.
Video Production Si tem: The cost of this system is approximately $15,000.00. The Police
Department is required to provide State - mandated levels of training to its employees This is
currently done in a traditional classroom format where the instructors are required to teach
the same material repeatedly to different groups of employees Officers are taken out of
service to attend training sessions. This proposal will allow instructors to present their
material via digital video that can reside on our computer network and be viewed at the
2009- F1801 -CA -SB . ' Page 44 of 61 .
employees' convenience. The system will also provide the avenue to publish public service
announcements related to crime trends and other safety-related issues.
Night Vision R' a Scone: The cost of this equipment is $11,500.00. S.WA.T. team is not
currently equipped with night vision capability for the sniper /recon team. The lack of night
vision capability increases the risk to both the officers and the public. This product will
enhance our and the public's safety.
Emergeev Operations Center COQ Sound System: The cost of this equipment is
approximately $8,250.00. in its current configuration, the EOC does not have a sound system
for anyone addressing those working in the EOC during activation. It is dii (cult for those
needing to address the room in a manner that can be easily heard and understood. This
creates challenges for those trying to manage large -scale city emergencies. A sound system
will enhance communication within the EOC. The EOC is also used for training and Police
Department and community meetings. A sound system will significantly enhance its
usefulness for these other activities as well,
PROACT: The department understands that its required allocation to PROACT is $12,504.00.
We would like to allocate the remaining $12,536.00 ofourJAG funds to PROACT in addition to
the required $IZ,504.00, bringing our allocation to $25,040.00 for this worthwhile resource.
Goal:
With the exception of the additional PROACT allocation, the goal in all of these proposals is to
enhance our economic efficiency and public service through new and innovative technology -
related projects. These projects . will improve the level of service provided by the department.
either through a more efficient use of resources or by enhancing safety. Ourgoal is to always
provide the very best and most efficient law enforcement services to the citizens of Orange.
/activities: (which can be started and. completed expeditiously, and in a manner that
maximizes job creation and economic. benefits)
In all of the projects outlined above, we have already researched appropriate vendors. and
equipment decreasing the amount of time needed to begin the projects. Equipment items can
be acquired relatively quickly and. activities such as video training, PSAs and digital evidence
storage can begin. almost immediately after delivery. The EOC project will be put to use
shortly after the equipment is delivered and installed for various meetings and training
sessions with the public. The night vision equipment will be used in training once acquired
and as needed thereafter.
Oudntifiabie Pe or►nance Measures (Established by the agency to assess whether grant
objectives are being met)
It is difficult to quantify' the use of some of the products. The quantifiable measures for the
Digital information Management System will be the volume of evidence stored and its
security. The EOC sound system can be measured in terms of the number of meetings, training
sessions and activations in which the system is used. The video production project can be
measured in two meaningful ways; the number of training classes and PSAs that are produced
and the number of hours of training that is completed without the need of adjusting employee
2009- F1801- CA -S13 Page 45 of 61
schedules and without the use of overtime. There is no tangible means of measuring the
performance of the night vision equipment other than tracking its use.
Tjmgline or project Vkn., (Identifying when the goals and objectives will be completed)
Once the funds are received and made available through the City's normal approval process, it
is anticipated that equipment can be identified and ordered within.one month. Once the
equipment is delivered and installed, it will be put to use immediately. Since the goals and
objectives are perpetual in nature, results will be seen upon implementation and continue
throughout the life of the products.
Funding,
Total Allocation: $125,044
PROACT Contribution: $25,040
Administrative Fee (10.0 0/6): $11,254
Funds Retained by City: $88,750
City: PLACENTIA
The City of . PLACENTIA proposes to use the 2009 justice Assistance Grant funding
as follows:
Project Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
The Placentia Police Department is committed to traffic safety for the betterment of those
that live, work and travel through this city. To that end, we are dedicated to enhancing our
Traffic Safety Program by increasing our current staffing levels to a point where there is at
least two (2) motor officers on each day of the week. Currently, there are two (2) full -time
motor officers, one (1) commercial enforcement officer, and one (1) traffic officer that
cover five days a week. Our objective is to create three (3) part -time motor officer
positions that work approximately twenty (20) hours per week to augment the current full -
time staff with enforcement duties. To support these city- created positions, IAG fun
motor Vcles for use by the part-time motor officers. The primary purpose for these part=
time positions would be for active enforcement of traffic laws and to patrol areas that have
an increased identified traffic problem.
Goal.
1. By the end of the first quarter (12/31/09), the department will hire or have in
process to hire three (3) part-time police officers for the position of Traffic Motor
Officer,
2009 -F]801-CA -SB Page 46 of 61
2. By the end of the first quarter (12/31/09), the department will have trained or have
scheduled dates of training for the part-time Traffic Motor Officer positions.
3. Upon completion of hiring and training of these part-time officers, a schedule matrix
will be completed to enhance staffing levels in quarterly increments.
4.. By the end of the first quarter (12/31/09), the department will have bids for the
acquisition of two (2) Honda ST1300P5 police motorcycles and required emergency
equipment.
5. By the end of the first quarter (12/31/09), the department will have bids for the
purchase and installment of two (2) Motorola police radios.
6. To reduce the number of persons injured in traffic collisions.
7. To reduce the number of hit & run injury collisions.
8 To reduce the total number of traffic collisions.
Activities: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
Beginning in July / 2009 and with the new fiscal year, the department will have had three
(3) new part-time Traffic Motor Officer positions approved by City Council to enhance the
department's Traffic Safety Program. Immediately thereafter, the Personnel /Training
manager will implement a schedule to receive applications and process the applicants
expeditiously so that the positions can be filled before the end of the first quarter.
Potential bidders for the new equipment will be sought and a bid process completed as
soon as practical. Quotes will include expected delivery dates for the equipment and a
timeline will be created to show progress on an anticipated date for implementation of the
police motorcycles.
Upon completing the hiring process, newly appointed part-time motor officers will
complete in- house training and qualification for deployment. The two new assigned
motorcycles will be shared between the three officers during their respective shifts.
Part -time motor officers will be deployed to areas identified as having a higher collision
rate and conduct enforcement for violations that directly correlate to primary collision
factors.
Part -time motor officers will be deployed to local schools (elementary, junior and senior
highs) to conduct enforcement for school zone violations involving speeding, crosswalks,
right -of -way,. and crossing guard violations.
Part-time motor officers will be deployed in conjunction with the radar trailer to work
enforcement concurrent with education activities. Locations would.be determined based
on collisions in the general vicinity, identified areas by officers or citizens, and complaints
from the public.
2009- FI801 -CA -SB Page 47 of 61
Quantifiable Performance Measures: (Established by the agency to assess whether grant
objectives are being met)
To properly measure the performance of the program, tasks and /or activities are
undertaken during the grant period and statistics are maintained to ensure the stated goals
are being achieved.
1. The Traffic Bureau will track.monthly statistics that include total collisions, injury
collisions, and hit /run collisions.
2. Locations for enforcement, hours worked and issued citations will be tracked
monthly to determine effectiveness of enforcement
3. Monthly officer logs indicating the amount of hours /days worked and. total citations
issued per day will be maintained.
4. Radar trailer logs will be maintained for location, direction, and total hours for each
street deployed.
5.. The police department will reduce injury traffic collisions 5% by the end of the
second quarter (3/31/10) and an additional 5% by the end of the fourth quarter
(9/30/10).
6. The police department will reduce hit & run traffic collisions 5% by the end of the
second quarter (3/31/10) and an additional 5% by the end of the fourth quarter
(9/30/10).
7. The police department will reduce the total number of traffic collisions.by. 10% by
the end of the fourth quarter (9/3.0/10).
Timeline or pMiectplan: (Identifying when the goals and objectives will be completed)
Once the three new part-time motor officer positions are approved by City Council and the
City Administrator, the Police Department will commence the application and interview,
process for potential candidates. Concurrently, the Police Department will seek bids for the
new motorcycles that will be assigned to the Traffic Bureau for deployment
After the new part -time officers have completed the hiring process they will complete in-
house motorcycle training updates prior to deployment
During the first quarter, statistics in the aforementioned categories will be obtained for
baseline figures and monitored monthly and quarterly for progress.
Total Allocation: $50,556.00
PROACT Contribution: (10 %) $5,056.00
Administrative Fee (9 %): $4,550.94
Funds Retained by City: $40,949.06
2009- F1801 -CA -SB Page 48 of 61
City: Rancho Santa Margarita
The City of Rancho Santa Margarita proposes to use the 2009 Justice Assistance
Grant funding as follows:
PrQiect Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
• Enhance public safety through improvements in traffic collision investigation.
• Reduce liability through improvements in recording officer -citizen contacts.
Goat:
• Provide traffic collision investigation software and training for all Traffic Deputies and
Community Service Officers.
• Provide high quality digital voice recorders for both Motorcycle Officers and
Community Service Officers.
ti ' ' : (which can be started and completed expeditiously,, and in a manner that
maximizes job creation and economic benefits)
• Purchase a traffic collision investigation computer program with 4 site licenses.
Provide on -site training in the use of the program for all users.
• Purchase 6 digital voice recorders for issue to Motorcycle Officers and Community
Service Officers.
Qyant&bfe Performai ce Measures: (Established by the agency to assess whether grant
objectives are being met)
• Types of equipment purchased with JAG dollars during the reporting period.
• Number of hours of training provided to criminal justice staff.
• Percent of criminal justice. staff who exhibited an increase in knowledge during the
reporting period.
77meline or project plan: (Identifying when the goals and objectives will be completed)
• Purchase of software to be completed by September 30, 2009. All training to be
completed no later than December 31, 2009.
• Purchase of digital recorders and issued to officers to be completed by September 30,
2009.
Fun in :
Total Allocation: $15,373
PROACT Contribution $ 0
Administrative Fee (9 0/o): $1,383.57
Funds Retained by City: $13,989.43
2009- F1801 -CA -SB Page 49 of 61
City: San Clemente
The City of San Clemente proposes to.use the 2009 justice Assistance Grant funding
as follows:
Project Objectives:
1. Community Policing. Deputy(s) salary or overtime to patrol city parks and skate
park to monitor activities and violations occurring in the parks. This would be a
new project for police services as we currently do not have a deputy or specialty
team that enforces violations in the many city parks and skate park.
2. Training. Advanced Weapons training for the CIRT (Critical Incident Response
Team) deputies assigned to San Clemente. These deputies currently qualify with
their CIRT weapons once a month, however advanced training would enhance their
abilities with the weapons.
3. Enhanced Video Surveillance Systems. This system would be used by the local
investigators assigned to San Clemente: The Ocean System dTective is an elaborate
video enhancement system used to enhance video, audio, and image clarification in
video surveillance tapes collected as evidence.
4. Computer System and Digital Cameras. Police Services would like to purchase
digital cameras for use by the field Community Services Officers, Retired Senior
Volunteer Patrol, and patrol deputies to collect traffic accident photos and parking
enforcement photos. The photos would then be stored on a computer system for
use by the city and police services.
fig-all-
The goal of implementing these objectives is to enhance police services with programs and
equipment that would not be possible without the JAG grant funds. Community policing in
the parks will enhance the safety of citizens spending time there as well as decrease
municipal code violations, drug activity and acts of vandalism occurring in the parks.
Additional training and equipment will better the skills and abilities of the personnel
assigned to the city.
Activities:
Deploy deputy(s) to park enforcement for violations and interaction with the citizens and
families spending time there. Schedule weapons training and purchase specialty equipment
to better equip the personnel at San Clemente Police Services to investigate and assist the
city and community.
Ouantifiable Performance Measures,
Enforcement in the city parks and skate park, assigned by the patrol sergeants during
spring break and summer months when attendance is at its highest. Schedule a one -day
advanced weapons course for all CIRT deputies at San Clemente. Purchase specialty
equipment and implement its use when funds are available.
2009- FI801 -CA -SB Page 50 of 61
Timeline or Project Plan:
When grant funds-are released to the City, the equipment will be purchased, employees
trained and use of the items will begin. As park enforcement is needed and community
policing events are planned, deputies will be assigned to a schedule to specifically patrol
the parks for enforcement.
FundinW.
Total Allocation: $39,779
PROACT Contribution: $3978
Administrative Fee: $3581
.Funds Retained by City: $32,220
San Juan Capistrano City:
The City of San Juan Capistrano proposes to use the 2009 Justice Assistance Grant
funding as follows:
ProlectQWdtives .
Maintain community preservation against crime in highly visible areas during troubled
economic times.
Objective #1: Decrease graffiti and vandalism to vacant businesses within
our business and roadway areas. (To prevent visual and perceived deterioration
of city, prevent loss in property values, maintain customer safety and attraction to
business areas.)
- Institute a combination of high visibility bike and foot patrol within our business
and transportation corridors to prevent and deter criminal activity.
- Institute directed enforcement for covert surveillance on frequently vandalized
locations.
• Objective #2: Decrease vandalism, illegal dumping, and vehicle trespassing
within vacant city locations and undeveloped lands. (To prevent crimes in
remote, vacated, and economically depressed construction locations and highly
visible locations, which are currently economically depressed.)
- Institute covert surveillance to prevent crimes during evening hours at abandoned
and undeveloped construction sites.
- institute proactive and highly visible open space patrols in city parks to deter
crime.
Reduce reported incidents and arrest violators of vandalism, trespassing, and graffiti
in economically challenged areas, transportation locations, and undeveloped and /or
abandoned development sites.
2009- F1801 -CA -SB Page 51 of 61
Acl'fyides: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
• Target trends of noted crimes by analysis.
• Capture, catalog, and maintain photographic evidence of graffiti and vandalism.
• Rapidly deploy enhanced law enforcement manpower on an overtime basis for
surveillance against targeted crimes.
• Deploy law enforcement off -road and foot patrols in targeted areas (business,
transportation and open space- development areas.
Quan ' able Performance Measures #1 and U: (Established by the agency to assess
whether grant objectives are being met)
Maintain statistics of enforcement in targeted areas to provide the following measures:
• Percent change in number of arrests for vandalism, trespassing, and petty.crimes in
targeted areas. Demonstrate an increase in the apprehension of violators in
targeted areas for specific crimes which afflict the economic vitality.
• Percent change in calls for service within the target area for nuisance crimes.
Realize a. decrease in reported calls for service in the targeted business community
and targeted economically depressed open spaces.
• Observe a quantified increase of documented graffiti/vandalism cataloged and a
decreased victimization of vandalism. Enhance the monitoring of vandalism /graffiti
and realize a decrease in.reported incidents.
Time line or project elan: (Identifying when the goals and objectives will be completed)
The project plan will be on- going, and deployed rapidly to assist economic vitality and
stimulate business areas. A timeline of one -year for the deployment is requested.
Funding:
Total Allocation: $27,735
PROACT Contribution (10 %): $2,773.50
Administrative Fee (9 0/6): $2,496.15
Funds Retained by City; $22,465.35
2009- F1801 -CA -SB Page.52 of 61.
Santa Ana City:
The City of Santa Ana proposes to use the 2009 Justice Assistance Grant funding as
follows:
Project Objectives:
The City of Santa Ana is the county seat and the largest and most densely populated
municipality in Orange County. Its residents are overwhelmingly Latino and its population
is the youngest of any city of its size in the nation with a median average age of 26.1 years,
Census data reports 14.1% of all families and 16.5% of all individuals are at or below the
poverty level as compared to the national averages of 9.8% and 13.3%. The housing
foreclosure rate is 6.52 %, compared to the national average of 1.84% and the State of
California's Average of 3.47 %. Unemployment in January 2008 was 7.2 %, and in January
2009 it is 12.0%. During the last decade the City made great strides in reducing crime and
disorder in the community through collaborative community partnerships, technological
advancements (including crime analysis) and carefully targeted enforcement efforts.
However, the City has disproportionally suffered the consequences of the current recession
and 'has been forced to make draconian cuts to its current and future budgets, thus
significantly reducing the number of sworn officers. There are fewer officers now than in
1901 and budget deficits will further reduce their ranks as early as this year. Due to the
current recession and financial crisis the gains from the last decade are In jeopardy and the
well being of the community is threatened. The Department employs 1.02 officers per
1,000 population which is dmmaticajjy below state and national averages. This ratio is
based on 42 unfunded sworn officer positions, more than 10% of total strength. Crime, .
which had been on a steady long -term downward trend, is rising in many categories.
Through the use of grant funding the City of Santa Ana will hire two full time sworn police
officers. These officers will be deployed directly into front line law enforcement positions
and will be funded for the three year grant period.
Goals:
1. Hire two sworn police officers for direct deployment to front line law enforcement
positions
2. Focus the unencumbered time activities of the deployed sworn officers on specific areas
or hot spots identified through crime analysis and investigative units in the department,
as well as allied local, state and federal agencies.
3. Ensure that all operational efforts are coordinated with existing taskforces and
operational units, including Crime Analysis, Forensics, Firearms and Gang Units.
Activities:
Upon funding the Santa Ana Police Department will immediately begin.the hiring process
to fill these positions. The Department currently has a waiting list of 38 candidates that
2009- P1801 -CA -SB Page 53 of 61
have passed all testing components and are awaiting hiring. Based on this candidate list,
the Department would be in a.position to immediately fill vacancies with qualified
candidates, thus remaining consistent with the Recovery Act
Quantifiable Performance Measures:
Grant performance will be measured through prompt hiring and deployment of 2 sworn
police officers to front line law enforcement positions.
Time Line:
Month 1- Hire Candidates
Month 2 - Begin new hire training
Month 3 - Retain new hires for duration of grant and beyond
Funding:
Total Grant Allocation: $917,620.00
PROACT Contribution: $91,760.00
Administrative Fee (9 %): $82,586.00
Funds Retained by City:. $74M,274.00
Seal Beach City:
The City of Seal Beach proposes to use the 2009 justice Assistance Grant funding as
follows:
Prgiei ct OBiectives (Must be linked to meaninghil and measurable outcomes consistent with
the goals of the Recovery Act, refer to solicitation)
The City of Seal Beach Police Department will use JAG funds for training, personnel and
equipment The City of Seal Beach will purchase crime analysis software and hardware
including computer, monitor, and large format printer. Training personnel in the use of the
new crime analysis software and personnel costs associated with the training.
.,
The goal Is to provide the City of Seal Beach with crime analysis hardware, software and
the appropriate training to develop as close to `real time" crime analysis as possible.. This
information will help reduce crime in the community and provide staff with better
efficiency to do their jobs.
Activities: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
2009- F1801 -CA -SB Page 54 of 61
The purchase of equipment and training can be completed in an expeditious manner.
Qanyfiiable Performance Measures, • (Established by the agency to assess whether grant
objectives are being met)
The City of Seal Beach Police Department currently does not have dedicated crime analysis
software or hardware and crime analysis is not currently done in a timely fashion. The City
will use a standard of "real time" crime analysis as an indicator if the hardware, software
and training are meeting grant objectives by showing improved efficiency. This will be
accomplished through the use of JAG funds.
Timeline or 2Lpj]%t plan: (identifying when the goals and objectives will be completed)
From the time of funding the goal of the City of Seal Beach will be to purchase the
equipment within two months, training within five months and be operational within 6
months.
Total Allocation: $19,177
PROACT Contribution: $1745
Administrative Fee (9 %): $1726
Funds Retained by City: $15,706
City: Stanton
The City of St@nton proposes to use the 2009 Justice Assistance Grant funding as
"follows:
Proiect Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
The City of Stanton is a diverse community presenting unique challenges for law
enforcement. A large Mexican immigrant population and the resulting language barrier can
cause a gap between residents, businesses and law enforcement providers. In many. cases
immigrant residents are fearful_ of police due to their immigration status. Stanton is home
to several active criminal street gangs which use fear and intimidation of residents as a
method for ensuring many crimes are never reported to police.
Through implementation of community policing practices we intend to increase awareness
and positive. interaction among residents, business .owners and law enforcement in a
community effort to reduce crime. Reducing crimes against persons and businesses will
help ensure that the City of Stanton has an active and flourishing business community
2009 - 17 1 8 0 1 -CA -Sl Page 55 of 61
supported by its residents. It is a commonly recognized fact that public support .is
necessary for business to flourish. This is also the case for police effectiveness in
accomplishing their core mission of preventing crime. Building relationships with the
public increases police legitimacy and affects how well they can control crime.
Goal:
1) To increase community awareness and education in crime prevention through the
implementation of both a neighborhood and business watch program in the City of Stanton..
2) Increase interaction between law enforcement and the community during City events
and activities, through use of overtime, in effort to build a better partnership to help reduce
crime.
3) Form a Stanton Bike Team which will participate in community events and afford
deputies the opportunity to gain legitimacy in the eyes of the public by interacting with the
community in a positive environment away from calls for service.
Activities: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
• Assist residents in creating neighborhood watch groups in effort to reduce crime.
• Provide materials and continued support of neighborhood watch groups through
participation in meetings and events /activities.
• Collaborate with the Stanton Chamber of Commerce to create a business watch
program in the City of Stanton and attend monthly Chamber meetings with the
business community.
• Provide materials and continued support of Stanton business watch.
• Utilize JAG funding to cover overtime costs for neighborhood and business watch
meetings and activities.
• Purchase patrol bicycles and all related. equipment and items necessary for the
implementation of Stanton Bike Team.
• Utilize JAG funding to cover overtime costs for Bike Team members to participate in
City activities and events.
Quantifiable Performance Measures. by the agency to assess whether grant
objectives are being met)
1. Number of neighborhood watch programs implemented.
2. Hours (regular and overtime) spent working with community on neighborhood
watch meetings and activities.
3. Number of neighborhood and business watch meetings held / attended.
4. Number of hours (regular and overtime) spent working with the business
community on crime reduction.
5. Number of crime prevention materials produced and distributed to community.
6. Number of regular and overtime hours spent by Bike Team at community events
and activities.
7. Number of deputies trained for participation in Bike Team.'
Timeline or lzmiecplan: (Identifying when the goals and objectives will be completed)
2009- F1801 -CA -SB Page 56 of 61
Community policing efforts are already underway in Stanton. Previous JAG and other grant
funding has allowed us to implement a gang education and prevention program in our local
schools and to conducted limited neighborhood and business watch activities. Currently
resources are limited and no funds are available for production of the necessary materials,
purchase of equipment and supplies, or for other reoccurring maintenance and training
costs associated with these efforts.
It is our intent to approach every community in Stanton in the next 6 months and
encourage them to start a neighborhood watch program. We are already an active member
of the Chamber of Commerce and are networking with the business community. In
addition, we are currently working with a vendor regarding patrol bicycles in anticipation
of grant funding becoming available. Training of Bike Team member is planned for the
immediate future and recruitment for the Team is underway. We are also working with the
City of Stanton to determine enforcement and presence needs during their upcoming
community events.
Total Allocation: $74,012
PROACT Contribution (10% estimated): $7,401.20
Administrative Fee (9 %): $6,661.08
Funds Retained by City (estimated): $59,949.72
Tustin City:
The City of Tustin proposes to use the 2009 justice Assistance Grant funding as
follows:
Problem Statement:
The Tustin Police Department uses Mobile Data Computers (MDCs) in its police vehicles for
numerous purposes: receiving and mapping calls for service; interfacing with the in -car
video system; completing report narratives in the field; communicating with the dispatch
center; and accessing the CLBTS database to perform records checks in the field. Currently,
when information needs to be transferred to or from the MDC, such as in -car video or
automated license plate reader recognition databases, the officer assigned to the vehicle
must drive to the station and manually remove storage media from the car. This media is
then manually transferred to another electronic storage area or booked as storage media
for retention. This method entails a significant amount of time a police officer must be
taken out of service to the community and a significant amount of time to ensure that the
information is transferred successfully. Implementing a secure wireless local area network
2009- F1801 -CA -SB Page 57 of 61
would greatly reduce the time and cost associated with officer and related support staff
manually transferring that data.
Q
To reduce the time and costs associated with manual administration of data transfers
between MDCs and the department's local area network (LAN) by implementing a secure,
wireless local area network (WLAN) infrastructure.
ah-19ctives.
To eliminate patrol officer time spent toward manual data transfers by automating this
system. To allow for increased proactive enforcement time of patrol officers by broadening
the availability of data transfer locations and eliminating the current-time spent out of the
field and in the station to accomplish these manual tasks.
Performance will be measured by the expected increase of patrol time spent in the field as
opposed to the current practice of returning to the station to accomplish data transfer.
u in
Total: Allocation: $82,412 .
PROACT Contribution (30 016): $ 8,241
Administrative Fee (10 %):.$ 8,241
Funds Retained by City: $ 65,930
Westminster City.
The City of Westminster proposes to use the 2009 Justice Assistance Grant funding as
follows:
Project O iectfves (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act; refer to solicitation)
1. Part -Time Animal Control Officgr.Position will be used to supplement current Animal
Control Staff, and focus on ensuring proper pet licensing and related shots are current
on residential animals throughout the city. (Law Enforcement Programs)
2. Part -Time Contractual Forensic Services Technician: Position will be contractual for
one person to work in the police department as a part time fingerprint identification
technician and court expert on fingerprint analysis for the police department (Law
Enforcement Programs)
3. Technology Funding; To maintain and continue to develop police department Intranet
and geographical information systems used to facilitate information flow and crime
tracking. (Technology improvement Programs)
2009- F1801 -CA -SB Page 58 of 61
G
1. Part -Time Animal Control 0 cer., To increase the number of licensed and vaccinated
animals in the City of Westminster, thereby increasing citizen and officer safety, as
well as increasing revenues to the police departmentfor the animal control program.
2. Part-Time C2troctual Forensic Services Technician_ To increase the number of crime
evidence related fingerprints processed, criminals identified, fingerprint matches
made, and solve cases through fingerprint analysis.
3. Technology Funding: To centralize access to department files and crimes and make
these data generally accessible both at workstation, on the interne4 and to our mobile
workforce.
ti itig . (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
1. Part-Time Animal Control O cer (a) Will be hired within a month of the grant monies
being available. (b) Will begin by canvassing neighborhoods throughout Westminster
to encourage and track licensing, vaccinating, and neutering their pets (c) Will
registernew pet owners into'the Animal Control pet licensing system:
Z. Part-Time Contractual Forensic Services Technician: (a) contractual employee hired
within firstmonth ofgrantfunding. (b) will begin processing fingerprints for cases and
comparisons, as the person to be hired is a retired expert in fingerprint analysis and
comparisons.
3. Technology Funding-: (a) maintain current Intranet and mobile GIS solutions. (b) seek
to increase connectivity between crime databases, the Intranet, and the mobile patrol
GISsystem using hardware and /orsoftware solutions
QuantWable Performance Measurer (Established by the agency to assess whether grant
objectives are being met)
I. Part -Time Animal Control cer• (a) increase pet licenses throughout the City of
Westminster by 5% for each year of funding. (b). increase funds taken in by the police
department's pet licensing program by 5% each year.
2. Part -Time Contractual Forensic Services Technician: (a) will process at least 5096 as
many latent prints as full -time equivalent personnel, (b) will compare and submit to
AFIS at least 50% as many latent fingerprints as full time equivalent personnel. (c) will
testify in court as an expert witness for the police department at least 50% as much as
full time equivalentpersonnel..
3. Technology Funding far Intranet and GIS•: (a) WPD will have a functional Intranet.
accessible to internal and. external stakeholders _(b) WPD will have a functional GIS
accessible to internal and external stakeholders,, including historical maps of city
streets. (c) train 2096 of personnel to use both systems. (d) monitor access to Intranet
and GIS to measure use of the systems. .
Timeline or project plan: (Identifying when the goals and objectives will be completed)
1. Part-Time Animal Control Officer, This part-time. Animal Control Officer will be
employed for two years under this grant funding.
2009- FI801- CA -SB. Page 59 of 61
2. Part-Time Contractual Forensic Servicec Technician: This part time contractual
position will be funded for twoyears under this grantfunding.
3. Technology Funding These systems will be funded for two years under this grant
funding.
e ,7
1. Part-Time Animal ControlO/ficer• $19.71 /hourX960 hrs /year X2 years= $3 7,843.20
Z. Part- Time Contractual Forensic Services Technician:
a. $301hrX960 hrs /year X2 years= $57,600
3. Technoiagy Funding-L$33,105.40 X 2 years= $66,210.80
Total Allocation: $161,654
PROACT Contribution: $0
Administrative Fee (9.0%): $14,549
Funds Retained by City: $147,105
Yorba Linda City:
The City of Yorba Linda proposes to use the 2009 Justice Assistance Grant funding as
follows:
Prafect Objectives (Must be linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act, refer to solicitation)
Purchase new laboratory equipment, replace wood evidence lockers, and renovate utility
room to maximize employee safety, efficiency, and preserve integrity of evidence.
7. Eliminate personnel from working on improper, porous work surfaces.
8. Eliminate /minimize the risk of industrial injuries an duty, such as those which arise
from improper bending, stretching, lifting, and other stress or strain.
9.. Meet legal and scientific standards in the proper handling and processing of
biological evidence.
10. Reduce defense challenges in court.
11. Better maintain chain of custody.
22. More efficient use of space to improve efficiency and productivity thus reducing the
need for emergency call -outs.
Activities: (which can be started and completed expeditiously, and in a manner that
maximizes job creation and economic benefits)
2009 - 1`1801 -CA -SB Page 60 of 61
6. Expand and redefine the crime laboratory to include an Evidence Drying Section,
DNA Section, and Latent Fingerprint Processing Station.
7. Purchase the proper equipment to outfit the newly created DNA Section and Latent
Fingerprint Processing Station.
B. Purchase ventilated drying cabinets. Protects evidence from contamination and
technicians from exposure to unknown hazards by allowing for the proper handling
and drying storage of wet items.
9. Purchase stainless steel work tables, metal shelving and metal cabinets.
10. Purchase stainless steel evidence lockers to replace the existing wood lockers.
Stainless steel lockers will provide a more efficient use of space, a surface that can
be cleaned to avoid cross- contamination, and greater security for the preservation
of evidence.
Quantifiable Perfarmance Measures: (Established by the agency to assess whether grant
objectives are being met)
Meet the legal and scientific standards in the proper handling and processing of biological
evidence; to process evidence in a manner that meets safety standards for the evidence
technicians; and to more efficiently identify and collect latent fingerprint evidence through
the use of chemistry and light.
Timeline or preiect plan (Identifying when the goals and objectives will be completed)
Begin construction /remodel of the present laboratory by January 1,2010 and complete the
project including the purchase and delivery of the required equipment by June 30, 2010.
Funding:
Total Allocation: $22,822
PRQACT Contribution: $0.00
Administrative Fee (9%):$2,054
Funds Retained by City: $20,768
2009- F1801 -CA -SB Page 61 of 61
ATTACHMENT B
HOW TO APPLY FOR FY 2009 RECOVERY ACT IAG GRANT REIMBURSEMENTS
1. A letter on your letterhead that includes or states the following
A. Your agency's request for reimbursement in the amount of $
B. Against Grant #.2009 -SB -B9 -0271;
C. Certification that you complied with all procurement procedures outlined
in your agency's procurement manual and financial and administrative
requirements set forth in the current OJP Financial guide.
D. Name of payee and address of where payment is to be sent
E. Letter is to be signed by the person authorized in the JAG Program MOU.
2. Required attachments to the letter•
A. Your agency is required to submit quarterly Financial Status Report
(FSRs) using a Standard Form 269A (SF- 269A). This report reflects the
actual federal monies spent, unliquidated obligations incurred, and the
unobligated balance of federal funds. The FSR is due at the Sheriffs
Department Financial Division no later than 10 days following each
calendar quarter, even if you don't have any reimbursement claims.
The reporting quarter end dates and due dates are as follows:
Qtr. ending 09 -30 -09 due no later than 10 /10
Qtr. ending 12 -31 -09 due no later than 01/10
Qtr. ending 03 -31 -10 due no later than 4/10
Qtr. ending 06 -30 -10 due no later than 7/10
B. All invoices and relevant purchase orders pertaining to federal monies
spent.
C. Time Sheets and part of payroll register showing personnel name or other
individual identifier and details of payroll costs claimed, if any.
D. Copies of signed check(s) for purchase(s);
All of the above documentation must be provided or your claim cannot be
processed.
dates in order to meet the 30 day deadline
If you have any questions please call Yumi Leung at (714) 834 -6674.
Send your claim to the Attention of Yumi Leung at 320 North Flower Street Suite 108, Santa
Ana, Calif. 92703.
Attachment C
FY09 RECOVERY ACT JUSTICE ASSISTANCE GRANT FUNDING OC ALLOCATION
�' Ali
pa
OC Sheriffs Dept.
$106,2331
10.00%
$10,623
$9,471
$86,239
Allso Viejo
$16,007
0.00%
$0
$11,441
$14,566
Anaheim
$723,162
5.00%
$36,158
$65,085
$621,919
Brea
$38,195
36.25%
$13,466
$3,4381
$21,292
Buena Park
$142,160
10.00%1
$14,216
$12,794
$115,150
Costa Mesa
$137,881
10.00%1
$13,788
$12,409
$111,684
Cypress
$36,451
5.00%
$1,823
$3,281
$31,348
Dana Point
$24,723
0.00%
$0
$2,225
$22,498
Fountain Valley
$44,217
0.00%
$0
$3,980
$40,237
Fullerton
$210,150
10.00%
$21,016
$18,914
$170,222
Garden Grove
$330,439
10.00%
$33,044
$29,740
$267,656
Huntington Beach
$197,946
10.00%.
$19,795
$17,815
$160,336
Irvine
$66,663
10.00%
$6,656
$6,991
$53,916
La Habra
$92,079
10.00%
$9,208
$8,287
$74,684
La Palma
$14,264
10.00%
$1,426
$1,284
$11,554
Laguna Beach
$22,605
10.00%
$2,261.
$2,025
$18,229
Laguna Hills *
$24,565
0.00%
$0
$2,211
$22,354
Laguna Niguel
.$25,833
10.00%
$2,583
$2,325
$20,925
Lake Forest
$49,288
10.00%
$4,929
$4,436
$39,923
Los Alamitos
$13,313
10.00%
$1,331
$1,198
$10,784.
Mission Viejo
$41,623
10.00%.
$4,152
$3,737
$33,634
Newport Beach
$67,197
10.00%1
$6,720
$6,048
$64,430
Orange
$125,044
20.02%
$25,040
$11,254
$88,750
Placentia
$50,656
10.00%
$5,066
$4,550
$40,960
Rancho Santa Margarita
$16,373
0.00%
$0
$1,384
$13,989
San Clements
$39,779
10.00%
$3,978
$3,580.
$32,221
San Juan Capistrano
$27,735
10.00%
$2,774
$2,496
$22,465
Santa Ana
$917,622
10.00%
$91,762
$82,686
$743,274
Seal Beach
$19,177
9.10%
$1,745
$1,726
$16,706
Stanton
$74,012
10.00%
$7,401
$6,661
$59,950
Tustin
$82,412
10.00%
$8,241
$7,417
$66,754.
Westminster
$161,654
0.00%
$0,
$14,649,
$147,105
Yorba Linda
$22,822
0.00%
$01
$2,0541
$20,768
Total JAG Funding
Total Retained by Agencies
Total Allocation to PROACT
Total Administrative Fee
* Sheriff Contract Cities
$ 3,969,880
$356,3891
2409 Recover~ Act Ed -ward Bvrne Memorial
Justice Assistance Grant (JAG)
Memorandum of Understanding
tke. the Orange. County Executive Officer and iii- city managers of the cities tltat are
eligible to receive the 2009 Recovery Act Edward Byrne Memorial Justice Assistance
Crime funding in Orange County, or their desig ,ees, do herebv indicate our understanding
that the County of Orange will serve as the applicant:Ifiscal auem for the 2009 Recovery
Act Edward Byrne Memorial .Justice Assistance C_r m,1t funds for which our agencies may
he eligible.
Print Name and Title
Grange County - $105,233
Print Name and Title
Anaheim City - $723.102
Print Name and Title
Brea City - $38,195
Print dame and Title
Buena Park City - $142.160
Print ivarne and Title
Co&w tvlesa City - S t 37,88.1
signature
sienature
si2rature
APPFOVED AS TO FORM,
OFFICE O:? THE COUNTY COUNSEL
ORANGE COUNTY. CALIFORNIA
Deputy
Ra!e `
2009 Recovery Act Edward )Berne Memorial
Justice Assistance Grant (JAG)
Memorandum of understanding
We, the Orange County Executive Officer and the city managers of the cities that are
eligible to receive the 2009 Recovery Act Edward Byrne Memorial Justice Assistance
Grant funding in Orange County; or their designees. do hereby indicate ow- understanding
that the County of Orange will serve as the applicant/fiscal anent for the 2009 Recovery
Act Edward Byrne Memorial Justice Assisance Grant funds for which our agencies may
he �liaible.
Print Name and Title Signature
Orange County - $105,2333
1
David Morgan, City Manager �
Prim Name and Title Si�naturq'
Anaheim City - 5;.23,162
Print Name and Title Signature
Brea Citv - $38,195
Print Name and Title Signature
Buena Park City - 51.42.160
Print Name and Title Signature:
Costa. klesa City - 51 1 7.883
27009 Recoven, Act Edward Bvrne Memorial
Justice Assistance Grant (JAG}
Memorandum of Understanding
)'e_ the Orange County Executive Officer and the cite managers of the cities that are
eligible to receive the 2009 Recovery Act Edward Byrne Memorial Justice Assistance
Grant funding in Orange County, or their designees: do hereby indicate our understanding*
that the County of Orange will serve as the applicant/fiscal agent for the 2009 Recoven_
Act Edward 8yme Memorial Justice Assistance Gant funds for which bur acencies may
be eligible.
Print Name and Title
Orange County - $105,233
Print Name and Title
Anaheim City - $723.162
Signature
Signature
fvt4 �� �b3rvnp ?. Lt�k -A fir-
Print Name and Title e Signature
Brea City - $38.145
Print Name and Title Signature
Buena. Park Citv - $142,160
Print Name and Title Signature
Costa X3esa City - $137.981
a
2009 Recovcry Act Edward Byrne Memorial
;Oustice. Assistance Grant (JAG)
Memorandum of Undei-standing
We. the Orange Courin. Executive Officer and the city managers of the cities that are
eligible to receive the 2009 Recovery- Act Edward Byrne Memorial Justice Assistance
Grant funding in Orange County, or their designees, do hereby indicate our understanding
that the County of Orange w�dI serve as the applicant/fiscal agent for the 2009 Recovery
Act fidward Bynte Mcmorial..Justice Assistance Grant funds for cwhich our agencies may
be eligible.
Print Name and Title
Orange.County -
�IU .�
Sia mature
Print lame and Title. Signature
Anaheim City - S- 72.1162
Print Name and Title
Brea City - $38.195
Print Name and Title.
Buena Park City - $1421.10
Siimature
Print hiame and Title si�,_naturc
Costa Mesa Cite - S 137.881
2009 Recovery .Act Edward Rvrne l- Memorial
Justice Assistance Grant. (.1 AG)
Memorandum of Ilnderstandinrr
W the Orange County Executive Officer and the city managers of the cities that are
eligible to receive. the 2009 Recover} Act Edward Bvrne .Memorial Justice Assistance
Grant funding in Orange. County, or their designees, do hereb; indicate our understandiaa,
that (he County of Orange will serve as the applica- mifisca'; aueni for the 2009 Recover\
Act Edward Bvrne Memorial Justice . "IssisLance Graph funds iar which our aggencies may
be eli6ble.
Print Name and Title Signature
Orange County - S105,233
Print \acne and Title `'ii matUTe
Anaheim Cit, - S7)3,162
Print name and Title Signature
Brea. Cite - 535.195
Print Name and Title
Buena Park City - S142J 60
Print Maine and Title
Costa Mese Cite - S 13',8,S]
Signature
JAG Memorandum of Understanding (continued,)
Print Name and Title
La Paima City - S14.264
Print Name and Title Signaturc
Fullerton CitS. - S-11 0, 150
Print Name and Title SiLrnanwe
Garden Grove City - S330.439 ✓
Print Name and Title Signarure
Huntington Beach City - Sl9%.946
Print Name and "Title Simmanwe
Laguna Beach City - x22,505
Print Name and Title Signature
La Habra City - 592,079
Tint: Name and Title Signature
Newport.Beach City - S67.19- —
JAG Memorandum of Understanding (continued)
Print Name and Tittle
La Pain:a Cite - S14-264
Ch_is Meyer, Ciry -ML
Print Name and Title
Futterton Citv - $210 -150
Signature
Print Name and Title Signature
Garden Grove City- - $330,434
Print Name and Title Sisnazvre
I-IuntinIgron Peach City - S1,97.946
Print Name and Title Signature
Laguna Beach City - %- -.505
Print Name and Title Siananire
La Habra City - $920 79
Print Name and Tide Si nattue
NewTort Beach City - $6 7.19'
JAC ]Memorandum of Understanding (continued.)
Print Name. and Title Signature
La Palma Cit - $14 ^64
Print Name and Title Signature
Fullerton City - $210150
Print Name and Title U V Signature
Garden Grove Cite - S330,439
Print Name and Title Si_nature
Huntington Beach Cic1 - $191,946
Print Name and Title Signature
Laguna Beach Cir} - $22;503
Print Name and Title ' Signature
La Habra Cih - $92,079
Print. Name. and Title Si«nature
Net +port Beach City - $67.197
JAG Memorandum of Understanding (continued)
Print * ame and Title Si <mantre
La Palma Cib; - S 14.264
Prim Nance and Title Signature
Fullerton Cite- S210.0
Print Name. and Title Signature
Garden Grove City - $330,439
Prutt Name and Title
Huntington Beach City - $l9% -946
Print Nance. and Title Signature
La(una Beach City - S22.505
Print Name and Title
La Habrz Ci y - S92.079
Print Narne and Title
Nevennrt Bea--h Citv - S67.19 i
Signature
Sipature
°0ib«
=' F217V
UM,
1lRTF
�b u
JAG Memorandum of Understanding (continued}
Print Name and Title Signature
La Paima City - $14,264
Print Name and Title Signature
Fullerton Citti - $210) .I 50
Print Alain and Title Signature
Garden Grove City - $330,434
Print Name and Title Signature
Huntington Beach City - $1977946
Kenneth Frank, City Manager '`tom^ �y% � �..;✓
Print Name and Title Signature
Laguna Beach Cite - $22,305
Print Name and Title
La 3ahra City - $91079
Print Name and 'I itle Signature
Newport Beach City - $67,197
JAG Memorandum of Understanding (continued)
Print Name and Title si'miatirte
La Palma OiN - S; 4,2164
Print Name and Title sianatur-
Fullerton City - S210.150
Print Name and Title Signature
Garden Grove City - $330,439
Prim; Narne and. Title sic, nature
Huntington Beach City - S 19'.941;
Print Nance and Title Signature
Laguna Beach City - S212.1505
Print Name and TWI--' Si�maiu:re
La Habra C"ity - S92,0-170
Print Name and Title
NGwlviort Beach City - $617". 19-1
JAG Memorandum of Understanding (continued)
Prim Name and Title Sipaturc
La Palma City - S 14.264
Print Name and Title Signature
Fulletton City - $' 10,1 SO
Print Name and Title
Garden Grove City - $330,419
Signature
Print Name and Title Signature
Huntington Beach CItG - S197,046
Print Name and Title Signature
Laguna Beach City - S2?,S0
Print Namc; and Title Signature
La Habra City - S92,071Q
�os7aeg,' ✓. G.l %6feT Qi s.. �.. ; G. s- /!.z'.aef�'.u` fs' .".�,z
Print Name and Title f 4 j Signature
Newport Beach City - SC-?.19
JAG Memorandum oftinderstanding (continued)
Orawa_AC_m� S'1_5.044
Print Name. and Title
Placentia City - $5)0.556
Signature
Signature
Print.Namc and Title Signature
San Clemente C-i" - $39,779
Print Name and Title Signature
,Santa Ana Cite - S9) 7.622
Print Name and Title Si__-nature
Sea! Beach City - $19.177
Ili-in! Name and Title Signature
Stanton City • S74.012
Print Naive and filk,. Signature
_f ustin City -
JAG Memorandum of Understanding. (continued)
Print Narnt. and Title Si nature:
(frame C itr - S 1'_5.044 V
Troy L. Butzlafi I City Administrator 1 t
ri.int Name and Title5i tnauir�
Placentia Cite - S5.0,556 G{ I
Print dame and "title Swmature
San Clemente City - S39,779
Print Name and Title Sianarure
Santa .kna City - S917,622
Print Name. and 'Fitie
Seat Beach City - $19.177
Sianature
Print. N'ame and Title signature
Stanton Cite - $74Al2'
Prim Narne and Title. Sisnaturz
Tustin City -
JAG Memorandum of Understanding (continued.1
Print Name and Title. Sigtaninc
Orange. Cir - $125.044.
Print Name and Title
Placentia City • S50.556
Prmff3ame and Title
San Ciemente City - $39.779
Print Name and Title
Santa Ana City - $917,622
Sig-nature
Si�mature
Print Name and Title
Sip
amre
Seal Beach Ciryv - $19,177
Print Mane and Title.
Stanton. City - $74.0"
Print Name and Title
Tustin Ci.tu - SS2.41.2
Si= nature
Sif_naiure
JAG Memorandum of Understanding (continued)
Print Name. and Title
Orange City - $125.044
Print Name and Title
Placentia City - $50.556
Signature
PrintName and Title Signature
San Clemente City - 539.779
lV4C yI
4i A4�
Print. Name. and Title
Santa Ana City - $917.622
Print Name and Title Signature
Sea[ Beach Cite - $19.177
Print Name and Title
Stanton City - $74.012
Print Name and Title
Tustin City - $82,412
Signature
ignatum
JAG Memorandum of Understanding (continued)
Print Nlwrne and Title Signature
Oran.ae C.1tv - $ 125.044
Print Name and Title Signature
Placentia City - $50.556
Piint Natne and Title Signature
San Clemente City - $3VM
Print Name and Title Signature
Santa Ana Cav - S917.622
Print Name and Title
Seal Beach City - $19-177
Print Name, and Tit". Signature
Stanton City - S74.012
Print Name and Title Signature
Tustin Ory - $82,412
SAG Memorandum of Understandin2 (continued)
Print ?tame and Title Signature
OranLe City - 5135,044
print .Name and Title
Placentia City - $50,556
.Print Name and Titic
San Clemente City - 539,779
Punt ?game and Tiflc
Santa Ana City - $917.652'
Signature
Signature
Si gnaturc
Print a'ame and Title . Signature
Sea: Beach City - $19;177
Print carne and Title Si_naiur:
Stamen City- $74,01'
Print game and Title Signature
Tustin City - $83.413
JAG Memorandum of- Understanding (continued)
Prim Namc, and Title
Orange City - S 125.044
Sk�latarz'
Print Nainc and Title,, Sigmaturc
Plactntia City - S50.556
Print Name and Title Signature
San Clemente City - S39,779
Print Name and Title Signature
Santa Ana Cft-v - S91
Print Name and Title Sig ature
Sea] Beach City - S19.1'7
J? nt.Narne and Title
Signature
Stanton City - 5747011-2
-7
Pritu Isam- and DO-, SiLqlaturtz
Tustir, City - S82AV2
. IAG Memorandum of Understanding (continued)
Print Name and Title
Lake Forest CiE.v - S4929S
Print Name and Title Simaiure
Lagum Hills City - S24 365
Print Nam,- and Title Signa7ure
Rancho Santa Margarita City , S 15.7
Print Name.and Title Signature
Aliso Viejo City - $16,007
Print Nam-,and. Title, Si-=nature
Mission Viejo Cite - S41,52',
Print Name, and Title SiLmature
Dana Point CitV _ S? d 7n
F17m=sNainl- and Title Silcmatur,-
Lacuna NiLuel Citv -
JAG Memorandum of Undervtanding (continued)
Prim Nam-, and Title- Signature
Lake Forst Ci-,,t - S,49:289,
4
yrf
Print Name and. Title signature
Laguna Hills City - �--A'56�
Print Nam-, and Title Signature
Rancho Santa Margarita City - S1537
Print Narne and Title Signature
Alisf) Viejo City - $) 6007
Print N-arne and Title sivRaure
Mission Viejo City - 54%,52'
Print Name and Title
Dana Point, City, - S24,72
Prim Nam- and Tifi-- Signature
I
X.aguna Ni��uzl City - �25-93-i
JM Memorandum of Understanding (continued}
Print Name ant: Title Stanature
Lake Fore, (Ayv - S49;288
Print Name and Title Signature
Laguna Hili s Cit y - S24,565
Steven HaSlman, City Manner
Print Nattv; and Tide Signature
Ransla Santa Margarita Cite - SI 5073 'z
Print Name and Tide Signature
Afiso Viejo City - S16ffl7
Print Name and Tide
Mission Viejo City - S41,523
Signature
Print Name and tide 5ignai-arc,
Dana Point City - SMA23
ONE Name and Title Signazurc
Laguna N7i&u,-) Cit� - S25,8313
JAG Memorandum of Understanding (continued)
Print Name and Title Siettature-
L:al e. Forest City - $442$1+
Print Name and Title Signature
Lauuna Hills City - $24,565
Print Name and. Title Signature
Rancho Santa Margarita. City - $15.373,
Print Name and Title Signature
Aleso Viejo City - $16.007
Print Name and Title . Sig *nature
Mission Viejo City - S41.523
Print Name and 'Title
Dana Point City - $24.723
Print Name and Title
Laguna Nimet City - $25.85 3
Signature
Si,-,nature
3 Acs Memorandum of Understanding (continued)
Print .Name and Title. Sionatur�
Lake Forest Chv - $49,288
Print Name and Title
Lavuna,Hills City - S24 -56y
Si4natur:
Print Nanre and Title signature
F.anrho Santa Margarita City - $15,173
Print Name and Title Signature
Aliso Viejo City - $16,001 i
Print Narne and Title Signature (.
Mission Viejo Cite - S41,� "3
Print Name and Title
Dana.I'aimt ity - 524,7'3
Print Tame and Title
Lacuna Nip, - -1 C.n - S2 >.8 }
Sis mature
Siznamr :,
JAG Memorandum of € nderstanding (continued.)
Print Name and Title
Lake F oresi City - 549,288
Print Nance and. Title
Laguna Hills CitY, - $24,565
Print Name and Title
Rancho Santa Margarita City - $l 5 _3??
Print Name and Title
Aliso Viejo City - $1-6,007
Print Nance and Title
Mission Viejo City - $41 -523
Print Name and Title
Dana, Point City - $24. 72
Signature
Signature
Signature
Signature
Signature
Print NarAe and Title Si_Rnawre
Laguna Niguel City - $2 583
JAG Memorandum of Understanding (continued)
'.'tint Name mid Title
Lake Forest City - S44 288
sialltalu,;",
"-in[ Name and Title
niatwe
, UaLluna Hills Citv - S24565
Print Name and Title Si.-nature
Rancho Santa Mar4arita Cite - $15.373
Print Name and Title
I Signatur-
Afiso Viejo City' - $16.007
Print Name and Title Sipawre
Mission Viejo City - 541-52'.
Print Name and Title Si! nature
D r ana :'Dint int City- - $24.712233
Print Name and Thic onature
Laguna Niguel City - $25.83
J.kG Memorandum ol' Understanding (continued)
amt and T it.ie
n Galley City - $ -217
Print Name and Title
Cypress City - $36.471
Pant Name and Titre
Los Alamitos City - $13313
31
Print Name and Tide
Westtniniter City $161.654
Prim. Name and Titre
San.Juan Capistrano City - $27,735
Print Name, and Titic
Ycrba Linde. C in - `82.822
Print Name and ;.it'te
Irviot City - 566.66-.
5i_rnaf6re
Signature
Signature
Signature
Signature
Signaturt
5inr:a.ur -°
JAG Memorandum of Understanding (continued)
Prim Name and Tifi--
Fountain Valley City - S44-2,
--r-
0 ot4N 8ARQPSY,'t -- 'al-I/ I'-
Print Name and Tifl-
Cypress City - S36,451
Signature
Print Name and Title Si6rnaturL
Los Alamitos City - 513,31 "
Print Name and T itle Signature
Westminster City - S161-654
Print Name and Title Signature
San Juan Capistrano City - S-17,735
Print Name and Title Signature
Yorba Linda City - S ^2.822
Print Name anti Title Signature
Irvine 11 ity - 566.56'
JAG Mcmorandum of Undemanding (continued)
Print Name and Title
Tountain Vallev Cuv - Sdd-') " 7,
Signature
Print Name and Title Signature.
Cy press City - SY "
1
Print Name and Title Signature
Los Alamitos City - S1 3-3 1 3.
Print Namc and Title
Westminster City - S', 61,6 54
Signature
Print Name and Title Signature
San juan Capistrano City - 5-17-735
Print Naim: and Title SiSmaturc,
Yorba Linda City - $221822
Prim Name and Tit]. SJ 2natur--
Irvinu City - S661,S(,-,3
3AG Memorandum ofUnderstanding (continued)
Print Name and Title Si�ynaturc
Fountain Valley City - $44:?13
Print. Name. and Title Signature
Cypress City - $36;451
Print Name and Title Signature
Los Alamitos Citv - $131313
Print Name and Title Signature
Westminster City $161,654
Print Name and Title Signature
San Juan Capistrano City - S27,T35
Print Name and Title Signature
Yorba Linda Citc - S2? S "2
Print Name. and Title Sig_= =nature
Irvinc Cite' $66,76;
JAG Memorandum of Understanding (continued)
Print Name and Title 5ii_-nature
Fountain Vallee City - S41-4-2 1
Prim Name and'(itle 5i-mature
CYpress City - S367451
Print Name and Title Signature
Los .Alamitos City - S13:313
'.'rin Name and Title Signawr °t
- Westnurister City - S161,6- 4
Dave Adams, City Manager {
Print Name and. Title Sigrcaturte
Sau Juan Capistrano City - S27,735
Print Name and Title Signature
Yorba Unda Citt - $'z? M
Prim Dame and Title SiGnaitue
Irvine Cit - S66,563
JAG Memorandum of Understanding (continued-)
Print Name and Title
Fountain Valley Cite' - S44? 1
Print :Name and Title
Cypress City - 536,451
Print Fume and.Title
Los Alamitos City - $13.3 L
St,naturr
Sgnature
Signature
Print tame and Title Signaiut".
Westminster City - $161,654
Print Name and Title Signature
San Juan Capistrano City - S21,735
UAA - v— ' t%-i m lx(7j FAO _ tJnW
Print Name and Title Si;tiature
Yorba Linda City - S22,E2_'
Print. Name and Title Signature.
Irvine City - SS66,563
JAG Memorandum of Understanding; (continued)
Print Name and Title Si,natur--
Fountain G allay City - S41-4-711
Print Name and Title Signature
Cypress City - S36,451
Print Name and Title Signature
Los Alamitos City- $13.313
Print Name and Title Signature
Westminster City - $161,634
Print ?name and Title Signature
San Juan Capistrano City - $27,715
Print, Flame and Title Signature
Yorha Linda £ lity - S22,922 f
I'nrt ?name and Title � Signature
Irvine City - $66.56;
ATTACFIlIENT D
2009 -SB -B9 -0271
FY2009 RECOVERY ACT EDWARD BYRNE MEMORIAL JUSTICE
ASSISTANCE GRANT PROGRAM REPORTING REQUIREMENTS
Program Reports must be submitted to the Prime Recipient (Sheriff's Department) and/or the
Federal Central Reporting Solution. The Office of Justice Programs (OJP) has established a new
reporting period and due date for the Recovery Act JAG Grant Program. The Recovery
Act requires that prime recipients and delegated sub - recipients submit quarterly reports
on their use of the funds no later than the 10"' day following the end of each quarter
Beginning on October 10, 2009. Again please keep in mind your reports win need to be
submitted before the quarter ending dates in order to meet the 10 day deadline.
Due to the significant increase in reporting and agencies receiving funding we may be
requiring all sub4ecipients to submit their progress reports on www.FederalReportin4.aov.
As the prime - recipients we will ensure reports are being submitted and will assist with the
process. Therefore, e sub- recipients will be required to be registered in the Central
Contractor Registration (CCR) database and that all reporting entities have a D -U -N -S
number.
SPECIAL REQUIREMENTS
There are reporting requirements or instructions to better assess impact and comparative
effectiveness of the overall grant program. The full requirements are outlined in the Office of
Management and Budget (OMB) Memorandum M -09 -21 attached hereto.
Direct any questions regarding the grant program to Susie Cabrera.
scabreragoesd.org
431 The City Drive South
Orange, CA 92868
(714) 935 -6869
ATTACHMENT Q
MEMORANDUM FOR THE DS OF DEPARTMENTS AND AGENCIES
FROM: Peter R. Or
Director
SUBJECT: Implementing Guidance for the Reports on Use of Funds Pursuant to the
American Recovery and Reinvestment Act of 2009
This memorandum transmits government -wide guidance for carrying out the
reporting requirements included in Section 1512 of the American Recovery and
Reinvestment Act of 2009 (Recovery Act). The reports required under Section 1512 of
the Act will be submitted by recipients beginning in October 2009 and will contain
detailed information on the projects and activities funded by the Recovery Act When
published on www.Recovery.gov, these reports will provide the public with an
unprecedented level of transparency into how Federal dollars are being spent and will
help drive accountability for the timely, prudent, and effective spending of recovery
dollars.
Federal efforts to provide transparency into Recovery Act spending have been
underway since the Act's inception. Today, www.Recovery.gov and individual agency
websites contain voluminous data on Federal agency spending, including weekly updates
on all Recovery Act obligations and outlays. As significant recovery funds have now
made their way into local communities and the work to rebuild our economy continues to
gain momentum, it is essential that the public have access to information on the manner
in which funds are being expended at the local level.
Recipient reports required by Section 1512 of the Recovery Act will answer
important questions, such as:
Who is receiving Recovery Act dollars and in what amounts?
What projects or activities are being funded with Recovery Act dollars?
What is the completion status of such projects or activities and what impact
have they had on job creation and retention?
Based on input received from the public on previous implementing guidance
issued by the Office of Management and Budget (OMB), the reporting framework in the
attached guidance has been updated and enhanced to capture additional spending data
from prime recipients and sub - recipients of Federal financial assistance Recovery Act
a
EXECUTIVE OFFICE OF THE PRESIDENT
:
` :• ,/ -
OFFICE OF MANAGEMENT AND BUDGET
WASHINGTON, D.C. 20503
THE DIRECTOR
June 22, 2009
M -09 -21
MEMORANDUM FOR THE DS OF DEPARTMENTS AND AGENCIES
FROM: Peter R. Or
Director
SUBJECT: Implementing Guidance for the Reports on Use of Funds Pursuant to the
American Recovery and Reinvestment Act of 2009
This memorandum transmits government -wide guidance for carrying out the
reporting requirements included in Section 1512 of the American Recovery and
Reinvestment Act of 2009 (Recovery Act). The reports required under Section 1512 of
the Act will be submitted by recipients beginning in October 2009 and will contain
detailed information on the projects and activities funded by the Recovery Act When
published on www.Recovery.gov, these reports will provide the public with an
unprecedented level of transparency into how Federal dollars are being spent and will
help drive accountability for the timely, prudent, and effective spending of recovery
dollars.
Federal efforts to provide transparency into Recovery Act spending have been
underway since the Act's inception. Today, www.Recovery.gov and individual agency
websites contain voluminous data on Federal agency spending, including weekly updates
on all Recovery Act obligations and outlays. As significant recovery funds have now
made their way into local communities and the work to rebuild our economy continues to
gain momentum, it is essential that the public have access to information on the manner
in which funds are being expended at the local level.
Recipient reports required by Section 1512 of the Recovery Act will answer
important questions, such as:
Who is receiving Recovery Act dollars and in what amounts?
What projects or activities are being funded with Recovery Act dollars?
What is the completion status of such projects or activities and what impact
have they had on job creation and retention?
Based on input received from the public on previous implementing guidance
issued by the Office of Management and Budget (OMB), the reporting framework in the
attached guidance has been updated and enhanced to capture additional spending data
from prime recipients and sub - recipients of Federal financial assistance Recovery Act
awards. Further, OMB has worked with the Recovery Accountability and Transparency
Board to deploy a nationwide data collection system at the website
www.FederatRgporting.aov that will reduce information reporting burden on recipients
by simplifying reporting instructions. and providing a user - friendly mechanism for
submitting required data. However, the attached guidance is not intended to serve as a
detailed set of user instructions for the www.FederaiReporting.gov system. Instead,
additional details for interacting with the system will be provided through the solution
itself.
The attached guidance does not apply to Federal government contracts.
Additional guidance to Federal government contractors will be forthcoming. Further, as
the President directed in his March 20, 2009, Memorandum entitled "Ensuring
Responsible Spending of Recovery Act Funds," OMB conducted a 60-day review of the
Administration's policy on communications with lobbyists regarding Recovery Act
funds. OMB's revised guidance on lobbyist communications is also forthcoming.
Any questions about the requirements contained in the guidance can be sent to
recoverv(a,omb.eop. aov.
Thank you for your cooperation.
Attachment
Implementing Guidance for the Reports on Use of Funds Pursuant to
the American Recovery and Reinvestment Act of 2009
Table of Contents
TABLEOF CONTENTS .............................................................................................. ............................... 1
SECTION 1- GENERAL INFORMATION ............ _ .............................................. _ .................... .......... 2
SECTION 2 - BASIC PRINCIPLES AND REQUIREMENTS OF RECOVERY ACT RECIPIENT
REPORTI NG........ ................... .............................. .. .............. » ................................. _ ............................... 6
SECTION 3 - RECIPIENT REPORTING PROCESS ........ _ ............................»...... .............................16
SECTION 4 -DATA QUALITY REQUI REMENTS .... .. ......... _ .......... _................................................ 27
SECTION 5 - REPORTING ON JOBS CREATION ESTIMATES BY RECIPIENTS_ ............. ».... 33
APPENDIX - REFERENCE SHEET OF FREQUENTLY USED GUIDANCE TERMS ........ ............................... 38
Section 1— General Information
1.1 What is the purpose of this Guidance?
The purpose of this Guidance is to provide Federal agencies and funding recipients with
information necessary to effectively implement the reporting requirements included in
Section 1512 of the American Recovery and Reinvestment Act of 2009 ("Recovery
Act," or "the Act").
This Guidance:
• Answers questions and clarifies issues related to the mechanics and chronology of
recipient reporting required by the Recovery Act;
• Provides clarification on what information will be required to be reported into the
central reporting solution at www.FederalReporting.QOV and what information
will be reported on www.Recovery.gov;
• Instructs recipients on steps that must be taken to meet these reporting
requirements, including the incorporation of sub- recipient reporting requirements
under Section 1512(c)(4) of the Act; and
• Establishes a common framework for Federal agencies and recipients to manage a
data quality process associated with the Recovery Act recipient reporting
requirements:
1.2 Does this Guidance modify any previously issued guidance by the Office of
Management and Budget (OMB) related to recipient reporting?
This Guidance builds on previously issued guidance materials, covering new areas not
previously addressed (e.g., data quality requirements and logistical details surrounding
the www.FederalReporting.gov reporting. solution), but it also clarifies, and in some cases
modifies, previously issued requirements. In particular, this Guidance:
Identifies additional data elements required pursuant to Section 1512 of the
Recovery Act to enhance transparency (Section 2.3 and the supplemental
materials to this Guidance);
Modifies requirements related to recipient data reporting due on July 10, 2009
(Section 2.6); and
Updates information on methodologies and approaches for reporting job
creation/retention estimates (Section 5).
1.3 To which Federal programs does this Guidance apply?
A list of Federal programs subject to Section 1512 of the Recovery Act will be posted on
OMB's website and www.Recovery.gov as supplemental materials to this Guidance.
2
1.4 .Does this Guidance apply to both recipients of Federal assistance awards and
Federal contract awards under the Recovery Act?
No. This Guidance does not apply to recipients of Federal contract awards directly from
the Federal government. However, recipients of Federal contract awards directly from
the Federal government will submit information required by Section 1512 of the
Recovery Act through the www.FederatRel)ortinggov website. The relevant guidance
for these recipients is provided in interim Federal Acquisition Regulation (FAR) clause
52.204 -11. It is important to note that consideration of the public comments received on
the interim FAR clause might result in changes to the clause when it is finalized.
Therefore, further guidance, instructions, and examples specifically applying to Federal
government contractors will be published in the Federal Register when the clause is
finalized. The explanations and example on estimating jobs in Section 5 of this Guidance
is consistent with the current interim FAR clause.
In addition, individuals receiving direct payments from the Federal government are not
subject to the reporting requirements outlined in this Guidance, as defined by Section
1512(b)(1)(A) of the Act. Sole proprietorships however are subject to the reporting
requirements (Section 2.2).
Recipients of loan guarantees are not subject to the reporting requirements outlined in
this Guidance, as defined by Section 1512(b)(1)(A) of the Act except 100 percent
guaranteed loans financed through the Federal Financing Bank
The provisions in the Guidance apply to recipients of grants, loans, tribal agreements,
cooperative agreements, and other forms of assistance (other than those noted above).
This Guidance also applies to sub - awards and other payments made by recipients of
Federal assistance, including those awards or payments that are made in the form of a
contract (i.e., contracts made by an entity other than the Federal government).
The reporting requirements do not apply to recipients receiving funds through entitlement
or tax programs or to individuals.' The Federal agency or prime recipient awarding funds
to individuals will report the aggregated amounts disbursed to individuals. Section 2.4 of
this Guidance provides further instruction on aggregate reporting.
1.5 Does this Guidance contain any specific provision for a Federal agency to seek
a waiver of existing legislative or administrative requirements?
No. If a Federal agency believes it is appropriate to seek a waiver of an existing
requirement in order to facilitate effective implementation of the Recovery Act, the
Federal agency shall pursue such waiver consistent with existing Federal processes (e.g.,
waivers for the Paperwork Reduction Act).
' To avoid using personal identification, sole proprietorships should register using a TIN or EIN.
1.6 Do the Federal agencies have flexibility to issue further program- specific
guidance on recipient reporting?
This Guidance is not intended to impact requirements outside of Section 1512 of the
Recovery Act. The Recovery Act may contain additional recipient reporting
responsibilities that are specific to certain Federal programs. Recipients will have to
comply with any reporting as outlined in the award agreement, which may result in
submitting similar data under this Guidance to the Federal awarding agency. In these
areas, recipients should rely on program - specific guidance and instructions issued by the
relevant Federal agency.
Thus, it is anticipated that Federal agencies will, as appropriate, issue clarifying guidance
to funding recipients. Additional guidance for Recovery funding recipients must be in
accordance with OMB guidance. Federal agency - specific reporting guidance must not,
without prior approval from OMB, require the use of any existing reporting systems to
collect Section 1512 reporting that exclude or bypass the central reporting solution at
www.FederalReporting Roy. See also Section 2.8.
1.7 What is the process for the public to provide input or comment on the
provisions of this Guidance?
Feedback about this guidance document may be submitted to recovery@omb.eop.gov
and should have the term "guidance feedback" in the title of the email. Further, the
Recovery Accountability and Transparency Board ( "Board ") expects to issue a separate
Federal Register notice as part of the Paperwork Reduction Act (PRA) clearance process.
This Federal Register notice follows the original PRA notice published April 1, 2009.
The public will have an opportunity to comment through the updated PRA notice which
will include the new data elements added to the Section 1512 reporting model as
described in Section 2 of this Guidance.
1.8 What additional Recovery Act Implementation Guidance is available?
February 20, 2009 M -09 -10 Initial Implementing Guidance for the American Recovery
and Reinvestment Act of 2009
httv://www.whitehouse.wv/omb/assets/rnemoranda fv2009 /m0910 pdf
February 25, 2009
Bulletin No.09 -02 Budget Execution of the American Recovery and
Reinvestment Act of 2009 Appropriations
btti):/Iwww.whitchouse.gov/omb/assets/bulletins/bO9-02.pd
March 2009
OMB Circular No. A -133 Single Audit Compliance Supplement
http://www-whitehouse.gov/ornb/circulars a133 compliance 09toc/
April 3, 2009
M -09 -15 Updated Implementing Guidance for the American
Recovery and Reinvestment Act of 2009
httv:/fwww.whitchouse.gov/ombJassets/rnemoranda fv2009/m09 -15 pdf
May 11, 2009
M -09 -18 Payments to State Grantees for Administrative Costs of
Recovery Act Activities
h"://www.wWtehouse.goviomblassetsirnmxanda tr2009/m09 -18 odf
June 30,2009' Addendum to the Single Audit Compliance Supplement — American
Recovery and Reinvestment Act
h"://www.whitehouse.gov/omb/circular a133 compliance 09toc/
1.9 Under what authority is this Guidance being issued?
This Guidance is issued under the authority of 31 U.S.C. 1111; Reorganization Plan No.
2 of 1970; Executive Order 11541; the Chief Financial Officers Act of 1990 (Pub. L.
101 -576); the Federal Funding Accountability and Transparency Act of 2006 (Pub. L.
109 -282); and the American Recovery and Reinvestment Act of 2009 (Pub. L. 111 -5).
' The Addendum is planned for publication on June 18, 2009, and will be available at the link provided.
Section 2 — Basic Principles and Requirements of Recovery Act Recipient Reporting
2.1 What recipient reporting is required in Section 1512 of the Recovery Act?
Section 1512 of the Recovery Act requires reports on the use of Recovery Act funding by
recipients no later than the l Os' day after the end of each calendar quarter (beginning the
quarter ending September 30, 2009) and for the Federal agency providing those funds to
make the reports publicly available no later than the 30a' day after the end of that quarter.
Aimed at providing transparency into the use of these funds, the recipient reports are
required to include the following detailed information:
• Total amount of funds received; and of that, the amount spent on projects and
activities;
• A list of those projects and activities funded by name to include 3:
• Description
• Completion status
• Estimates on jobs created or retained;
• Details on sub- awards4 and other payments.
Further information on the details of these reports is outlined in this Section, and the
specific data elements to be reported on are contained in the data dictionary included in
the document entitled, Recipient Reporting Data Model. This document will be
published on OMB's website and www.Recovery.gov as supplemental materials to this
Guidance.
2.2 Who is required to report under the Recovery Act?
The prime recipients of all programs identified in the list of Federal programs subject to
Section 1512 of the Recovery Act in the supplemental materials to this Guidance are
responsible for reporting the information required by Section 1512 of the Act and as
provided in this Guidance. Prime recipients may choose to delegate certain reporting
requirements to sub - recipients, as described in Section 2.3.
The prime recipients are non - Federal entities that receive Recovery Act funding as
Federal awards in the form of grants, loans, or cooperative agreements directly from the
Federal government. Federal agencies are not considered prime- or sub - recipients. The
movement of Recovery Act funds between Federal agencies is not subject to Section
1512 reporting.
Payments made by prime recipients of Federal award dollars can be classified into two
categories — (i) payments to sub - recipients and (ii) payments to vendors5. The prime
' Section 1512(c)(3)(E) requires that State and local governments malting infrastructure investments must
provide information on the purpose, total costs, rationale for the infrastructure project and contact
information of an individual.
4 Section 1512(c)(4) requires details on the data elements required to comply with the Federal Funding
Accountability and Transparency Act of 2006 (Pub. L. 109 -282).
' Refer to OMB Circular A -133, Audits of States, Local Governments, and Non -Profit Organizations for
additional information.
recipient is responsible for reporting data on payments made to both sub- recipients and
vendors. However, as noted in Section 2.3, the reporting requirements for payments
made to sub - recipients are not the same as the reporting requirements for payments made
to vendors.
A sub - recipient is a non - Federal entity that expends Federal awards received from
another entity to carry out a Federal program but does not include an individual who is a
beneficiary of such a program.6
Specifically, sub - recipients are non - Federal entities that are awarded Recovery funding
through a legal instrument from the prime recipient to support the performance of any
portion of the substantive project or program for which the prime recipient received the
Recovery funding. Additionally, the terms and conditions of the Federal award are
carried forward to the sub - recipient. It is possible that a sub - recipient for one award may
also be a prime recipient of another Federal award provided directly from the Federal
Government.
Under this Guidance, sub - recipients that receive all or a portion of Recovery funding
from a prime recipient may be delegated the responsibility by the prime recipient to
report information into the central reporting solution at www.FederalReportina.eov. This
Guidance does not provide for such a delegation to vendors. The policy regarding
delegation of reporting by the prime recipient is further described in Section 2.3 of this
Guidance.
A vendor is defined as a dealer, distributor, merchant, or other seller providing goods or
services that are required for the conduct of a Federal program.7 Prime recipients or sub -
recipients may purchase goods or services needed to carry out the project or program
from vendors. Vendors are not awarded funds by the same means as sub - recipients and
are not subject to the terms and conditions of the Federal financial assistance award.
The characteristics of a vendor that make it distinct from a sub - recipient are summarized
below. A vendor:
(1) Provides the goods and services within normal business operations;
(2) Provides similar goods or services to many different purchasers;
(3) Operates in a competitive environment;
(4) Provides goods or services that are ancillary to the
operation of the Federal program; and
(5) Is not subject to compliance requirements of the Federal program.
'Refer to OMB Circular A -133 for additional information and definitions. OMB Circular A -110, Uniform
Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals,
and other Non -profit Organizations, as codified in 2 CFR 215, provides further clarification on the
definition of a sub- recipient.
7 Refer to OMB Circular A -133 for additional information and definitions.
In general, individuals receiving benefit payments or other types of Federal awards are
excluded from reporting information under Section 1512 of the Act. In certain cases,
individual loan recipients (as either prime- or sub - recipients) may be required to comply
with Section 1512 reporting requirements — for example, if the recipient is a sole
proprietorsbip. Individuals other than sole - proprietorships are not subject to Section
1512 reporting requirements, for example individuals receiving direct loans for purchase
or refinancing of a single family home.
The relevant Federal agency managing a loan program with Recovery Act dollars must
issue supplemental guidance detailing instances in which individual recipients of loan
funds (including 100 percent guaranteed loans financed through the Federal Financing
Bank) are required to meet the requirements of Section 1512 and this Guidance.
The Federal agency or prime recipients awarding funds to individuals will report the
aggregated amounts disbursed to individuals. Section 2.4 of this Guidance provides
further instruction on aggregate reporting for prime- or sub - recipients.
As mentioned in Section 1.3, a list of Federal programs subject to the Recovery Act
recipient reporting requirements will be published on OMB's website and
www.Recovery.gov as supplemental material to this Guidance. There are some Federal
programs that received Recovery Act funds that do not appear on the list. These include
mandatory programs, programs and accounts directly used in the operations of Federal
agencies, programs contained in Division B of the Act, and other programs providing
benefits to individuals, which are specifically not subject to the Section 1512 reporting
requirements. The Federal agencies awarding funds for these programs will continue to
report the amounts disbursed for these programs and this information will be available to
the public on www.RecoyM.gov.
2.3 What are the respective responsibilities of prime recipients and sub - recipients
in meeting Section 1512 reporting requirements?
The accompanying illustration demonstrates the basic framework for prime recipient and
sub - recipient reporting.
Federal Agency
Prime Recipient
Sub- recipient Vendor
Vendor
Prime Recipients:
The prime recipient is ultimately responsible for the reporting of all data required by
Section 1512 of the Recovery Act and this Guidance, including the Federal Funding
Accountability and Transparency Act ( FFATA) data elements for the sub - recipients of
the prime recipient required under 1512(c)(4). Prime recipients may delegate certain
reporting requirements to sub- recipients, as described below. If the reporting is delegated
to a sub - recipient, the delegation must be made in time for the sub- recipient to prepare for
the reporting, including registering in the system. Further information on registration in
the system is in Secti on 3.4 of this Guidance.
In addition, the prime recipient must report three additional data elements associated with
any vendors receiving funds from the prime recipient for any payments greater than
$25,000. Specifically, the prime recipient must report the identity of the vendor by
reporting the D -U -N -S numbers, the amount of the payment, and a description of what
was obtained in exchange for the payment. If the vendor does not have a D -U -N -S
number, then the name and zip code of the vendor's headquarters will be used for
identification. Vendors, as defined in this guidance, are not required to obtain a D -U -N -S
number.
Sub- Recipients of the Prime Recipient:
The sub - recipients of the prime recipient may be required by the prime recipient to report
the FFATA data elements required under 1512(c)(4) for payments from the prime
recipient to the sub - recipient. The reporting sub - recipients must also report one data
element associated with any vendors receiving funds from that sub - recipient.
Specifically, the sub - recipient must report, for any payments greater than $25,000, the
identity of the vendor by reporting the D -U -N -S number, if available, or otherwise the
'The Dun & Bradstreet, or D- U -N -S, number is explained in further detail in Section 3.5 of this Guidance.
name and zip code of the vendor's headquarters. Vendors are not required to obtain a D-
U-N-S number. If a sub - recipient is not delegated the responsibility to report FFATA
data elements for sub - awards from its prime recipients or any sub - recipient vendor
information, the prime and sub - recipients must develop a process by which this
information will be reported in sufficient time to meet the reporting timeframes outlined
in Section 3.2.
Required Data:
The specific data elements to be reported by prime recipients and sub - recipients are
included in the data dictionary contained in the Recipient Reporting Data Model. This
document will be published on OMB's website and www.Rerovery.gov as supplemental
materials to this Guidance. Below are the basic reporting requirements to be reported on
prime recipients, recipient vendors, sub - recipients, and sub - recipient vendors.
Administrative costs are excluded from the reporting requirements. The basic reporting
requirements below may contain multiple data elements as defined in the data dictionary.
Prime Recipient
1. Federal Funding Agency Name
2. Award identification
3. Recipient D -U -N -S
4. Parent D -U -N -S
5. Recipient CCR information
6. CFDA number, if applicable
7. Recipient account number
8. Project/grant period
9. Award type, date, description, and amount
10. Amount of Federal Recovery Act funds expended to projectstactivities
11. Activity code and description
12. Project description and status
13. Job creation narrative and number
14. Infrastructure expenditures and rationale, if applicable
15. Recipient primary place of performance
16. Recipient area of benefit
17. Recipient officer names and compensation (Top 5)
18. Total number and amount of small sub - awards; less than $25,000
Recipient Vendor
1. D -U -N-S or Name and zip code of Headquarters (HQ)
2. Expenditure amount
3. Expenditure description
Sub - Recipient (also referred to as FFATA Data Elements)
1. Sub - recipient D -U -N -S
2. Sub - recipient CCR information
3. Sub - recipient type
10
4. Amount received by sub - recipient
5. Amount awarded to sub - recipient
6. Sub -award date
7. Sub -award period
8. Sub - recipient place of performance
9. Sub - recipient area of benefit
10. Sub - recipient officer names and compensation (Top 5)
Sub - Recipient Vendor
1. D -U -N -S or Name and zip code of HQ
Example:
A Federal agency awards a $1 million Recovery Act funded research grant to University
A. University A conducts a portion of the research itself and uses $200,000 of the
Recovery Act funds to purchase scientific equipment from XYZ Corporation. University
A sub - awards the remaining $500,000 of the Recovery Act funds to University B to carry
out additional research consistent with the mission of the underlying Federal program.
University B uses $50,000 of these funds to support research activities by purchasing
scientific equipment from the 123 Corporation.
In this example, University A is the prime recipient and must report on all data elements
required by Section 1512 of the Recovery Act and this Guidance related to the award
received from the Federal agency. This includes:
Information regarding the award to University A (associated with the prime
recipient listed above) and includes:
• Entity ID for University A (D- U -N -S)
• Total $ received by University A
• Total $ for projects /activities funded by University A
• List of projects undertaken by University A
• Estimates on jobs created or retained by University A, University B, and
applicable vendors
• Infrastructure Investment details, if applicable to University A activities
• The identity of the XYZ corporation, as well as the amount and
description of the purchase of scientific equipment
Information regarding the sub -award to University B, including the FFATA data
elements required under Section 1512(c)(4) (associated with the sub - recipient
listed above) and includes the identity of the 123 corporation (sub - recipient
vendor above).
University A has the option of delegating the responsibility to report the FFATA data
elements and the identity of the 123 Corporation (sub - recipient vendor data elements) to
University B for entering into www.FederalRenorting,gov. There are no additional
reporting requirements for any sub- awards to sub - recipients made by University B.
11
2.4 What are the relevant requirements for prime recipients reporting on sub -
recipient payments of less than $25,000 or to individuals?
Section 1512(c)(4) and this Guidance allows for prime recipients to aggregate reporting
on 1) sub - awards less than $25,000; 2) sub - awards to individuals; and 3) payments to
vendors less than $25,000. Prime recipients should provide a separate aggregate dollar
total for each of the three categories.
As previously mentioned in this Guidance, it is important to note that while
individual recipients of Recovery funds, either directly from a Federal agency or
from a prime recipient, are not required to report into the centralized reporting
solution themselves9, the Federal agency or prime recipient awarding those funds
will report by aggregating the amounts disbursed to individuals.
2.5 How will recipient reporting be submitted?
The information reported by all prime recipients (and those sub - recipients to which the
prime recipient has delegated reporting responsibility) will be submitted through
www.FederalRenorting.eov, the online Web portal that will collect all Recovery Act
recipient reports. Prime recipients must enter their data no later than the 10a' day after
each quarter beginning on October 10, 2009. All data contained in each quarterly
recipient report will be cumulative in order to encompass the total amount of funds
expended to date. This means that reports due on October 10, 2009, will include funding
from February 17, 2009 (the date the Act was enacted by Congress) through September
30, 2009. Each subsequent quarterly report will also be cumulative. In other words, the
report due January 10, 2010, will include the data reported through September 2009 and
be updated to include data that accumulated through December 2009. For example,
October's report may have contained a project that was 25% completed through the end
of September. If the project is completed another 25% by the end of December, on
January 10, the prime recipient will report that the project is 50% completed.
Prime recipients and delegated sub - recipients will begin reporting the quarter in which an
award is made to it. If awarded funds have not been received and/or expended by the
prime recipients or delegated sub - recipients within the quarter the award is made or
subsequent quarters, a "$0" should be reported for the respective data elements.
2.6 What is the expectation for the reporting period ending June 30,2009?
Prime recipients are required to collect and maintain all relevant information responsive
to the reporting requirements outlined in Section 1512 of the Recovery Act and this
s Sole proprietorships however are subject to the reporting requirements. See Section 1.4 for additional
information.
12
Guidance since the enactment of the Recovery Act, including activities for the quarter
ending June 30, 2009. This information along with information on subsequent activities
will be reported on a cumulative basis and submitted on October 10, 2009, the first
reporting deadline for Section 1512 established in the Recovery Act. There is no global
requirement for Section 1512 reporting on July 10, 2009, as previously indicated in
M -09 -15 issued on April 3, 2009.
July 2009, however, provides a critical opportunity for Federal agencies and recipients to
work together to:
Clarify logistics surrounding October 10 t reporting and the deployment of the
www.FederalReporfng.gov solution;
Troubleshoot potential data reporting challenges by fostering a common
understanding of data definitions, reporting instructions, data quality responsibilities,
etc.; and
Share best practices for planning and implementing the Section 1512 reporting
requirements.
Therefore, OMB and the Board are working together to foster a series of forums,
meetings, and small -scale data collection pilots to take place during the month of July
2009. More information regarding these activities will be forthcoming and will be
reported upon the www.Recov"y.gov and www.FederalReporting.gov websites.
2.7 Will there be any waivers granted to any recipient if it is not able to meet the
reporting deadlines?
No waivers will be granted for any recipients required to report under Section 1512 of the
Recovery Act. If a recipient anticipates issues with meeting the reporting deadline, it
should contact the appropriate Federal funding agency as soon as practicable to discuss
how the reporting requirement will be met. Reporting extensions may be granted on a
case -by -case basis by the appropriate Federal funding agency for extraordinary
circumstances, such as natural disasters.
2.8 Can the Recovery Act recipient reporting elements be combined with existing
Federal reporting requirements?
No. All information required by Section 1512 must be submitted through
www.FederalReportinggov. However, the recipient reporting solution does allow for
recipients to enter data through custom software systems extracted in XML. See Section
3.6 for more information. This means that in some cases a recipient may have the option
of leveraging an existing or separate data source (i.e., an existing system whereby the
recipient is reporting information to a Federal agency) that contains information
responsive to Section 1512 reporting requirements rather than re- keying information into
the www.FederalReporting.gov solution. Federal agencies that seek to have recipients
transfer information from existing systems into the www.FederalReporting.gov solution
will be required to conduct a thorough analysis of the complexity of such arrangements as
13
well as the burden impact on the relevant recipient community before initiating such a
requirement or option.
Federal agencies that determine that such a requirement is necessary will issue program -
specific reporting guidance that is reviewed and approved by OMB before it can be
effective.
2.9 How should recipients avoid "double counting" in their reports?
Prime recipients that decentralize reporting at the prune recipient level and/or delegate
reporting responsibilities to sub- recipients must take special precautions to ensure
coordinated reporting. The www.FederalReporting.gov recipient reporting solution will
consider the last report submitted to be the final submission.
Decentralized reporting at the prime recipient level — In this scenario, the prime recipient
does not establish a single point of entry for submitting required data to the
www.FederalReporting.gov solution, but it allows for multiple parties at the prime
recipient level to enter data. For example, a State may designate a variety of officials at
different State departments or agencies to enter relevant information into
www.FederalReporfng.gov on the State's behalf. In this case, it may be possible that
two different State officials inadvertently create separate data records reporting on the
same activity. The State recipient is responsible to design and implement a process that
prevents this. While prime recipients may find it prudent to register multiple individuals
to report in the event the principal designee is not available, it is incumbent on the
reporting authority to ensure that report submission responsibility is clearly assigned.
Delegation by prime recipient to sub - recipient — As noted in Section 2.3 of this Guidance,
the prime recipient has the option of delegating reporting responsibility to the sub -
recipient for those data items that relate to sub - recipient activity. If this delegation is not
widely and clearly communicated, as. well as closely monitored, it may be possible for
mistakes to occur whereas both the prime recipient and sub - recipient are reporting
separately on the same activity. The prime recipient is responsible to design and
implement a process that prevents this. At a minimum, the State must maintain an
updated inventory of sub - recipient delegations and crosscheck all data records to make
sure no reporting is occurring at the prime recipient level for instances where a delegation
has occurred.
During the corrections phase of the data reporting process, in other words, after the initial
submission on the l0'l' of the reporting month (See Section 3.2), additional risk for
double counting emerges if multiple "users" attempt to correct the same record.
Although it will not be possible in the www.FederaiReporting.gov solution for a user to
create an additional or new record as part of a correction exercise, it is still important that
the prime recipient and sub - recipient establish a policy to clearly identify which user is
authorized to make correction per award identification number.
14
2.10 What are the ramifications of non - compliance with the recipient reporting
requirements?
Federal awards, like most legal contracts, are made with stipulations outlined in the
award's term and conditions. Non - compliance with the reporting requirement as
established under section 1512 of the Recovery Act is considered a violation of the award
agreement because awards made with Recovery funds have a specific term requiring such
compliance. The award term language is found in the Code of Federal Regulations
(CFR) in 2 CFR Part 176.50. The Awarding Agency may use any customary remedial
actions necessary to ensure compliance, including withholding funds, termination, or
suspension and debarment, as appropriate.
2.11 How will these reports be made available to the public?
All reports submitted pursuant to Section 1512 of the Recovery Act will be made
available on www.Recovery.gov and on individual Federal agency recovery websites.
Federal agencies are encouraged to provide a link to www.Recovpa.gov to satisfy the
requirement of Federal agencies to post recipient information quarterly.
15
Section 3 — Recipient Reporting Process
3.1 What are the basic roles and responsibilities in the recipient reporting process?
The recipient reporting process is centralized by enabling all recipients (both prime - and
those sub - recipients who have been delegated reporting responsibility) to use
www.FederaiReporting.gov to submit their quarterly reports. Agencies will review the
submissions using the same website and underlying central data repository. This
centralized approach will simplify filing requirements and will facilitate data review,
analysis and transparency across the broad spectrum of Recovery Act programs and
projects. The reported information will be made available to the public on
www.Recovery.gov.
3.2 What are the key activities and timeframes required for quarterly reporting?
As previously mentioned in Section 2.5 of this Guidance, Section 1512 of the Recovery
Act requires that prime recipients and delegated sub - recipients submit quarterly reports
on their use of the funds not later than the 10"' day following the end of each quarter
beginning on October 10, 2009, and will be cumulative since enactment, or February 17,
2009.The statute further rewires that reported information will be made available to the
public not later than the 30 day after the end of each quarter. Summary statistics for
reported data will. appear on www.Recovery.¢ov prior to the end of the 30 -day period,
but they will be appropriately marked to indicate their review status. The timeframe of
key reporting activities and their sequence and is shown below and described in the
paragraphs that follow.
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Registration. Reporting recipients and reviewing Federal agencies must be registered as
authorized parties prior to submitting or reviewing recipient reports on
www.FederalR�lrting.gov. The registration function will be available at
www.Federa[Ret)orting.gov no later than August 26, 2009. Thereafter, prime recipients,
delegated sub - recipients and Federal agencies can register on the website.
Prompt registration is encouraged. Since registration requires that prime recipients
must be registered in the Central Contractor Registration (CCR) database and that all
reporting entities have a D -U -N -S number (see Section 3.5 for more information on the
CCR and D -U -N -S numbers), reporting recipients whom do not already meet these
requirements should take immediate steps to prepare for registration. See Section 3.4 of
this Guidance for further information detailing the registration process. Federal agencies
will also need to register to perform their key activities within the system. Registration
occurs only once, prior to the first reporting cycle. Prime recipients choosing to delegate
reporting responsibilities should notify the affected sub- recipients early to allow them
time to register.
During days 1 -10 following the end of the quarter, recipients and delegated sub -
recipients prepare and enter their reporting information. See Section 3.6 for a description
of reporting methods. During this period, the data are considered to be in pre - submission
status until explicitly submitted. Recipients using the Web -based form method will be
allowed to store draft versions of their reports. Draft versions will only be available to
the individual creating the report. Recipients using the spreadsheet or system extracted
XML options may store draft versions outside the system on recipient -owned computers
or workstations. The data will assume the status of "submitted" and conform with the
Section 1512 reporting requirements only when the reporting entity explicitly submits it
using the web site functions. Submitted reports will be viewable by the appropriate
prime recipient and by the Awarding Agency10. Prime recipients and delegated sub -
recipients that have not submitted their data reports by the end of the l0a' day will be
considered non - compliant with the recipient reporting requirements.
During days 11 -21 following the end of the quarter, prime recipients ensure that
complete and accurate reporting information is provided prior to the Federal agency
comment period beginning on the 22 d day. Prime recipients will perform a data quality
review as described in Section 4 of this Guidance. Prime recipients are responsible for
verifying submitted information for all Recovery funds for which they are responsible,
for notifying sub - recipients of reporting errors or omissions, and for ensuring any data
corrections are completed in a timely manner. Prime recipients will be responsible for
coordinating with sub - recipients on any identified data corrections. To facilitate
corrections, the www.FederalReporting.gov solution will provide contact information for
the individual who submitted the report including email contact information. After
potential pilot testing of the solution, as mentioned in Section 2.6, it may be determined
that the recipient reporting solution may not automatically generate email notifications
for prime recipient to sub - recipient communications due to the potential volume resulting
from computer- generated notifications.
t0 Note that "Awarding Agency" is the data field consistent with the data dictionary within the
supplemental materials to this Guidance.
17
Agencies may perform an initial review of the information in a "view -only" mode during
this time period, but they will not be allowed to provide official feedback to prime
recipients. During this period summary statistics for the initial data submissions will
appear on www.Recovm.gov.
During days 22-29 following the end of the quarter, Federal agencies review and, if
determined, comment on the submitted reporting information. Submitted reports will not
be editable by prime recipients or delegated sub - recipients during this time period unless
notified by the Federal agencies. The Federal agencies will perform a data quality review
as described in Section 4 of this Guidance. The Federal agencies will notify the
recipients and delegated sub- recipients of any data anomalies or questions through the
www.FederalReporting.gov solution. This notification will unlock the notated report.
Capability for Federal agency notation will be included as well. The original submitter
must complete data corrections no later than the 29`s day following the end of the quarter.
Federal agency review will be indicated by the status indicators identified in Section 4.8
of this Guidance.
No later than 30 days following the end of the quarter, detailed recipient reports are made
available to the public on the www.Recovery.Qov website. Federal agencies are
encouraged to link to www.Recovery.eov on their respective websites to fulfill their
Section 1512 reporting requirements of facilitating the dissemination on recipient reports
to the public. Federal agencies may also post recipient information on their respective
websites after the data has been posted on the www.Recoverv.eov website. Any data
issues identified beyond the date of publication will be corrected or addressed in the next
quarterly report.
3.3 What is wrvmFederalReportinggov and what is its relationship to
www.Recovery.gov?
The solution www.FederalReporting.gov is the web site that recipients will access in
order to fulfill their reporting obligations as defined by Section 1512 of the Recovery Act
and by this Guidance. The www.FederalReporting.gov solution will provide recipients
and federal agencies with the ability to:
• Register for the site and manage their account(s)
• Submit reports
• View and comment on reports if the user represents a Federal agency or prime
recipient
• Update or correct reports when appropriate
Publish
The www.FederalReportine.gov website works in conjunction with the
www.Recovery.gov website to provide a comprehensive solution for recipient reporting
and Recovery data transparency. Recipient reports are submitted to
www.FederalReporting.gov and are ultimately published on www.RecovM.gov in
accordance with the recurring quarterly timeframe described above in Section 3.2.
3A How does a recipient register for the www.FederalRepordnggov solution?
As previously mentioned in Section 3.2, prime recipients and delegated sub- recipients
will need to be registered as authorized users of the www.FedemIReporting.gov solution
prior to submitting recipient reports into the website, and the registration function will be
available on www.Federa1RgRortmg.gov no later than August 26, 2009. Prompt
registration is encouraged. Award recipients should register within 10 business days of
receiving an award once the registration function is available. The process for registering
with www.FedemIReporting.gov will be as follows:
• Go to the website: The user will launch their commercial Web browser software
application (e.g., Internet Explorer, or Firefox) and will navigate to the website
www.FederalReporting.gov.
• Provide registration information: The user will select the Registration link on
the main page and fill-in the required registration information. All users will be
asked for a preferred User Identifier (User ID), a password, an email address, and
a primary phone number. Depending on the user's role in the system, some
additional information may also be required.
• Users that are representatives of State agencies will provide the Dun and
Bradstreet (D &B) D -U -N -S number for their State agency. If the State
agency uses more than one D -U -N -S number, the number of the State
agency organization that is administering the award should be used.
• Department of Defense (DoD) users will enter their organization's
Department of Defense Activity Address Code (DODAAC).
• Users that are representatives of prime recipients or sub - recipients will
provide their organization's D -U -N -S number. These numbers will be
used to lookup the user's organization in the CCR or D &B databases to
populate additional information into the reporting submission.
ILI
Prime and sub - recipients will need to register. If the Prime uses more than
one D -U -N -S number, the number of the organization that received the
award should be used.
Please note that registering with CCR and/or D &B requires additional
processing time for the two organizations to validate user organization
registration information. Combined CCR and D &B registration time can
range from a single to several days depending on the particular
organization and type of registration(s). If recipients need to register with
CCR and/or D &B prior to using the www.FederaiReporting.gov solution,
the recipients should allow sufficient time to complete the registrations
in order to still meet Recovery Act reporting deadlines. Advance
registration is strongly recommended.
• Receive confirmation: When the website registration has been successfully
concluded, the www.FederalReporting.gov solution will send a confirmation of
registration to the user by email.
Account Maintenance: The www.FederaIRpp2rting.gov website will also support
management of a user's account and user data such as contact information. For example,
the user can update an email address or the user account can be disabled. Help desk
support will be available for website functions as described in Section 3.10.
3.5 What are CCR and Dun and Bradstreet, and how does a recipient register
with them?
What is CCR? The Central Contractor Registration (CCR) is the primary contractor
database for the US Federal Government. CCR collects, validates, stores and
disseminates data in support of agency acquisition missions. (Since October 1, 2003, it is
Federally mandated that any organization wishing to do business with the Federal
government under a Federal Acquisition Regulation (FAR)-based contract must be
registered in CCR before being awarded a contract.) Because CCR is a Federally
mandated and funded program, there is no cost to registrants for registering in CCR.
Further detailed information on CCR is available at this URL:
hq://www.ccr.gov/FAO.ast)x.
What is a CCR MPIN? A Marketing Partner Identification Number (MPIN) is a
password created by a user in CCR that allows the user to access other government
systems such as PP1RS (Past Performance Information Retrieval System). The MPIN is a
nine - character alphanumeric code; and must include at least one alpha and one numeric
character, with no spaces. The MPIN is required in recipient reporting but not as part of
the registration process.
What is a D -U -N -S number and who provides It? Dun & Bradstreet (D &B) maintains
a business database containing information on more than 100 million businesses
worldwide. D &B provides a D -U -N -S number, a unique 9 -digit identification number,
for each physical location of a business organization. D -U -N -S Number assignment is
free for all businesses required to register with the U.S. Federal government for contracts
or grants. The D -U -N -S number is used by the www.FederalReporting.gov solution to
,P)m
indeutify business organizations. Further detailed information on D &B is available at
this URL: httn: / /fedeov.dnb.com/webform.
3.6 How does a recipient submit reports into www.FederalReporting.gov?
There are three basic methods to submit reports into the www.FederalReporting.gov
solution. The reporting organization can choose the most convenient method for
reporting among the following:
1) Online data entry in a Web browser: The website provides a straightforward
data entry form, available via the user's Web browser, for report data entry.
Technical requirements: A commercial Web browser such as Microsoft's
Internet Explorer, or Firefox is required for this option.
2) Excel spreadsheet: The website will make a Microsoft Excel spreadsheet
available for report submission. The user can download this spreadsheet, open the
spreadsheet in Microsoft's Excel spreadsheet program and fill it in. The spreadsheet
can then be uploaded to the website with the user's browser at
www.FederalReporting.gov. The spreadsheet is "locked" to restrict modification of
the spreadsheet and allow data entry only in the required fields. Note: Recipients
must not modify the structure of the spreadsheet or risk non - compliance due to
an invalid submission.
Technical requirements: Microsoft Office's Excel (Version 2003 or newer) is
required to open and edit the spreadsheet file. A Web browser such as
Microsoft's Internet Explorer, or Firefox is required to access the website.
3) Custom software system extract in NAM: Organizations with sufficient technical
experience may choose to submit a properly formatted Extensible Markup Language
(XML) file for their report submission. The supplemental materials to this Guidance
contain the data dictionary and XML schema needed for formatting and structuring
the XML system extracts. Additional detail about field constraints (such as the
elements used in drop down menus on the Web form) will be added to those materials
and posted to www.FederaiReporting.gov. A service for validating the structure of
XML extracts will be available on www.FederalReporting.gov_ prior to the
submission period to ensure extracts are properly formatted. Recipients are strongly
encouraged to test their report structures prior to the reporting period.
Technical requirements: A Web browser such as Microsoft's Internet Explorer,
or Firefox is required to access the website. Organizations must match a specific
XML schema format. The schema for the data submission will be provided on
the www.FederalReporting.gov website.
Regardless of the approach taken, there is a common underlying data dictionary between
all three approaches which will support common unified publishing to
www,Recoverv.gov in accordance with the quarterly timeline discussed in Section 3.2.
See document entitled, Recipient Reporting Data Model. This document will be
published on OMB's website and www.Recovery.gov as supplemental materials to this
Guidance.
21
The process for filling in the reporting information online (method 1) is as follows:
• Go to the website: The user will launch their commercial Web browser software
application (e.g., Internet Explorer or Firefox) and will navigate to the site
www.FederalReporting.gov.
• Login: The system will prompt the user for a valid userid and password
combination to log -in.
• Select Recipient Type: The user will select the appropriate recipient type (e.g.,
Prime Recipient or Sub - Recipient).
• Select Reporting Type: The user will select the appropriate reporting
submission (e.g., grant, loan or other form of assistance).
• Fill in the Online Form: The user will fill in the online form according to the
screen instructions. Some basic information is mandatory such as D -U -N -S
Number, Grant or Loan number. This data should be gathered in advance of using
the online system
• Confirmation: Once the user transmits data, the reporting solution will
acknowledge receipt and will check for validity of all information. Due to the
anticipated volume of reports, the validation may be delayed up to 24 hours. The
validation will ensure that the system can accept the report.
• Submission: The Web form will require that the user explicitly "submit" the
entered information when completed. Recipients who have not completed the
submission step by the end of the IOm day after the end of the reporting quarter
will be considered non - compliant with reporting requirements. The system will
acknowledge the completion of the submission step if it is successful.
The process for downloading the spreadsheet (method 2) is as follows:
• Go to the website: The user will launch their commercial Web browser software
application (e.g., Internet Explorer or Firefox) and will navigate to the site
www.FederatReporting.gov.
• Login: The system will prompt the user for a valid userid and password
combination to log in.
• Select Recipient Type: The user will select the appropriate recipient type (i.e.,
Prime Recipient or Sub - Recipient).
• Select Reporting Type: The user will select the appropriate type of reporting
submission (e.g., grant, loan or other form of assistance).
• Select the File: The user will select the spreadsheet and download the template.
Once the spreadsheet has been updated, the process for uploading the spreadsheet is as
follows
• Go to the website: The user will launch their commercial Web browser software
application (e.g., Internet Explorer or Firefox) and will navigate to the site
www.FederalReportine.QOV.
• Login: The system will prompt the user for a valid userid and password
combination to log in.
22
• Submit Report: The user will select the report submission choice and select the
upload spreadsheet option. The user will follow a standard select file process.
• Confirmation: The system will display a confirmation of report acceptance. The
system will then validate the structure of the data for conformance to the data
standards. This process may take as long as 24 hours to process based on system
load, however submitters are considered compliant with reporting requirements if
they submit data valid file within the required timeframe.
The process for downloading the XML Schema (method 3) is as follows:
• Go to the website: The user will launch their commercial Web browser software
application (e.g., Internet Explorer or Firefox) and will navigate go to the site
www.FederalRei)orting.gov.
• Login: The system will prompt for a valid userid and password combination to
log in.
• Select Recipient Type: The user will select the appropriate recipient type (i.e.,
Prime Recipient or Sub - Recipient).
• Select Reporting Type: The user will select the appropriate type of reporting
submission (e.g., grant, loan or other form of assistance).
• Select the Me: The user will select the XML and download the schema.
The process for uploading the XML extract file is as follows:
• Go to the website: The user will launch their commercial Web browser software
application (e.g., Internet Explorer or Firefox) and will navigate to the site
www.FederalRenortine.gov.
• Login: The system will prompt for a valid userid and password combination to
log in.
• Submit Report: The user will select the report submission choice and select the
upload XML schema option. The user will follow a standard select file process.
• Confirmation: The system will display a confirmation of report acceptance. The
system will validate the structure of the data for conformance to the data
standards. This process may take as long as 24 hours to process based on system
load.
Special reporting Requirement for Prime Recipients
Prime recipients will be required to enter their MPIN from CCR at the time of
report submission. This information is required to identify the submitter as a
prime recipient. Prime recipients will not be able to view sub- recipient reports
until the prime recipient report is submitted using a valid MPIN for the D -U -N -S
associated with the award.
3.7 What if the recipient does not have Web access?
Only electronic submission across the public Internet, by the three methods defined in
Section 3.6 is supported at this time. Reporting entities that do not have access to the
Internet should contact the awarding agency for guidance.
23
3.8 How does a Federal agency or recipient review reporting submissions?
The www.FederalReporting.gov solution supports the review of recipient submissions by
Federal agencies and prime recipients. The solution will enable multiple reviewers for
each agency or prime recipient, although there will be only a single reviewer allowed for
each individual report. The process for reviewing reporting submissions is as follows:
• Go to the website: The user will launch their commercial Web browser software
application (e.g., Internet Explorer or Firefox) and will navigate go to the site
www.FederalReporting. aov.
• Login: The system will prompt for a password and the user will login.
• Select Report: The user will select a report to review if action is required by the
report submitter, and the reviewer is allowed to make comments in accordance
with the quarterly timeline in Section 3.2. There will be a mechanism for
extracting recipient reports for Federal agency review and a capability within the
system to notate reports.
3.9 How does a recipient make a report correction to a submission?
A recipient may decide, or may be asked by a subsequent reviewer, to make a correction
to a submission. The entity submitting the report is the data owner of the submission and
is therefore responsible for applying any corrections. The recipient can update the
submission with the following process:
• Go to the website: The user will launch their commercial Web browser software
application (e.g., Internet Explorer or Firefox) and will navigate go to the site
www.FederalRenortina.yov.
• Login: The system will prompt for a password and the user will login.
• Select an Existing Report: The user will select a report to be re- submitted.
• Data Entry: If the report was submitted in an online form (method 1), the user
can then edit the fields in the online form and save them again.
• Select the Replacement File: If the report submission is file -based (methods 2 .
or 3), the user will select the updated XML file or spreadsheet file to be uploaded
and will submit the file according to screen instructions.
• Confirmation: The system will display a confirmation of report acceptance. The
system will validate the structure of the data for conformance to the data
standards. This process may take as long as 24 hours to process based on system
load.
3.10 How does a recipient access the www.FederaiReportinggov solution
helpdesk?
The registration and reporting processes will be supported by a helpdesk. The helpdesk
contact information will be available on the www.FederalReporting.gov website at the
start of registration and will provide help with user functions related to the registration
24
and reporting processes. Questions regarding specific Recovery awards or programs
should be referred to the Federal Awarding Agency.
Federal Aeencv Review Process
3.11 How will agencies obtain recipient data elements?
Recovery recipient reporting data will be provided for download by Federal agency and
program officials from a central data repository. These files may be used to automate
data quality reviews or create agency /program specific reports. Details regarding format
and download options are being developed.
3.12 What data elements will Federal agencies use to review recipient reports?
Federal agencies should develop internal policies and procedures for reviewing reported
data. Federal agencies may extract the data elements below to validate recipient reports
for compliance, accuracy, and consistency with Federal award data. Automated checks
for accuracy may be conducted by comparing recipient data to the award data stored in
agency financial systems of record. For example, recipient data may be used to ensure
that all Federal agency recipients have submitted reports and to verify that all prime -
recipient D -U -N -S reported have actually received Recovery funding. Also, amounts
may be validated for consistency to ensure the individual or aggregated values do not
exceed the agency amounts awarded or disbursed. Items the Federal agency might
consider:
• Award Number
• Funding Agency Name
• D -U -N -S Number
• EIN
• CFDA
• Recipient Organization
• Project/Grant Period
• Total Cost of Infrastructure Investments
• Amount of award Current Value
• Amount of Award or Sub Award Ultimate Value (anticipated total amount of
cash)
• Total amount of Sub awards less than $25,000
• Total Jobs Created/Retained
3.13 How will the other data elements be used by Federal agencies?
Federal agencies may review additional data elements highlighted below to determine if a
prime recipient's report is realistic or will produce expected results. This type of review
is more subjective and may need to be conducted manually. For example, the Federal
agency may elect to compare data elements for consistency in reporting by comparing the
25
percent of money disbursed with the percent complete or comparing the project/activity
code with the project's narrative description. The agency may choose to review fields for
reasonableness, such as the estimated number of jobs created/retained; or choose to
measure the value of infrastructure costs with the rationale for the infrastructure
investment.
• Completion Status
• Estimate of number of jobs created
• Estimate of number of jobs retained
• Purpose of infrastructure investment
• Rationale for funding the infrastructure investment with ARRA funds
• NEPA Compliance Status
• NEPA Supporting Information
3.14 Can agencies use recipient reporting to make decisions impacting the
recipient's awards?
Although the intent of the recipient reporting solution is primarily reporting as opposed to
management, Federal agencies may use recipient reports to help assess compliance with
the temps and conditions of the individual award agreements, further assess risks and to
determine when to release the remaining funds. For example, for certain grant programs
a Federal agency may have partially. awarded each State's allocation with the intent to
award the remaining available Recovery funds after each State addresses how the they
will meet the reporting requirements in the Recovery Act, including the recipient reports
required by Section 1512(c). In this case, the agency may publish specific guidance that
only affects its grants, in accordance with these reporting requirements, to specify what
information recipients must provide before receiving the balance of its Recovery grants.
OR
Section 4 —Data Quality Requirements
4.1 What is the scope of required data quality reviews?
Data quality (i.e., accuracy, completeness and timely reporting of information) reviews
required by this Guidance are intended to emphasize the avoidance of two key data
problems -- material omissions and significant reporting errors. Material omissions are
defined as instances where required data is not reported or reported information is not
otherwise responsive to the data requests resulting in significant risk that the public is not
fully informed as to the status of a Recovery Act project or activity. An example of a
material omission would be a recipient, or delegated sub - recipient, who fails to report the
current percentage of completion for a project and/or an activity that has been funded by
the Recovery Act. Instances in which a prime recipient or sub- recipient fails to report
entirely would be considered a material omission for the purposes of this Guidance.
In general, material omissions should be minimized by the www.FederalReporting.gov
solution, which will require fields to be completed for successful transmission. however,
a material omission may still occur to the extent submitted data is not responsive to a
specific data request. For example, a recipient required to report a description of a
purchase made from a vendor may not provide sufficient detail in the description for the
reader to derive the nature of the purchase.
Significant reporting errors are defined as those instances where required data is not
reported accurately and such erroneous reporting results in significant risk that the public
will be misled or confused by the recipient report in question. An example of this would
be a recipient, or sub - recipient, who reports expenditures in excess of the amount
awarded by the Federal funding agency, excluding funding resulting from match
requirements. Significant reporting errors may be intentional or accidental. Actions
should be taken to reduce either cause.
Federal agencies should coordinate how to apply the definitions of material omission and
significant reporting error in given program areas or across programs in a given agency.
This will ensure consistency in the manner in which data quality reviews are carried out.
4.2 Who is responsible for the quality of data submitted under Section 1512 of the
Recovery Act?
Data quality is an important responsibility of key stakeholders identified in the Recovery
Act. Prime recipients, as owners of the data submitted, have the principal responsibility
for the quality of the information submitted. Sub - recipients delegated to report on behalf
of prime recipients share in this responsibility. Agencies funding Recovery Act projects
and activities provide a layer of oversight that augments recipient data quality. Oversight
authorities including the OMB, the Recovery Board, and Federal agency Inspectors
General also have roles to play in data quality. The general public and non - governmental
27
entities interested in "good government' can help with data quality, as well, by
highlighting problems for correction. t t
Prime Recipient
• Owns recipient data and sub - recipient data
• Initiates appropriate data collection and reporting procedures to ensure
that Section 1512 reporting requirements are met in a timely and effective
manner
• Implements internal control measures as appropriate to ensure accurate
and complete information
• Performs data quality reviews for material omissions and/or significant
reporting errors, making appropriate and timely corrections to prime
recipient data and working with the designated sub - recipient to address
any data quality issues
Sub- recipient
• Owns sub - recipient data
• Initiates appropriate data collection and reporting procedures to ensure
that Section 1512 reporting requirements are met in a timely and effective
manner
• Implements internal control measures as appropriate to ensure accurate
and complete information
• Reviews sub - recipient information for material omissions and/or
significant reporting errors, and makes appropriate and timely corrections
Federal Agency
• Provides advice/programmatic assistance
• Performs limited data quality reviews intended to identify material
omissions and/or significant reporting errors, and notifies the recipients of
the need to make appropriate and time changes
• Oversight Authorities (such as OMB, Recovery Board, and agency Inspectors
General)
• Establish data quality expectations
• Establish data and technical standards to promote consistency
• Coordinate any centralized reviews of data quality
4.3 Does this Guidance mandate a specific methodology for conducting data
quality reviews?
No. However, the relevant party conducting a data quality review required by this
Guidance (i.e., recipients, sub- recipients, Federal agencies) must use its discretion in
determining the optimal method for detecting and correcting material omissions or
" Mechanisms for the public to provide feedback on the data will be available on Recovery.gov as well as
individual agency Recovery websites.
RV
significant reporting errors. At a minimum, Federal agency, recipients, and sub- recipients
should establish internal controls to ensure data quality, completeness, accuracy and
timely reporting of all amounts funded by the Recovery Act. Possible approaches to this
include;
• Establishing control totals (e.g., total number of projects subject to reporting, total
dollars allocated to projects) and verify that reported information matches the
established control totals;
• Creating an estimated distribution of expected data along a "normal" distribution
curve and identify outliers;
• Establishing a data review protocol or automated process that identifies
incongruous results (e.g., total amount spent on a project or activity is equal to or
greater than the previous reporting); and
• Establishing procedures and/cross- validation of data to identify and/or eliminate
potential "double counting" due to delegation of reporting responsibility to sub-
recipient (see Section 2.9).
4.4 What is the process and timing of data quality review efforts?
• Recipients and sub - recipients reporting Section 1512 data into the
www.FederalReporting.gov solution must initiate a review of the data both prior
to, and following, the formal submission of data. The post- submission review
period runs from the 11 m day of the reporting month to the 2151 day of the
reporting monih for prime recipients. During this post- submission review period,
significant reporting errors or material omissions that are discovered can be
corrected using the www.FederalReporting.gov solution. Specific instructions for
submitting new or corrected data will be provided on the
www.FederalReuortine.eov website. The prime recipients are responsible for
reviewing data submitted by sub - recipients. Where a recipient identifies a data
quality issue with respect to information submitted by the sub - recipient, the
recipient is required to alert the relevant sub - recipient of the nature of the problem
identified by the recipient. All corrections by recipients and sub - recipients
during this phase of the review must be transmitted by the 21" day of the
reporting month.
Federal agencies will initiate a review of the data after formal submission by the
recipients and sub - recipients. During the recipient and sub - recipient review
period (i.e., day 11 to day 21 of the reporting month), Federal agencies will have
access to review the data and should begin initial reviews at this time. However,
the official agency review process begins on the 22nd day of the reporting month
and runs until the 29" day of the reporting month. During this period, the Federal
agency will be responsible for reviewing data submitted by recipients and sub -
recipients. Where an agency identifies a data quality issue with respect to
information submitted by the recipient or sub - recipient, the Federal agency is
required to alert the relevant recipient of the nature of the problem identified by
29
the Federal agency. All corrections by recipients and sub - recipients during this
phase of the review must be transmitted by the 296 day of the reporting month.
• After the 29d` day, no further corrections can be made. Corrections identified that
for whatever reason cannot be made by the 29"' of the month will be incorporated
into the following quarter's data report of the recipient or delegated sub - recipient.
Additional information on the timing of data quality reviews can be found in Section 3.2
of this Guidance.
4.5 Are recipients required to certify or approve sub - recipient data into the
www.FederalRepozWnggov solution prior to the end of the recipient post -
submission review period (i.e., day 11 to day 21 of the reporting month)?
No. The recipient is required to run a data quality review process consistent with Section
3 and Section 4 of this Guidance. The recipient is further required to make necessary
corrections to recipient data and to further alert sub - recipients of identified significant
reporting errors or material omissions. These actions are expected to occur prior to the
22 °d day of the reporting month. The agency review process will begin on the 22°d day of
the reporting month regardless of the actions of the recipient and sub - recipient. Please see
Section 3.2 for further guidance.
No separate statement of assurance or certification will be required of prime recipients
with respect to the quality of sub - recipient data.
4.6 What are the implications or consequences of uncorrected data quality
problems by recipients and sub - recipients?
As referenced throughout this Guidance, recipients and delegated sub - recipients are the
owners of the data submitted. As further promulgated in OMB M -09 -15, timely,
complete, and effective reporting under Section 1512 of the Recovery is a term and
condition of receiving Recovery Act funding.
As a result, Federal agencies will be required to continuously evaluate recipient and sub -
recipient efforts to meet Section 1512 requirements as well as the requirements of OMB
implementing guidance and any relevant Federal program regulations. In particular,
Federal agencies will work to identify and remediate instances in which:
Recipients that demonstrate systemic or chronic reporting problems and/or
otherwise fail to correct such problems as identified by the Federal agency;
Sub - recipients that demonstrate systemic or chronic reporting problems and/or
otherwise fail to correct such problems as identified by the recipient or Federal
agency; and
Recipients that demonstrate systemic or chronic deficiencies in meeting its
responsibilities to review and identify data quality problems of sub - recipients
consistent with the requirements of this Guidance.
30
On a case -by -case basis, such findings of a Federal agency can result in termination of
Federal funding and/or initiation of suspension and debarment proceedings of either the
recipient or sub - recipient, or both. Further, in some cases, intentional reporting of false
information can result in civil and/or criminal penalties.
See also Section 2.10 of this Guidance.
4.7 Are Federal agencies required to certify or approve data for publication on
www.Recovery.gov or agency websites?
No. The Federal agency is required to run a data quality review process consistent with
Sections 3 and 4 of this Guidance. These actions are expected to occur prior to the 30'h
day of the reporting month. The information will be posted according to the Recovery.
Act and this Guidance no later than the 30s' day after the end of the quarter regardless of
the outcome of Federal agency data quality review efforts.
4.8 Blow will issues identified under the data quality reviews conducted pursuant
to this Guidance be communicated to the public?
This Guidance seeks to strike an appropriate balance between providing the public with
transparency into the information as reported by prime recipients and sub - recipients and
the longstanding requirements of the Government to ensure the quality of data
disseminated to the public. Federal agencies will be required to perform data quality
checks similar to those described in Section 4.3. 12 In addition, Federal agencies will be
required to classify submitted data (which may be organized by award or program), using
the following three categories:
Not Reviewed by agency;
Reviewed by agency, no material omissions or significant reporting errors
identified; and
Reviewed by agency, material omissions or significant reporting errors identified.
Within the third category, to the extent the agency identifies any data that it has reason to
believe is false or misleading that has not been corrected by the recipient or sub - recipient,
the Federal agency must provide such findings to recovervundates(a.esa.eov so that the
Recovery Board can make such instances public on the website www.Recovery.gov.
The system will automatically default to the first category of "Not reviewed by agency" if
an agency has not chosen one of the above three categories before the 29th day of the
process.
12 Consistent with Section 3.3, it may not be necessary for a Federal agency to separately review each
submitted data record by a prime or sub - recipients. At the discretion of the Federal agency, the review may
encompass only aggregate information in an effort to identify outliers within a unique record. As a result, a
Federal agency may, depending on the review approach or methodology, classify data as being `reviewed
by agency" even if a separate and unique review of each submitted record has not occurred.
31
4.9 Are Federal agencies required to review prime recipient processes and
procedures for collecting, reviewing, and reporting Section 1512
information?
Yes. Consistent with Federal agency standard oversight responsibilities for financial
assistance programs, Federal agencies will need to review the processes and procedures
of prime recipients.
WN
Section 5 — Reporting on Jobs Creation Estimates by Recipients
5.1 What reporting is required by the Recovery Act for estimates of jobs created or
retained?
There are two distinct types of jobs reports that the Recovery Act requires.
First, the Council of Economic Advisers, in consultation with OMB and Treasury, are required
by the Recovery Act to submit quarterly reports to Congress that detail the impact of programs
funded through Recovery funds on employment, economic growth, and other key economic
indicators. OMB and agencies will continue to partner with CFA on these quarterly reports and
other questions regarding macro -level jobs estimates. Agencies with questions about reporting
macro-level or indirect jobs estimates should refer to CEA's guidance on reporting jobs:
http: / /www. whitehouse. gov/ administra fon/eop /cea/Estimate -of -Job- Creation/
The second type of job estimates should be submitted by recipients of Recovery funds for each
project or activity, as required by Section 1512(c)3(D) of the Recovery Act. This section
addresses the jobs estimates required to be submitted by recipients.
5.2 What information are recipients covered by Section 1512 required to report?
Recipient reporting requirements for grants, cooperative agreements, and loans were published in
two separate Federal Register notices. The first notice contained proposed data elements and
instructions on reporting jobs created and retained under grants, cooperative agreements, and
loans (74 FR 14824). The comments on this fast notice were reviewed, though an alternate data
set had to be cleared on an emergency basis to accommodate the more immediate need for
reporting requirements at the recipient and federal levels. The second notice contained interim
final guidance and a standard award term. (2 CFR 176.50) with a request for public comment.
The comment period for the second notice ends on June 22, 2009 (74 FR 18449).
While this guidance does not apply to contracts, recipient reporting requirements and a standard
award clause for federally awarded contracts were published in an interim final rule with request
for public comment (FAR 52.204 -11). The public comment period on the contract rule has now
closed, and the final rule will be published in the near future.
The final detailed reporting requirements for recipients of grants, cooperative agreements, loans
and contracts along with data entry instructions will be posted on www.FederalReporting.Qov as
explained in federal agency award terms /clauses.
The points below provide an overview of the key requirements and supplemental guidance on
reporting the employment impact of the Recovery Act funded work.
• Prime recipients are required to report an estimate of jobs directly created or retained by
project and activity or contract. Recipients will be required to report an aggregate
number for the cumulative jobs created or retained for the quarter in a separate numeric
field. Recipients will also be asked to provide a narrative description of the employment
33
impact. While no change is being made to the actual information required to be reported,
the clarification that this information will be collected in two separate fields — one
numeric and a text field for the narrative — is an update from previous Recovery Act
guidance.
A job created is a new position created and filled or an existing unfilled position that is
filled as a result of the Recovery Act; a job retained is an existing position that would not
have been continued to be filled were it not for Recovery Act funding. A job cannot be
counted as both created and retained. Also, only compensated employment in the United
States or outlying areas should be counted. See 74 FR 14824 for definitions.
• The estimate of the number of jobs required by the Recovery Act should be expressed as
"full -time equivalents" (FTE), which is calculated as total hours worked in jobs created
or retained divided by the number of hours in a full-time schedule, as defined by the
recipient (see Section 5.3 for more information). The FTE estimates must be reported
cumulatively each calendar quarter.
• Recipients of grants, cooperative agreements, and loans must include in the aggregate
number and their narrative description an estimate of jobs created and retained on
projects and activities managed by their funding recipients. This clarification is a change
from previous guidance, based on comments received on the Federal Register notice and
stakeholder input. For additional guidance on providing these estimates see Section 5.4.
Recipients should not attempt to report on the employment impact on materials suppliers
and central service providers (so- called "indirect" jobs) or on the local community
("induced" jobs). Employees who are not directly charged to Recovery Act supported
projects/activities, who, nonetheless, provide, critical indirect support, e.g.,
clerical/administrative staff preparing reports, institutional review board staff members,
departmental administrators, are NOT counted as jobs created/retained. Recipients report
only direct jobs because they may not have sufficient insight or consistent methodologies
for reporting indirect or induced jobs. The Council of Economic Advisers is developing
a macro - economic methodology to account for the overall employment impact of the
Recovery Act.
• The narrative should include a brief description of the types of jobs created or retained.
This description may rely on job titles, broader labor categories, or the recipient's
existing practice for describing jobs as long as the terms used are widely understood and
describe the general nature of the work.
• Recipients will report for all projects and activities or federally awarded contracts
regardless of whether they are funded in whole or in part by the Recovery Act, but should
report only on the jobs and funding attributable to an award under the Recovery Act.
Please note that certain recipients, such as those funded by Department of Transportation, have
job reporting requirements in the Act that go beyond Section 1512. Recipients must follow this
34
guidance with respect to the reporting requirements under Section 1512, and must also comply
with program and agency - specific requirements.
5.3 What methodology should recipients use when calculating the number of jobs
created or retained?
The requirement for reporting jobs is based on a simple calculation used to avoid overstating the
number of other than full -time, permanent jobs. This calculation converts part-time or temporary
jobs into "full -time equivalent" (FTE) jobs. In order to perform the calculation, a recipient will
need the total number of hours worked that are funded by the Recovery Act. The recipient will
also need the number of hours in a full -time schedule for a quarter. The formula for reporting
can be represented as:
Cumulative Re cov ery Act Funded Hours Worked Qtr I ... n) = FTE
Cumulative Hours in a Full — time Schedule Qtr 1...n)
Example:
Assume that a recipient is preparing its first quarterly report and that the recipient's Recovery
Act funded work required two full -time employees and one part-time employee working half
days for the quarter. Also assume that the recipient's full-time schedule for the quarter is 520
hours (2080 hours in a work -year divided by 4). To convert hours worked to number of FTE for
the fast quarterly report, aggregate all hours worked and divide by the number of hours in a full -
time schedule for the quarter. In this example, full -time hours worked (520 hrs x 2 employees =
1040 hrs) + part -time hours worked (260 hrs) + number of hours in a full -time schedule for the
quarter (520 hrs) = 2.5 FTE reported in the first quarterly report. Because jobs are reported
cumulatively each quarter, this same number of FTE would be reported for the second quarter if
the same number of employees worked the same number of hours.
Reporting is cumulative across the project lifecycle, and will not reset at the beginning of each
calendar or fiscal year. In the example above, the 2.5 FTE reported in the fast quarterly report
will stay the same through the project lifecycle, assuming the same number of employees work
the same number of hours. The table below shows the FTE calculations through the lifecycle of
an 18 month project that uses full -time, part-time, and temporary workers.
Period
Full -Time Schedule
3rd qtr
520
4th qtr
1040
1st qtr
1560
2nd qtr
2080
3rd qtr
2600
4th qtr
3120
Full Time Employee 1
520
1040
1560
2080
2600
3120
Full Time Employee 2
520
1040
1560
2080
2600
3120
Part Time Employee (half time)
260
520
780
1040
1300
1560
Temporary Employee (650 hrs.)
0
0
130
390
650
650
Total Hours Worked
1300
2600
4030
5590
7150
8450
Quarterili FTE. . . ;
.:2.50 ..:
' .2.50
2.58.
2:69
2 75 .
1,:2:7t
35
An alternative calculation based on the allocable and allowable portion of activities expressed as
a percentage of the total is acceptable for recipients of assistance agreements that must comply
with OMB Circular A -21, Cost Principles for Educational Institutions. OMB Circular A -21
recognizes that practices vary among educational institutions as to the activity constituting a full
workload. Compensation charged to sponsored projects must conform to the institution's
established policies and reasonably reflect the activity for which the employee is compensated.
Charges to sponsored projects may be expressed as a percentage of their total activities.
Therefore, for purposes of ARRA reporting of jobs created or retained, colleges and university
may count, proportionately, the percentage of effort directly charged to ARRA awards as an FTE
equivalent.
For example - A faculty member charging 50% effort on an ARRA award will be counted as .5
FTE. Hourly and part time employees shall be calculated based on actual hours worked on the
sponsored agreement and the institution's definition of a full workload for employment.
The total hours reported may include paid leave.
5.4 How should recipients estimate the job impact of funding provided to sub -
recipients?
Recipients must include an estimate of jobs created and retained on projects and activities
managed by their funding recipients in their aggregate number and their narrative description.
This information will be provided for each project and activity funded by the Recovery Act. The
clarification that recipients must report jobs estimates for all sub - awarded funds is an update
from previous guidance.
For example, consider a prime recipient that receives a $10 million grant from a Federal agency
for a specific project or activity. Assume the prime recipient hires five FTE to administer the
program at a total cost of $1 million, and distributes nine $1 million grants to sub - recipients. In
this case, the prime recipient will report the direct job creation of 5 FTE, and would also provide
an estimate of the total employment impact of the nine $1 million grants (using the same FTE
methodology discussed in 5.3).
Prime recipients are required to generate estimates of job impact by directly collecting specific
data from sub - recipients and vendors 13 on the total FTE resulting from a sub - award. To the
maximum extent practicable, information should be collected from all sub - recipients and vendors
in order to generate the most comprehensive and complete job impact numbers available.
However, in limited circumstances, the prime recipient can employ an approved statistical
methodology to generate estimates of job impact, thereby collecting data from a smaller subset
of sub - recipients and vendors in order to extrapolate an estimate of job impacts to all applicable
sub - recipients and vendors. A statistical methodology should only be employed in those cases
13 Job estimates regarding vendors of prime- or sub - recipients, should be limited to direct job impacts for the vendor
and not include "indirect" or "induced" jabs (see Section 5.2), e.g., hiringtretaining employees for infrastructure
projects.
36
where a comprehensive collection of jobs data from all sub - recipients and vendors is overly
costly or burdensome and thus disrupts the prime recipients' ability to effectively implement the
underlying mission of the program.
The appropriate Federal agency for a given program area will issue supplementary guidance
providing an acceptable statistical methodology for this purpose, including required sampling
parameters. Further, OMB will explore with the Board whether the current data collection
technology, www.FederalReporting.gov, can be modified in the future to allow sub - recipients to
report jobs data directly to prime recipients.
In the narrative description accompanying the estimate, where the prime recipient utilizes a
statistical methodology as described above, the prime recipient should note what part of the
estimate was generated with actual data received versus what part of the estimate was generated
through extrapolation. In addition, the narrative should provide a description of the statistical
methodology used.
In addition to providing this information by project and activity as required by the Recovery Act,
as a best practice it is also recommended that State governments post the employment impact of
all recovery funds prominently on the State recovery website.
37
Appendix — Reference Sheet of Frequently Used Guidance Terms
This appendix aims to serve as a reference sheet of terms used in this Guidance document. It
does not intend to redefine terms used in existing OMB Circulars, and it is meant to interpret this
guidance document only.
Data quality as used in this Guidance means steps considered to improved accuracy,
completeness and timely reporting of information. The data quality reviews required by this
Guidance are intended to emphasize the avoidance of two key data problems -- material
omissions and significant reporting errors that are also defined in this appendix.
Data Elements are the specific pieces of information that will be collected for recipient
reporting under the Recovery Act requirements. The data dictionary provided in the
supplemental materials to this Guidance lists these elements in a technical nature, and are also
highlighted in Section 2 of this Guidance.
Direct loan means a disbursement of funds by the Government to a non - Federal borrower under
a contract that requires the repayment of such funds with or without interest. The term also
includes certain equivalent transactions that extend credit.
Expenditures — As defined is the data dictionary provided in the supplemental materials to this
Guidance, the amount of Recovery funds received that were used to pay for projects or activities,
including payments made to sub - recipients and vendors.
Material omissions are defined as those instances where required data is not reported or
reported information is not otherwise responsive to the data request and such reporting gaps
result in significant risk that the public will be misled or confused by the recipient report in
question. In general, material omissions should be minimized by the www.FederalReporting.gov
solution, which will require fields to be completed for successful transmission, as well as include
edits and cross -edits to ensure data validity. However, a material omission may still occur to the
extent submitted data is not responsive to a specific data request. For example, a recipient
required to report a description of a purchase made from a vendor may not provide sufficient
detail in the description for the reader to derive the nature of the purchase.
Recipients required to report to the Federal govemment are entities, other than individuals, that
receive Recovery Act funding as Federal awards in the form of a grant, cooperative agreement,
or loan directly from the Federal government. Recipients may be referred to as "prime
recipients" in this document to help make the distinction between sub - recipients regarding the
roles, responsibilities and reporting requirements.
Significant reporting errors are defined are defined as those instances where required data is
not reported accurately and such erroneous reporting results in significant risk that the public will
be misled or confused by the recipient report in question. An example of this would be a
recipient, or sub - recipient who reports expenditures in excess of the amount awarded by the
Federal funding agency, excluding funding resulting from match requirements.
im
Sub - recipients that receive all or a portion of the Recovery funding may report to the Federal
government based on guidance and direction from the prime recipient. Sub - recipients are non-
Federal entities that are awarded Recovery funding through a legal instrument from the prime
recipient to support the performance of any portion of the substantive project or program for
which the prime recipient received the Recovery funding. The terms and conditions of the
Federal award are carried forward to the sub - recipient. This sub -award could be in the form of a
sub -grant or sub - contract, but it is not considered a "federal government contract," as it is not
awarded directly by a Federal agency. A sub - recipient may also be a prime recipient of other
Federal awards directly from the Federal government.
Vendors, for the purposes of this guidance are entities or individuals from which the prime
recipient or sub - recipient procures goods or services needed to carry out the project or program.
Vendors are not awarded funds by the same means as sub - recipients and are not subject to the
terms and conditions of the federal financial assistance award.
39
Department of Justice
_ Office ofJuslice Programs
PAGE 1 OF 9
Bureau of Justice Assistance
h
Grant
1. RECIPIENT NAME AND ADDRESS (including Zip Code)
4. AWARD NIIM TER. 2009- SB- B9-0271
CoumynfOsmge
10 Civic Center Plam
5. PR03M PERIOD: FROM 03!012009 TO
022&20)3
Sews Ate, CA 92701-0017
BUDGET PERIOD: FROM 031012009 TO
02282013
S. AWARD DATE 06/252009
8. SUPPLEMENT NUMBER
7.
AMON
Ivitiel
IA GRANTEE IRSIVENDOR NO. -
950009281
00
9. PREVIOUS AWARD AMOUNT
$ 0
3. PROJECT TITLE
10.AMOUNTOFTT'BSAWARD
53,959,880
FY 2009 Recovery Ad Justice Assiddus Grant Program
11. TOTAL AWARD
$ 3,959,880
12. SPECIAL CONDITIONS
THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH
ON TIM ATTACHED PAOE(S).
13. STATUTORY AUTHORITY FOR GRANT
Tlm project is supported under FY09 Recovery Ad (WA -Byrne JAG) Pub.
L No. It 1-5, 42 USC 3750 -3758'
15. METHOD OF PAYMENT
PAPRS
AGENCYAPPROVAL
GRANTEE ACCEPTANCE
18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
16. TYPED NAME AND TITLE OF APPROVING OFFICIAL
Domes H. Busch It
PalrGda Bates
Adiag Director
Board of Supervisors Ch it
17. SIGNATURE OF APPROVING OFFICIAL
19. SIGNATURE AO RECIPIENT
CIAL
19A. DATE
u � =
lka
AGBNCY USE ONLY
20. ACCOUNTING CLASSIFICATION CODES
21. ISBTJGT1078
FISCAL FUND BUD. DN.
YEAR CODE ACT, OFC. REG. SUB. POMS AMOUNT
9 B SB 80 00 DO 3959880
OJP FORM 4(002 (REV. 5.87) PREVIOUS EDITIONS ARE OBSOLETE.
FACSIMILE SIGNATURE AUTHORIZED
PER G.C. SEC, 25103. RESO 741535
SIGNED AND CERTIFIED THAT A COPY OF
OJP FORM 4000/2 (REV. 4.88) THIS DOCUMENT HAS BEEN DELIVEREC
?4j— �J4'7 TO THE CHAIR OF THE BOARD
OJ . � ;( ATTE T:
u
STS
� <h Oli�`
DARLENE 1. BLOOM
CLERK OF THE BOARD OF SUPERVISO S
ORANGE COUNTY. CALIFORNIA
APPROVED AS TO FORM
OFFICE OF THE COUNTY COUNSEL
ORANGE, COUNTY, CALIFORNIA
�
q.
BY ��u� �-
Date: 7/1-�79
Department of Justice
Office of lustice programs AWARD CONTINUATION
Bureau of Justice Assistance SHEET PAGE 2 OF 9
Grant
PROJECT'NUMRER 2009SB- B9-027I AWARD DATE 06252009
SPECIAL CONDITIONS
1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the
Office of Justice Programs (OJP) Financial Guide.
2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is
required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a
violation of its Certified Assurances and may result in suspension or termination of finding, until such time as the
recipient is in compliance.
3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A -133, Audits of States,
Local Governments, and Non -Profit Organizations, and further understands and agrees that funds may be withheld, or
other related requirements may be imposed, if outstanding audit issues (if any) from OMB Circular A -133 audits (and
any other audits of OR grant funds) are not satisfactorily and promptly addressed, as further described in the current
edition of the OJP Financial Guide, Chapter 19.
4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the
enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the
express prim written approval of OJP.
5. The recipient must promptly refer to the DOJ OIG any credible evidence that a principal, employee, agent, contractor,
subgrantee, subcontractor, or other person has either 1) submitted a false claim for grant funds under the False Claims
Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or
similar misconduct involving grant funds. This condition also applies many subrecipients. Potential fraud, waste,
abuse, or misconduct should be reported to the OIG by -
mail:
Office of the Inspector General
U.S. Department of Justice
Investigations Division
950 Pennsylvania Avenue, N.W.
Room 4706
Washington, DC 20530
e -mail: oig.hotline@a usdoj.gov
hotline: (contact information in_ English and Spanish): (800) 869 -4499
or hotline fax: (202) 616 -9881
Additional information is available from the DOJ GIG website at www.usdoj.govloig.
6. RECOVERY ACT — Conflict with Other Standard Terms and Conditions
The recipient understands and agrees that all other tams and conditions contained in this award, or in applicable OJP
grant policy statements or guidance, apply unless they conflict or are superseded by the terms and conditions included
here that specifically implement the American Recovery and Reinvestment Act of 2009, Public Law 111-5 ("ARRA"
or "Recovery Act') requirements. Recipients are responsible for contacting their grant managers for any needed
clarifications.
OJP FORM 9000/2 (REV, 4.98)
Department of Justice
Office of Justice Programs AWARD CONTINUATION
Bureau of Justice Assistance SHEET PAGE a OF 9
Grant
PRO.JECTNUMBER 2009SB -89 -0271 AWARD DATE 0625/3009
SPECUL CONDITIONS
7. The grantee agrees to assist BJA in complying with the National Environmental Policy Act (NEPA), the National
Historic Preservation Act, and other related federal environmental impact analyses requirements in the use of these
grant funds, either directly by the grantee or by a subgrantee. Accordingly, the grantee agrees to first determine if any
of the following activities will be funded by the grant, prior to obligating fiords for any of these purposes. If it is
determined that any of the following activities will be funded by the grant, the grantee agrees to contact BJA.
The grantee understands that this special condition applies to its following new activities whether or not they are being
specifically funded with these gram funds. That is, as long as the activity is being conducted by the grantee, a
subgrantee, or my third party and the activity needs to be undertaken in order to use these grant fonds, this special
condition must first be met The activities covered by this special condition are:
a. New construction;
In. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area, including
properties located within a 100 -year flood plain, a wetland, or habitat for endangered species, or a property listed on or
eligible for listing on the National Register of Historic Places;
c. A renovation, lease, or any proposed use of a building or facility that will either (a) resort in a change in its basic
prior use or (b) significantly change its sine;
d. Implementation of a new, program involving the use of chemicals other than chemicals that we (a) purchased as an
incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or
education envbonments; and
e. Implementation of a program relating to clandestine methampheiamine laboratory operations, including the
identification, seizure, or closure of clandestine methamphetamine laboratories.
The grantee understands and agrees that complying with NEPA may require the preparation of an Environmental
Assessment and/or an Environmental Impact Statement, as directed by BJA. The grantee further understands and
agrees to the requirements for implementation of a Mitigation Plan, as detailed at [website], for programs relating to
methamphetamme laboratory operations.
Application of This Special Condition to Grantee's Existing Programs or Activities: For any of the grantee's or its
subgramees existing programs or activities that will be funded by these grant funds, the grantee, upon specific request
from BJA, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment
of that funded program or activity,
8. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information
sharing systems which involve interstate connectivity between jurisdiction, such systems shall employ, to the extent
possible, existing networks as the communication backbone to achieve interstate connectivity, unless the grantee can
demonstrate to the satisfaction of BJA that this requirement would not be cost effective or would impair the
functionality of an existing or proposed IT system.
9. The grantee agrees to comply with all reporting, data collection and evaluation requirements, as prescribed bylaw and
detailed by the BJA in program guidance for the Justice Assistance Gram (JAG) Program. Compliance with these
requirements will be monitored by BJA.
10. The recipient agrees that any information technology system funded or supported by OJP funds will comply with 28
C.F.R. Part 23, Criminal Intelligence Systems Operating Policies, if OJP determines this regulation to be applicable.
Should OJP determine 28 C.F.R. Part 23 to be applicable, OJP may, at its discretion, perform audits of the system, as
per the regulation. Should any violation of 28 C.FR Part 23 occur, the recipient may be fined as per 42 U.S.C.
3789g(c)-(d). Recipient may not satisfy such a fine with federal funds.
DIP FORM 460012 (REV. 488) F` `
O�p1 \Vl
Department of Justice
O0 ffice of Justice Programs AWARD CONTINUATION
Bureau of Justice Assistance SHEET PACE 4 OF 9
l
Grant
PROJECTNUMBER 2009SB -B9 -0271 AWARD DATE 06252009
SPECLIL CONDITIONS
11. The grantee agrees to comply with the applicable requirements of 28 C.F.R. Part 38, the Department of Justice
regulation governing "Equal T=ttnmt for Faith Based Organizations" (the "Equal Treatment Regulation "). The Equal
Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to
fund any inherently religious activities, such as worship, religious instruction, or pruselytization. Recipients of direct
grants may still engage in inherently religious activities, but such activities must be separate in time or place from the
Department of Justice funded program, and participation in such activities by individuals receiving services from the
gmntee.or a sub - grantee most be voluntary. The Equal Treatment Regulation also makes clear that organizations
participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision
of services on the basis of a beneficiary's religion. Notwithstanding any other special condition of this award, faith -
based organizations may, in some circumstances, consider religion as a basis for employment See
http'l /wvnv.ojp.gov /about) c /egaaLfbo.htm.
12. The recipient agrees to ensure that the State Information Technology Point of Contact receives written notification
regarding any information technology project funded by this grant during the obligation and expenditure period. This is
to facilitate communication among local and state governmental entities regarding various information technology
.projects being conducted with these grant funds. In addition, the recipient agrees to maintain an administrative file
documenting the meeting of this requirement For a list of State Information Technology Points of Contact, go to
htip : / /www.itojp.gov /default.aspx ?a =policyAndPmcdcc&page 1046.
13. The recipient agrees that funds received under this award will not be used to supplant State or local funds, but will be
used to increase the amounts of such funds that would, in the absence of Federal funds, be made available for law
enforcement activities. .
14. RECOVERY ACT - JAG - Trust Farad
The recipient is required to establish a trust fund account (The trust fund may or may not be an interest- bearing
account.) The fund, including any interest, may not be used to pay debts or expenses incurred by other activities beyond
the scope of either the Edward Byrne Memorial Justice Assistance Grant Program (JAG) or Recovery JAG Program.
The recipient also agrees to obligate and expend the grant funds in the rust fund (including any interest eamed) during
the period of the grant Grant funds (including any interest eamed) not expended by the end of the grant period must be
returned to the Bureau of Justice Assistance no later than 90 days after the end of the grant period, along with the final
submission of the Financial Status Report (SF -269).
15. RECOVERY ACT— Access to Records; Interviews
The recipient understands and agrees that DOJ (including OR and the Office of the Inspector General (OIG)), and its
representatives, and the Government Accountability office (GAO), shall have access to and the right to examine all
records (including, but not limited to, books, papers, and documents) related to this Recovery Act award, including
such records of any subrecipicnt, contractor, or subcontractor.
The recipient also understands and agrees that DOJ and the GAO are authorized to interview any officer or employee of
the recipient (or of any subrecipient, contractor, or subcontractor) regarding transactions related to this Recovery Act
award.
16. RECOVERY ACr— One -time funding
The recipient understands and agrees that awards under the Recovery Act will be one -time awards and accordingly that
its proposed project activities and deliverables are to be accomplished without additional DOJ funding.
OJP FORM 40002 (REV. 4-88)
Department of Justice
Office of Justice Programs AWARD CONTINUATION
0 Bureau of Justice Assistance SHEET PAGE 5 GP 9
Grant
PROIECCMIMBER 200MB-B9.0271 AWARD DATE 06(252099
SPECIAL CONDITIONS
17. RECOVERY ACT - Separate Tracking and Reporting of Recovery Act Funds and Outcomes
The recipient agrees to track, account for, and report on all funds from this Recovery Act award (including specific
outcomes and benefits attributable to Recovery Act funds) separately from all other fiords, including DOJ award funds
from non - Recovery, Act awards awarded for the same or similar purposes or programs. (Recovery Act funds maybe
used in conjunction with other finding as necessary to complete projects, but tracking and reporting of Recovery Act
funds must be separate.)
Accordingly, the accounting systems of the recipient and all subrecipients must ensure that funds from this Recovery
Act award ate not commingled with funds from any other source.
The recipient fruther agrees that all personnel (including subrecipient personnel) whose activities are to be charged to
the award will maintain timesheets to document hours worked for activities related to this award and non- award-
related activities.
18. RECOVERY ACT -Subawards- Monitoring
-
The recipient agrees to monitor subawards under this Recovery Act award in accordance with all applicable statutes,
regulations, OMB circulars, and guidelines, including the OJF Financial Cmide, and to include the applicable conditions
of this award in any subaward- The recipient is responsible for oversight of subrecipient spending and monitoring of
specific outcomes Rod benefits attributable to use of Recovery Act funds by subrecipients. The recipient agrees to
submit, upon request, documentation of its policies and procedures for monitoring of subawards under this award.
19. RECOVERY ACT - Subawards- DUNS and CCR for Reporting
The recipient agrees to work with its first -tier subrecipients (if any) to ensure that, no later than the due date of the
recipient's fast quarterly report after a subaward is made, the subrecipient has a valid DUNS profile and has an active
registration with the Central Contractor Registration (CCR) database.
20. RECOVERY ACT - Quarterly Financial Reports
The recipient agrees to submit quarterly financial status reports to OJP. At present these reports are to be submitted
on -line (at btgn:/ /gmnts.ojp.odoj.gov) using Standard Form SF 269A, not later than 45 days after the end of each
calendar quarter. The recipient understands that after October 15, 2009, CIP will discontinue its use of the SF 269A,
and will require award recipients to submit quarterly financial status reports within 30 days after the end of each
calendar quarter, using the government- wide Standard Form 425 Federal Financial Report from (available for viewing
at www. whitehouse .gov /omb/grantststandard fornaaffr.pdf). Beginning with the report for the fourth calendar quarter
of 2009 (and continuing thereafter), the recipient agrees that it will submit quarterly financial status reports to OJP on-
line (at hops: / /grmas.cjp.usdoj.gov) using the SF 425 Federal Financial Report form, not later than 30 days after the end
of each calendar quarter. The final report shall be submitted not later than 90 days following the end of the grant period.
ON FORM 4000/2 (REV. 488)
5�
Department of Justice
Office of Justice Programs AWARD CONTINUATION
Bureau of Justice Assistance SHEET PAGE 6 OF 9
vy�_y
Grant
PROIECTWIDMER 2009 -SB -B9 -0271 AWARD DATE ofi2m(169
SPECIAL CONDITIONS
21. RECOVERY ACf — Recovery Act Transactions Listed in Schedule of Expenditures of Federal Awards and Recipient
Responsibilities for Informing Subrecipients
(a) The recipient agrees to maintain records that identify adequately the source and application of Recovery Act
funds, to maximize the transparency and accountability of funds authorized under the Recovery Act as required by the
Act and in accordance with 2 CFR 215 11, "Uniform Administrative Requirements for Greats and Agreements with
Institutions of Higher Education, Hospitals, and Other Non -profit Organizations" and OMB A -102 Common Rules
provisions (relating to Grants and Cooperative Agreements with State and Local Governments).
(b) The recipient agrees to separately identify the expenditures for Federal awards under the Recovery Act on the
Schedule of Expenditures of Federal Awards (SEFA) and the Data Collection Form (SF -SAC) required by OMB
Circular A -133. This condition only applies if the recipient is covered by the Single Audit Act Amendments of 1996
and OMB Circular A -133, "Audits of States, Local Governments, and Non -Profit Organizations." This shall be
accomplished by identifying expenditures for Federal awards made under the Recovery Act separately on the SEFA,
and as separate rows under Item 9 of Part N on the SF -SAC by CFDA number, and inclusion of the prefix "ARRA='
in identifying the more of the Federal program on the SEFA and as the first characters in Item 9d of Part M on the SF-
SAC.
(c) The recipient agrees to separately identify to each subrecipient the Federal award amber, CFDA number, and
amount of Recovery Act funds, and to document this identification both at the time of subaward and at the time of
disbursement of funds. When a recipient awards Recovery Act funds for an existing program, the information
furnished to subrecipients shall distinguish the subawards of incremental Recovery Act funds from regular subawards
under We existing program.
(d) The recipient agrees to require its mbrecipients to specifically identify Recovery Act frmding on their SEFA
information, similar to the requirements for the recipient SEFA described above. This information is needed to allow
the recipient to properly monitor subrecipient expenditure of Recovery Act funds as well as facilitate oversight by the
Federal awarding agencies, the DOJ OIG, and the GAO.
22. RECOVERY ACT— Reporfing and Registration Requirements under Section 1512 of the Recovery Act
(a) This award requires the recipient to complete projects or activities which are fined under the Recovery Act and to
report on use of Recovery Act funds provided through this award. Information from these reports Will be made
available to the public.
(b) The reports are due no later than ten calendar days after each calendar quarter in which the recipient receives the
assistance award funded in whole or in part by the Recovery Act.
(c) Recipients and then fist -tier recipients must maintain current registrations or the Central Contractor Registration
(W Ww.ccr.gov) at all tunes during which they have active federal awards funded with Recovery Act fiords. A Dun and
Bradstreet Data Universal Numbering System (DUNS) Number (www.dnb.com) is one of the requirements for
registration in the Central Contractor Registration.
(d) The recipient shall report the information described in section 1512(x) of the Recovery Act using the reporting
instructions and data elements that Will be provided online at www.FederalRepmning.gov, and ensure that any
information that is pre-filled is corrected or updated as needed.
DIP FORM 40002 (REV. 4-86)
Department of Justice
= office of Justice Programs AWARD CONTINUATION
Bureau of Justice Assistance SHEET PAGE 7 OF 9
Grant
PROJECTNUMBER 200ME5 B9 -0271 AWARD DATE 061152009
SPECIAL CONDITIONS
23. RECOVERYACr— ProvisionsofSectionl512(c)
The recipient understands that section 1512(c) of the Recovery Act provides as follows:
Recipient Reports- Not later than 10 days after the end of each calendar quarter, each recipient that received recovery
funds from a Federal agency shall submit a report to that agency that contains —
(I) the total amount of recovery funds received from that agency;
(2) the amount of recovery fonds received that were expended or obligated to projects or activities; and
(3) a detailed list of all projects or activities for which recovery funds were expended or obligated, including—
(A) the name of the project or activity;
(B) a description of the project or activity;
(C) an evaluation of the completion status of the project or activity;
(D) an estimate of the number of jobs created and the number of jobs retained by Ore limiter or activity; and
(E) for infrastructure investments made by state and local governments, the purpose, total cost, and rationale of the
agency for funding the infrasWcture investment with funds made available under this Act, and name of the person to
contact at the agency if there are concerns with the infrastructure investment.
(4) Detailed information on any subcontracts or subgrants awarded by the recipient to include the data elements
required to comply with the Federal Funding Accountability and Transparency Act of 2006 (Public Law 109 -282),
allowing aggregate reporting on awards below $25,000 or to individuals, as prescribed by the Director of the Office of
Management and Budget.
24, RECOVERY ACT— Protecting State and Local Government and Contractor Whistleblowers (Recovery Act, section
1553)
The recipient recognizes that the Recovery Act provides certain protections against reprisals for employees of non -
Federal employers who disclose information reasonably believed to be evidence of gross management, gross waste,
substantial and specific danger to public health or safety, abuse of authority, or violations of law related to contracts or
grants using Recovery Act finds. For additional information, refer to section 1553 of the Recovery Act. The text of
Recovery Act is available at www.ejp.usdoj.gov /recovery.
25. RECOVERY ACT— Limit on Fonds (Recovery Act, section 1604)
The recipient agrees that none of the funds under this award may be used by any State or local government, or any
private entity, for construction costs or any other support of any casino or other gambling establishment, aquarium, zoo,
golf course, or swimming pool.
26. RECOVERY ACT — Infiast ucnrre Investment (Recovery Act, sections 1511 and 1602)
The recipient agrees that it may not use any funds made available under this Recovery Act award for infrastructure
investment absent submission of a satisfactory certification under section 1511 of the Recovery Act. Should the
recipient decide to use funds for infasnucture investment subsequent to award, the recipient must submit appropriate
certifications under section 1511 of the Recovery Act and receive prior approval from OJP. In seeking such approval,
the recipient shall give preference to activities that can be started and completed expeditiously, and shall use award
funds in a manner that maximizes job creation and economic benefits. The text of the Recovery Act (including sections
1511 and 1602) is available at www.ojp.usdoj.gov /recovery,
OR FORM 40002 (REV. a-88)
�O
Department of justice
W Office of Justice Programs AWARDCONTMATION
Bureau of Justice Assistance SHEET PACE s OF 9 9
Grant
PROJECTNUMBER 2009- SB -R9-M] AWARD DAIS 06✓LS M
SPECIAL CONDMONS
27. RECOVERY ACT —Buy American Notification (Recovery Act, section 1605)
The recipient understands that this award is subject to the provisions of section 1605 of the - Recovery Act ("Buy
American'). No award funds may be used for iron, steel, or manufactured goods for a project for the construction,
alteration, maintenance, or repair of a public building or public work, unless the recipient provides advance written
notification to the OJP program office, and a Cram Adjustment Notice is issued that modifies this special condition to
add government -wide standard conditions (anticipated to be published in subpart B of 2 C.F.R part 176) that further
implement the specific requirements or exceptions of section 1605.
- Section 1605 of the Recovery Act prohibits use of any Recovery Act funds for a project for the construction, alteration,
maintenance, a repair of a public building or public work unless all of the iron, steel, and manufactured goods used in
the project are produced in the United States, subject to certain exceptions, including United States obligations under
imematioaal agreements.
For purposes of this special condition, the following definitions apply:
"Public building" and "public wort' ratans a public building of, and a public work of, a governmental entity (the United
States; the District of Columbia; wmmenwealths, territories, and minor outlying islands of the United States; State and
local governments; and multi- State, regional, or interstate entities which have governmental functions). These
buildings and works nay include, without limitation, bridges, dams, plants, highways, parkways, sheets subways,
tunnels, sewers, mains, power lines Pumping stations, heavy generators, railways, imports, terminals, docks, piers,
wharves ways lighthouses, buoys, jetties, breakwaters, levees and canals, and the construction, alteration,
maintenance, or repair of such buildings and works.
"Manufactured good" means a good brought to the construction site for incorporation into the building or work that has
been —
(1) Processed into a specific form and shape; or
(2) Combined with ether mw material to create a material that has differeat properties than the properties of the
individual mw materials.
"Steel" means an alloy that includes at least 50 percent iron, between .02 and 2 percent carbon, and may include other
elements.
For purposes of OJP grams, projects involving construction, alteration, maintenance, or repair ofjails, detention
facilities, prisons, public crime victims' shelters, police facilities, or other similar pmjwm will likely trigger this
Provision.
NOTE: The recipient is encouraged to contact the OJP program manager— in advance — with any questions concerning
this condition, including its applicability to particular circumstances.
OJP FORM 40M (REV. 498)
Department of Justice
Office of Justice Programs AWARD CONTINUATION
0 Bureau of Justice Assistance SHEET PAGE 9 OF 9
Grant
I PROIECr NUMBER 2009 -S&BMM AWARD DAIS 00520M I
SPECIAL CONDITIONS
28. RECOVERY ACT – Wage Rate Requirements under Section 1606 of the Recovery Act
(a) Section 1606 of the Recovery Act requires that all laborers and mechanics employed by contractors and
subcontractors on projects funded directly by or assisted in whole or in part by and through the Federal Government
pursuant to the Recovery Act shall be paid wages at rates not less then those prevailing on projects of a character
similar in the locality as determined by the Secretary of Labor in accordance with subchapter IV of chapter 31 of title
40, United States Code.
Pursuant to Reorganization Plan No. 14 and the Copeland Act, 40 U.S.C. 3145, the Department of Labor has issued
regulations at 29 CFR Parts 1, 3, and 5 to implement the Davis -Bacon and related Acts. Regulations in 29 CPR 5.5
instruct agencies concerning application of the standard Davis -Bacon contract clauses set forth in that section. The
standard Davis -Bacon contract clauses found in 29 CFR 5.5(a) are to be incorporated in any covered contracts made
under this award that are in excess of $2,000 for construction, alteration or repair (including painting and decorating).
(b) For additional guidance on the wage rate requirements of section 1606, contact your awarding agency. Recipients of
grants, cooperative agreements and loans should direct their initial inquiries concerning the application of Davis -Bacon
requirements to a particular federally assisted project to the Federal agency funding the project. The Secretary of Labor
retains final coverage authority under Reorganization Plan Number 14.
29. RECOVERY ACr– NEPA and Related Laws
The recipient understands that all OJP awards are subject to the National Environmental Policy Act (NEPA, 42 U.S.C.
section.4321 et seq.) and other related Federal laws (including the National Historic Preservation Act), if applicable.
The recipient agrees to assist OJP in carrying out its responsibilities under NEPA and related laws, if the recipient plans
to use Recovery Act funds (directly or through subaward or contract) to undertake any activity that triggers these
requirements, such as renovation or construction. (See 28 C.F.IL Part 61, App. D.) The recipient also agrees to comply
with all Federal, State, and local environmental laws and regulations applicable to the development and implementation
of the activities to be funded under this award.
30. . RECOVERY ACT – Misuse of award funds
The recipient understands and agrees that misuse of award funds may result in a range of penalties, including
suspension of current and future funds, suspension or debarment from federal grants, recoupment of monies provided
under an award, and civil andlor criminal penalties.
31. RECOVERY ACT – Additional Requirements and Guidance
The recipient agrees to comply with any modifications or additional requirements that may be imposed by law and
future OJP (including government -wide) guidance and clarifications of Recovery Act requirements.
32. RECOVERY ACT - JAG - Delinquent section 1512(c) reports
The recipient acknowledges that it has certified that it will comply with all reporting requirements under section
1512(c) of the Recovery Act. (An online reporting mechanism is anticipated to be available for award recipient use by
October 10, 2009.) Further to this certification, a failure to comply with the section 1512(c) reporting requirements
may, in addition to other penalties, subject the recipient to the following:
(1) After failure to report section 1512(e) data for two consecutive reporting periods, the recipient may be—(a)
precluded from drawing down finds under any OJP award, and/or (b) deemed ineligible for fume discretionary OIP
awards, until such time as the recipient becomes current in its section 1512(c) reporting obligations; and
(2) After failure to report section 1512(c) data for three consecutive reporting periods, the recipient, upon written
demand of the Director of ETA, shall return to OJP any unexpended award funds (including any unexpended interest
earned on award funds) within 15 calendar days of the date of the demand notice. Thereafter, the recipient's award shall
be converted to a cost - reimbursable grant until such time as the recipient becomes current in its section 1512(c)
reporting obligations, and remains current for not less than two additional consecutive reporting periods.
OF FORM 40002 (REV. 4 -88)
�j Department
Office of Justice prograras
Bureau of Justice Assistance
Office Of Justice Programs Washingmn, D.C. 20331
June 25, 2009
The Honorable Patricia Bates
County of Orange -
10 Civic Center Plaza
Santa Ana, CA 92701 -4017
Dear Chairwoman Bates:
On behalf of Attorney General Eric Holder, it is my pleasure to inform you that the Office of Justice Programs has approved
your application for funding under the FY 09 Recovery Act Edward Bymc Memorial Joan= Assistance Grant Program Local
Solicitation in the amount of $3,959,880 for County of Orange.
Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and
financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim
audit findings, and the maintenance of a minimum level of cash-on-hand. Should you not adhere to time requirements, you
will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative
action as appropriate.
if you have questions regarding this award, please contact
Program Questions, Stefanie Hams, Program Manager at (202) 305 -8059; and
- Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at
(800) 458 -0786, a you may contact the CSC at ask ocfo@msdcj.gov.
Congratulations, and we look forward to working with you.
Sincerely,
James H. Burch B
Acting Director
Enclosures
Department of Justice
r
Office of Justice Programs
Office for Civil Rights
Warhmgton, D.C. 10531
June 25, 2009
The Honorable Patricia Bates
County of Orange
10 Civic Center Plaza
Santa Ana, CA 927014017
Dear Chairwoman Bates:
Congratulations on yeti recent award In establishing financial assistance programs, Congress linked the receipt of Federal funding to
compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice
is responsible for ensuring that recipients of financial aid from OJP, its component offices and bureaus, the Office on Violence Against
Women (OV W), and the Office of Community Oriented Policing Services (COPS) comply with applicable Federal civil rights statutes and
regulations. We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice
Department funding.
Ensuring Access to Federally Assisted Programs
As you know, Federal laws prolubit recipients of financial assistance from discriminating on the basis of race, color, national origin,
religion, sex, or disability in funded programs or activities, not only in respect to employment practices but also in the delivery of services or
benefits. Federal law also prohibits funded programs or activities from discriminating on the basis of age in the delivery of services or
benefits.
Providing Services to Limited English Proficiency (LEP) Individuals
In accordance with Department ofluatice Guidance pertaining to Tide VI of the Civil Rights Act of 1964, 42 U.S.C. § 200K recipients of
Federal financial assistancec must take reasonable steps to provide meaningful access to their programs and activities for persons with limited
English proficiency (LEP). For more information on the civil rights responsibilities that recipients have in providing language services to
LEP individuals, please see the website at http:lh w .lep.gov.
Ensuring Equal Treatment for Faith-Based Organizations
The Department of Justice has published a regulation specifically pertaining to the funding of faith-based organizations. In general, the
regulation, Participation in Justice Department Programs by Religious Organizations; Providing for Equal Treatment of all Justice
Department Program Participants, and known as the Equal Treatment Regulation 28 C.F.R. part 38, requires State Administering Agencies
to treat these organizations the same as any other applicant or recipient The regulation prohibits State Administering Agencies from making
award or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious
composition of its board of directors.
The regulation also prohibits faith -based organizations from using financial assistance from the Department of Justice to fund inherently
religious activities. While faith-based organizations can engage in non - funded inherently religious activities, they must be held separately
from the Department of Justice funded program, and customers or beneficiaries cannot be compelled to participate in them The Equal
Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to
discriminate in the provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's
website at http:/ /www.ojp.wdoj.goy /om /Ctfbo.htm.
State Administering Agencies and faith-based organizations should also note that the Safe Streets Act, as amended; the Victims of Crime
Act, as amended; and the Juvenile Justice and Delinquency Prevention Act, as amended, contain prohibitions against discrimination on the
basis of religion in employment Despite these nondiscrimination provisions, the Justice Department bas concluded that the Religious
Freedom Restoration Act (RFRA) is reasonably construed, on a case -by -case basis, to require that its funding agencies permit faith-based
organizations applying for funding under the applicable program statutes both to receive DOJ fiords and to continue considering religion
when hiring staff, even if the statute that authorizes the funding program generally forbids considering of religion in employment decisions
by grantees.
Questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment may be directed to this
Office.
Enforcing Civil Rights Laws
All recipients of Federal financial assistance, regardless of the particular funding source, the amour of the grant award, or the number of
employees in the workforce, sre subject to the prohibitions against unlawful discrimination. Accordingly, OCR investigates recipients that
are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects.a
number of recipients each year for compliance reviews, audits that require recipients to submit dam showing that they are providing services
equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards.
Complying with the Safe Streets Act or. Program Requirements
In addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the nondiscrimination
provisions of the Otnnbus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, 42 U.S.C. § 3789d(c), or other Federal grant
program requrements, must meet two additional requirements:(1) complying with Federal regulations pertaining to the development of an
Equal Employment Opportunity Plan (ESOP), 28 C.F.R. § 42.301 -.308, and (2) submitting to OCR Findings of Discrimination (see 28
C.F.R. §§ 42205(5) or 31.202(5)).
1) Meeting the EEOP Requirement
In accordance with Federal regulations, Assurance No 6 in the Standard Assurances, COPS Assurance No. 8.11, or certain Federal grant
program requirements, your organization mtut comply with the following ESOP reporting requirements:
If your organization has received an award for $500,000 or more and bas 50 or more employees (counting both full- and part -time
employees but excluding political appointees), then it has to prepare an ESOP and submit it to OCR for review within 60 days from the
date of this letter. For assistance in developing an EEOP, please consult OCR's website at bttp: / /www.gip -u doj.gov /oc /mop.htm. You
may also request technical assistance from an EEO? specialist at OCR by dialing (202) 616 -3208.
If your organization received an award between $25,000 and $500,000 and has 50 or more employees, your organization still has to prepare
an EEOP, but it does not have to submit the EEOP to OCR for review. instead, your organization has to maintain the ESOP on file and
make it available for review on request In addition, your organization bas to complete Section B of the Certification Form and return it to
OCR. The Certification Form can be found at htipl /www.ojp.usdoj.gov /ocr /mopLtm.
if your organization received an award for less than $25,000; or if you organization has less than 50 employees, regardless of the amount of
the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your
organization is exempt from the EEOP requirement Fiowever,.your organization must dwmplem Section A of the Certification Form and
return it to OCR The Certification Form can be found at httpJ /www.cip.wdoj.gov /0aleeop.b=
2) Submitting Findings of Discrimination
In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your
organization after a due process hearing, on the ground of race, color, religion, national origin, or sex, your organization most submit a copy
of the finding to OCR for review.
Ensuring the Compliance of Subreciplemts
If your organization makes subawards to other agencies, you are responsible for assuring that subrecipienm also comply with all of the
applicable Federal civil rights laws, including the requirements pertaining to developing and submitting an EEOP, reporting Findings of
Discrimination, and providing language services to LEP persons. State agencies that make subawards most have in place standard grant
assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subrecipients.
If we can assist you many way in fulfilling: your civil rights responsibilities as a recipient of Federal funding, please call OCR at (202) 307-
0690 or visit our website at http: / /www.ojp.usdoj.gov /ool.
Sincerely,
Michael L. Alston
Director
cc: Grant Manager
Financial Analyst
Department of Justice
GRANT MANAGER'S MEMORANDUM, PT. I:
Office of Justice Programs
PROJECT SUMMARY
Bureau of Justice Assistance
Grant
PROJECT NUMBER
PAGE 1 OF I
2009SB- B9-0271
This project is supported under PY09 Retevery Act (BIA -Byrne JAG) Pub, L. No. 111-5, 42 USC 3750-3758
1. STAFF CONTACT (Name & telephone number)
2. PROJECT DIRECTOR (Name, address & telephone cumber)
Stefanie Harris
Susie Cabrera
( 202) 305-8059
Administrative Manzga/Grauts
431 The City Drive South
Orange, CA 92868 -3303
(714) 935-6869
3a TITLE OF71M PROGRAM
3b. POMS CODE (SEE INSTRUCTIONS
ON REVERSE)
H1A FY tg Recovery Act Edward Byrne Manorial Justice Assistance Grew Program Local Solicitation
4, TITLE OF PROJECT
FY 2009 Recovery Act lattice Assistance Gram Peogsam
5. NAME & ADDRESS OF GRANTEE
6. NAME & ADRESS OF SU13GRANTEE
County of Oange
10 Civic Cents Plaza
Santa Ana, CA 92701 -0017
7. PROGRAM PERIOD
8. BUDGET PERIOD
FROM: 03/0/2009 TO: 02/282013
FROM: 03/012009 TO: 02282013
9. AMOUNT OF AWARD
10. DATE OF AWARD
$3,959,980
06252009
11. SECOND YEAR'S BUDGET
T2, SECOND YEARS BUDGET AMOUNT
13. THIRD YEAR'S BUDGET PERIOD
14. THIRD YEAR'S BUDGET AMOUNT
15. SUMMARY DESCRIPTION OF PROJECT (Sce instruction on reverse)
Thm gsantprogeam is sutlumvedby the American Recovery and Reinvestment Act of 2009 (Public law if 1 -5) (the "Recovery Act') and by 42 U.S.C. 3751(a). The
stated purposes of the Recovery Ad are: ro pmserve and createjobs and promote economic recovery; to assist those most impacted by the mceaeion; to provide
investments oceded to increase economic efficiency by spuaiog wheologimt advances in science and health; to invest in transportation, environmental Protection,
and other infrastructure that will provide long -term, economic benefits; and m stabilize state and local govemmeat budgets, in order to minimize and avoid
reductimu in essential services and counlaproductive State and local tax increases. The Recovery Am places great emphasis on accountability and transparency In
the use of taxpayer dollars.
ON FORM 40002 (REV. 4.88)
Department of Justice
Office of Justice Programs
�i
Bureau of Justice Assistance
W hmgton D.C. 10531
Memorandum To: Official Grant File
From: Maria A. Bevy, NEPA Coordinator
Subject: Incorporates NEPA Compliance in Further Developmental Stages for County of
Orange
The Recovery Act emphasizes the importance of compliance with the National Environmental Policy Act
(NEPA) in the use of public funds. The Recovery Act - Edward Byme Memorial Justice Assistance
Grant Program (JAG) allows states and local governments to support a broad range of activities to
prevent and control crime and to improve the criminal justice system, some of which could have
environmental impacts. All recipients of JAG funding must assist BJA in complying with NEPA and
other related federal environmental impact analyses requirements in the use of grant funds, whether the
funds are used directly by the grantee or by a subgrantee or thud party. Accordingly, prior to obligating
funds for any of the specified activities, the grantee must first determine if any of the specified activities
will be funded by the grant.
The specified activities requiring environmental analysis are:
a. New construction;
b. Any renovation or remodeling of a property located in an environmentally or historically sensitive
area, including properties located within a 100 -year flood plain, a wetland, or habitat for endangered
species, or a property listed on or eligible for listing on the National Register of Historic Places;
c. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change
in its basic prior use or (b) significantly change its size;
d. Implementation of a new program involving the use of chemicals other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example, in
office, household, recreational, or education environments; and
e. Implementation of a program relating to clandestine methamphetamine laboratory operations,
including the identification, seizure, or closure of clandestine methamphetamine laboratories.
Complying with NEPA may require the preparation of an Environmental Assessment and/or an
Environmental Impact Statement, as directed by BJA. Further, for programs relating to
methamphetarnme laboratory operations, the preparation of a detailed Mitigation Plan will be required.
For more information about Mitigation Plan requirements,
ATTACHMENT E
2009 -SB-B9 -0271
Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of
Federal funding to compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice
Programs (OJP), U.S. Department of Justice is responsible for ensuring that recipients of financial aid from OJP, its
component offices and bureaus, the Office on Violence Against Women (OV W), and the Office of Community
Oriented Policing Services (COPS) comply with applicable Federal civil rights statutes and regulations. We at OCR
are available to help you and your organization meet the civil rights requirements that come with Justice
Department finding.
Ensuring Access to Federally Assisted Programs
As you know, Federal laws prohibit recipients of financial assistance from discriminating on the basis of race,
color, national origin, religion, sex, or disability in funded programs or activities, not only in respect to employment
practices but also in the delivery of services or benefits. Federal law also prohibits funded programs or activities from
discriminating on the basis of age in the delivery of services or benefits.
Providing Services to Limited English Proficiency (LEP) Individuals
In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. §
200K recipients of Federal financial assistance roust take reasonable steps to provide meaningful access to their
programs and activities for persons with limited English proficiency (LEP). For more information on the civil rights
responsibilities that recipients have in providing language services to LEP individuals, please see the website at
http: / /www.lep.gov.
Ensuring Equal Treatment for Faith -Based Organizations
The Department of Justice has published a regulation specifically pertaining to the funding of faith-based
organizations. In general, the regulation, Participation in Justice Department Programs by Religious Organizations;
Providing for Equal Treatment of all Justice Department Program Participants, and known as the Equal Treatment
Regulation 28 C.F.R part 38, requires State Administering Agencies to treat these organizations the same as any other
applicant or recipient. The regulation prohibits State Administering Agencies from snaking award or grant
administration decisions on the basis of an organization's religious character or affiliation, religious name, or the
religious composition of its board of directors.
The regulation also prohibits faith-based organizations from using financial assistance from the Department of Justice
to fund inherently religious activities. While faith -based organizations can engage in non - funded inherently religious
activities, they must be held separately from the Department of Justice funded program, and customers or beneficiaries
cannot be compelled to participate in them. The Equal Treatment Regulation also makes clear that organizations
participating in programs funded by the Department of Justice are not permitted to discriminate in the provision of
services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's website at
http://www.ojp.usdoj.gov/ocr/etfbo.htrn.
State Administering Agencies and faith-based organizations should also note that the Safe Streets Act, as amended; the
Victims of Crime Act, as amended; and the Juvenile Justice and Delinquency Prevention Act, as amended, contain
prohibitions against discrimination on the basis of religion in employment. Despite these nondiscrimination provisions, the
Justice Department has concluded that the Religious Freedom Restoration Act (RFRA) is reasonably construed, on a case -
by -case basis, to require that its funding agencies permit faith-based organizations applying for funding under the applicable
program statutes both to receive DOJ funds and to continue considering religion when hiring staff, even if the statute that
authorizes the funding program generally forbids considering of religion in employment decisions by grantees.
Enforcing Civil Rights Laws
All recipients of Federal financial assistance, regardless of the particular funding source, the amount of the grant
award, or the number of employees in the workforce, are subject to the prohibitions against unlawful discrimination..
Accordingly, OCR investigates recipients that are the subject of discrimination complaints from both individuals and
groups. In addition, based on regulatory criteria, OCR selects a number of recipients each year for compliance reviews,
audits that require recipients to submit data showing that they are providing services equitably to all segments of their
service population and that their employment practices meet equal employment opportunity standards.
Complying with the Safe Streets Act or Program Requirements
In addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the
nondiscrimination provisions of the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, 42 U.S.C. §
3789d(c), or other Federal grant program requirements, must meet two additional requirements:(1) complying with Federal
1 of8
ATTACHMENT E 2009- SB- B94211
regulations pertaining to the development of an Equal Employment Opportunity Plan (EEOP), 28 CYR- § 42.301 -.308,
and (2) submitting to OCR Findings of Discrimination (see 28 C.F.R. §§ 42.205(5) or 31.202(5)).
r) Meeting the EEOP Requirement
In accordance with Federal regulations, Assurance No. 6 in the Standard Assurances, COPS Assurance No. 8.13, or certain
Federal grant program requirements, your organization must comply with the following EEOP reporting requirements:
If your organization has received an award for $500,000 or more and has 50 or more employees (counting both full- and
part-time employees but excluding political appointees), then it has to prepare an EEOP and submit it to OCR for review
within 60 days from the date of this letter. For assistance in developing an EEOP, please consult OCR's website at
http:/ /www.ojp.usdoj.gov /ocrieeop.htm. You may also request technical assistance from an EEOP specialist at OCR by
dialing (202) 616 -3208.
If your organization received an award between $25,000 and $500,000 and has 50 or more employees, your organization
still has to prepare an EEOP, but it does not have to submit the EEOP to OCR for review. Instead, your organization has to
maintain the EEOP on file and make it available for review on request. In addition, your organization has to complete
Section B of the Certification Form and return it to OCR. The Certification Form can be found at
http: / /www.ojp.usdoj.gov /ocr /eeop.htin.
If your organization received an award for less than $25,000; or if your organization has less than 50 employees,
regardless of the amount of the award; or if your organization is a medical institution, educational institution, nonprofit
organization or Indian tribe, then your organization is exempt from the EEOP requirement. However, your organization
must complete Section A of the Certification Form and return it to OCR. The Certification Form can be found at
http: / /www.ojp.usdoj.gov /oce=p.htm.
Z) Submitting Findings of Discrimination
In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of
discrimination against your organization after a due process hearing, on the ground of race, color, religion, national
origin, or sex, your organization must submit a copy of the finding to OCR for review.
Ensuring the Compliance of Subrecipients
If your organization makes subawards to other agencies, you are responsible for assuring that subrecipients also comply
with all of the applicable Federal civil rights laws, including the requirements. pertaining to developing and submitting an
EEOP, reporting Findings of Discrimination, and providing language services to LEP persons. State agencies that make
subawards must have in place standard grant assurances and review procedures to demonstrate that they are effectively
monitoring the civil rights compliance of subrecipients.
If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding, please call
OCR at (202) 3070690 or visit our website at httn: / /www.oit).usdoi.gov /ocU.
Special Conditions
i. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of
the Office of Justice Programs (OJP) Financial Guide.
2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if
recipient is required to submit one pursuant to 28 C.F.R Section 42.302), that is approved by the Office for
Civil Rights, is a violation of its Certified Assurances and may result in suspension or termination of funding,
until such time as the recipient is in compliance.
3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A -133, Audits of
States, Local Governments, and Non -Profit Organizations, and further understands and agrees that funds may be
withheld, or other related requirements may be imposed, if outstanding audit issues (if any) from OMB Circular
A -133 audits (and any other audits of OJP grant funds) are not satisfactorily and promptly addressed, as further
described in the current edition of the OJP Financial Guide, Chapter 19.
4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of
the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government,
2of8
AITACHMENT E
without the express prior written approval of OJP.
2009 -SB-B9 -0271
5. The recipient must promptly refer to the DOJ OIG any credible evidence that a principal, employee, agent,
contractor, subgtantee, subcontractor, or other person has either 1) submitted a false claim for grant funds under
the False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of
interest, bribery, gratuity, or similar misconduct involving grant funds. This condition also applies to any
subrecipients. Potential fraud, waste, abuse, or misconduct should be reported to the OIG by -
mail:
Office of the Inspector General U.S.
Department of Justice Investigations
Division
950 Pennsylvania Avenue, N.W. Room
4706
Washington, DC 20530
e -mail: oig.hotline@usdoj.gov
hotline: (contact information in English and Spanish): (800) 869 -4499
or hotline fax: (202) 616 -9881
Additional information is available from the DOJ OIG website at www.usdoj.gov /oig.
6. RECOVERY ACT — Conflict with Other Standard Terms and Conditions
The recipient understands and agrees that all other terms and conditions contained in this award, or in applicable .
OJP grant policy statements or guidance, apply unless they conflict or are superseded by the terms and
conditions included here that specifically implement the American Recovery and Reinvestment Act of 2009,
Public Law 1 11 -5 ( "ARRA" or 'Recovery Act") requirements. Recipients are responsible for contacting their
grant managers for any needed clarifications.
7. The•grintee agrees;to assist,BJA,in,a"plyjpg::wi&.the National:Environs]ental�Policy Act.(NEPA),. fhb National
historic Preservation Act,. and, other rdlat'ed- federal enuironmentaUmpact analyses requiiemend4n:the:use of.these
grant fimds,:either,directlyby the-granfee ar.bya;subgravtee. Accoadtttgly; the granteelagrees tosfirst determine if
any of the -following activities willsbe -f ihded,byithe, grant,. prionto dbligating.funds'.for,any of theseymposes.i
.;Ift
is.iieteraiined that:anyof::the. following;aohntres wi1(' be.finiiledehy the: gmnt,.Ihe gmnW;agmes!to,contact: &JA.
The,g anteew derstaods:thatflus special condition.applies touts following .new:activities =whether.or nottthey are
being specifically. funded -with these;gtantfunds.°That is, as long as the ic&ityls being conducted "by the grantee, a
subgrantee, of any third party- anddheactivity: needs to beundertaken in order tosuse these grant.funds, this - special
condition mnstfrrstbe:meL The activities covered. by this special condition are:
a. New construction;
b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area,
including properties located within a 100 -year flood plain, a wetland, or habitat for endangered species, or a
property listed on or eligible for listing on the National Register of Historic Places;
c. A,renovationi.lease;•or any proposed use of g building or °facility <that will either (a) result in a change in its
basic rioiuseor .(b)significantlychangeits +size;
d. Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as
an incidental component of a funded activity and (b) traditionally used for example, in office, household,
recreational, or education environments; and
e. Implementatiozof a:prggrant relating.to olandestine .Meftrgohetamine'iaboratory operations, including
the identification;.s6izure,:or. closure: of clandestine :methamphetamineiaboratones.
The;gcantee understands.and agrees that complying with:NEPAmay cequire'the.preparation of.au ^Enviromnentat
Assessment and/or an; Env.ironmental :lrgpact'Stateihenr .as directed:by BJA. The grantee further understands and
agreestb:the requirements for.implementation.6fa Mitigation`PLm as.detailed at [ websitc]; for:programs relating
to methamphetamine laboratory. operations.
Application <ofThis Special Condition:to' Grantee's Existing'Progranrs.or Activities: For:any.ofthegrantc& &orits
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ATTACHMENT E 2009 -SB-B9 -0271
subgramees' existing,progiams or activities that xvill be.funded by.thesegrant funds;;the grantee,supowspecific
request fr6md3JA, agrees.tocooperate.with B7A,.inany;preparation:by BJ'A:of a national: arprogram
envimnm. entdlassessment :nPthat;funde&program oractivity.
8. To-avoid4uplicating existhtg networks or ITsyste ns.in any yinitiatives :funded by^BJA forlaw enforcement
information. sharing. systemswliichinvolve interstate zonnectivity'betweer . k.jurisdi ction; su45.h- systems shall employ,
to'theexte posstlile,.ezisti4i:networks as the c6mmunication'backbone;3o achieve interstate connectivity,-unless
the gianteecan- demonstrate,to the satisfaction of BTA that this requirement would not be cost effective or
would impair the functionality of an existing or,proposed IT system.
3. The gtantee.agrees to camplywith all reporting, data eollecrion and evaluatiori:requirements, aspmscnbed by:Lrw
and detailedhythc BJA in. program grudance for the Justice Assistance Grant(7AG) Program. Compliance with
these requirements willbe monitored byBJA.
10. The recipient agrees that any information technology system funded or supported by OJP funds will comply
with 28 C.F.R. Part 23, Criminal Intelligence Systems Operating Policies, if OJP determines this regulation to
be applicable. Should OJP determine 28 C.F.R. Part 23 to be applicable, OJP may, at its discretion, perform
audits of the system, as per the regulation. Should any violation of 28 C.F.R: Part 23 occur, the recipient may be
fined as per 42 U.S.C. 3789g(c) {d). Recipient may not satisfy such a fine with federal funds
it. The grantee agrees to comply with the applicable requirements of 28 C.F.R. Part 38, the Department of Justice
regulation governing "Equal Treatment for Faith Based Organizations" (the "Equal Treatment Regulation "). The Equal
Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to
fund any inherently religious activities, such as worship, religious instruction, or proselytization. Recipients of direct
grants may still engage in inherently religious activities, but such activities must be separate in time or place from the
Department of Justice funded program, and participation in such activities by individuals receiving services from the
grantee or a sub - grantee must be voluntary. The-Equal Treatment Regulation also makes clear that organizations
participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision
of services on the basis of a beneficiary's religion. Notwithstanding any other special condition of this award, faith-based
organizations may, in some circumstances, consider religion as a basis for employment. See
htt p:// www. ojp .gov /about/ocriequai— tbo.htm.
12. The recipient agrees to ensure that the State Information Technology Point of Contact receives written notification
regarding any information technology project funded by this grant during the obligation and expenditure period. This is
to facilitate communication among local and state governmental entities regarding various information technology
projects being conducted with these grant funds. In addition, the recipient agrees to maintain an administrative file
documenting the meeting of this requirement. For a list of State information Technology Points of Contact, go to
http;//ww.w. itojp.govidefaultaspx? area—policyAndPractice &page =1046.
13. The recipient agrees that funds received under this award will not be used to supplant State or local funds, but will be
used to increase the amounts of such funds that would, in the absence of Federal funds, be made available for law
enforcement activities.
14. RECOVERY ACT - JAG - Trust Fund
The recipient is required to establish a trust fund account. (The trust fund may or may not be an interest - bearing
account.) The fund, including any interest, may not be used to pay debts or expenses incurred by other activities beyond
the scope of either the Edward Byrne Memorial Justice Assistance Grant Program (JAG) or Recovery JAG Program. The
recipient also agrees to obligate and expend the grant funds in the trust fund (including any interest earned) during the
period of the grant. Grant funds (including any interest earned) not expended by the end of the grant period must be
returned to the Bureau of Justice Assistance no later than 90 days after the end of the grant period, along with the final
submission of the Financial Status Report (SF -269).
15. RECOVERY ACT — Access to Records; Interviews
The recipient understands and agrees that DOJ (including OJP and the Office of the Inspector General (01G)), and its
representatives, and the Government Accountability Office (GAO), shall have access to and the right to examine all
records (including, but not limited to, books, papers, and documents) related to this Recovery Act award, including
such records of any subrecipient, contractor, or subcontractor.
The recipient also understands and agrees that DOJ and the GAO are authorized to interview any officer or employee of
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ATTACHMENT E 2009 -SB-B9 -0271
the recipient (or of any subrecipient, contractor, or subcontractor) regarding transactions related to this Recovery Act
award.
16. RECOVERY ACT — One -time funding
The recipient understands and agrees that awards under the Recovery Act will be one -time awards and accordingly that
its proposed project activities and deliverables are to be accomplished without additional DOJ funding.
17. RECOVERY ACT —Separate Tracking and Reporting of Recovery Act Funds and Outcomes
The recipient agrees to track, account for, and report on all funds from this Recovery Act award (including specific
outcomes and benefits attributable to Recovery Act funds) separately from all other funds, including DOT award funds
from non - Recovery Act awards awarded for the same or similar purposes or programs. (Recovery Act funds may be used
in conjunction with other funding as necessary to complete projects, but tracking and reporting of Recovery Act funds
must be separate.)
Accordingly, the accounting systems of the recipient and all subrecipients must ensure that funds from this Recovery
Act award are not commingled with funds from any other source.
The recipient further agrees that all personnel (including subrecipient personnel) whose activities are to be charged to
the award will maintain timesheets to document hours worked for activities related to this award and non -award related
activities.
is. RECOVERY ACT — Sub - awards — Monitoring
The recipient agrees to monitor sub -awards under this Recovery Act award in accordance with all applicable statutes,
regulations, OMB circulars, and guidelines, including the OJP Financial Guide, and to include the applicable conditions
of this award in any subaward. The recipient is responsible for oversight of sub - recipient spending and monitoring of
specific outcomes and benefits attributable to use of Recovery Act funds by subrecipients. The recipient agrees to
submit, upon request, documentation of its policies and procedures for monitoring of subawards under this award.
19. RECOVERY ACT — Subawards —DUNS and CCR for Reporting
The recipient agrees to work with its first -tier subrecipients (if any) to ensure that, no later than the due date of the
recipient's first quarterly report after a subaward is made, the subrecipient has a valid DUNS profile and has an active
registration with the Central Contractor Registration (CCR) database.
20. RECOVERY ACT - Quarterly Financial Reports
The recipient agrees to submit quarterly financial status reports to OJP. At present, these reports are to be submitted on-
line (at https: /Igrants.ojp.usdoj.gov) using Standard Form SF 269A, not later than 45 days after the end of each calendar
quarter. The recipient understands that after October 15, 2009, OJP will discontinue its use of the SF 269A, and will
require award recipients to submit quarterly financial status reports within 30 days after the end of each calendar
quarter, using the government -wide Standard Form 425 Federal Financial Report from (available for viewing at
www.whitehouse.gov /omb /grants /standard_forms /ffr.pdf). Beginning with the report for the fourth calendar quarter of
2009 (and continuing thereafter), the recipient agrees that it will submit quarterly financial status reports to OR online
(at https: /Igrants.ojp.usdoj.gov) using the SF 425 Federal Financial Report form, not later than 30 days after the end of
each calendar quarter. The final report shall be submitted not later than 90 days following the end of the grant period.
21. RECOVERY ACT — Recovery Act Transactions Listed in Schedule of Expenditures of Federal Awards and
Recipient Responsibilities for Informing Subrecipients
(a) The recipient agrees to maintain records that identify adequately the source and application of Recovery Act
funds, to maximize the transparency and accountability of funds authorized under the Recovery Act as required by
the Act and in accordance with 2 CFR 215.21, "Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals, and Other Non -profit Organizations" and OMB A -102 Common
Rules provisions (relating to Grants and Cooperative Agreements with State and Local Governments).
(b) The recipient agrees to separately identify the expenditures for Federal awards under the Recovery Act on the
Schedule of Expenditures of Federal Awards (SEFA) and the Data Collection Form (SF -SAC) required by OMB
Circular A -133. This condition only applies if the recipient is covered by the Single Audit Act Amendments of
1996 and OMB Circular A -133, "Audits of States, Local Governments, and Non -Profit Organizations." This shall
be accomplished by identifying expenditures for Federal awards made under the Recovery Act separately on the
SEFA, and as separate rows under Item 9 of Part III on the SF -SAC by CFDA number, and inclusion of the
prefix "ARRA -" in identifying the name of the Federal program on the SEFA and as the first characters in Item 9d
of Part III on the SF -SAC.
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ATTACHMENT E 2009 -SB-B9 -0271
(c) The recipient agrees to separately identify to each subrecipient the Federal award number, CFDA number,
and amount of Recovery Act funds, and to document this identification both at the time of subaward and at the
time of disbursement of funds. When a recipient awards Recovery Act funds for an existing program, the
information furnished to subrecipients shall distinguish the subawards of incremental Recovery Act funds from
regular subawards under the existing program.
(d) The recipient agrees to require its subrecipients to specifically identify Recovery Act funding on their SEFA
information, similar to the requirements for the recipient SEFA described above. This information is needed to
allow the recipient to properly monitor subrecipient expenditure of Recovery Act funds as well as facilitate
oversight by the Federal awarding agencies, the DOJ OIG, and the GAO.
22. RECOVERY ACT — Reporting and Registration Requirements under Section 1512 of the Recovery Act
(a) This award requires the recipient to complete projects or activities which are funded under the Recovery Act
and to report on use of Recovery Act funds provided through this award. Information from these reports will
be made available to the public.
(b) The reports are due no later than ten calendar days after each calendar quarter in which the recipient receives
the assistance award funded in whole or in part by the Recovery Act,
(c) Recipients and their fast -tier recipients must maintain current registrations in the Central Contractor
Registration (www.ecr.gov) at all times during which they have active federal awards funded with Recovery Act
funds. A Dun and Bradstreet Data Universal Numbering System (DUNS) Number (www.dnb.com) is one of the
requirements for registration in the Central Contractor Registration.
(d) The recipient shall report the information described in section 1512(c) of the Recovery Act using the
reporting instructions and data elements that will be provided online at www.FederalReporting.gov and ensure
that any information that is pre-filled is corrected or updated as needed.
23. RECOVERY ACT — Provisions of Section 1512(c)
The recipient understands that section 1512(c) of the Recovery Act provides as follows: Recipient Reports- Not later than
10 days after the end of each calendar quarter, each recipient that received recovery funds from a Federal agency shall
submit a report to that agency that contains- -
(1) the total amount of recovery funds received from that agency;
(2) the amount of recovery funds received that were expended or obligated to projects or activities; and
(3) a detailed list of all projects or activities for which recovery funds were expended or obligated, including --
(A) the name of the project or activity;
(B) a description of the project or activity;
(C) an evaluation of the completion status of the project or activity;
(D) an estimate of the number of jobs created and the number of jobs retained by the project or activity; and
(E) for infrastructure investments made by state and local governments, the purpose, total cost, and rationale of the
agency for funding the infrastructure investment with funds made available under this Act, and name of the person
to contact at the agency if there are concerns with the infrastructure investment.
(4) Detailed information on any subcontracts or subgrants awarded by the recipient to include the data elements required to
comply with the Federal Funding Accountability and Transparency Act of 2006 (Public Law 109 -282), allowing aggregate
reporting on awards below 825,000 or to individuals, as prescribed by the Director of the Office of Management and
Budget
24. RECOVERY ACT -- Protecting State and Local Government and Contractor Whistleblowers (Recovery Act, section
1553)
The recipient recognizes that the Recovery Act provides certain protections against reprisals for employees of non-
Federal employers who disclose information reasonably believed to be evidence of gross management, gross waste,
substantial and specific danger to public health or safety, abuse of authority, or violations of law related to contracts or
grants using Recovery Act funds. For additional information, refer to section 1553 of the Recovery Act. The text of
Recovery Act is available at www.ojp.usdoj.gov /recovery.
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Ai I'ACHMPIT E 2009 -SB -B9 -0271
25. RECOVERY ACT — Limit on Funds (Recovery Act, section 1604)
The recipient agrees that none of the funds under this award may be used by any State or local government, or any private
entity, for construction costs or any other support of any casino or other gambling establishment, aquarium, zoo, golf
course, or swimming pool.
26. RECOVERY ACT —Infrastructure Investment (Recovery Act, sections 1511 and 1602)
The recipient agrees that it may not use any funds made available under this Recovery Act award for infrastructure
investment absent submission of a satisfactory certification under section 1511 of the Recovery Act. Should the recipient
decide to use funds for infrastructure investment subsequent to award, the recipient must submit appropriate certifications
under section 1511 of the Recovery Act and receive prior approval from OJP. In seeking such approval, the recipient
shall give preference to activities that can be started and completed expeditiously, and shall use award funds in a manner
that maximizes job creation and economic benefits. The text of the Recovery Act (including sections 1511 and 1602) is
available at www.ojp.usdoj.gov /recovery.
27. RECOVERY ACT - Buy American Notification (Recovery Act, section 1605)
The recipient-understands.-that this:award issubjwt °to theprovisiobs- ofsectiou 1605 .of the Recovery Act ( "Buy
American'.'). ? Ioaward funds shay be used for" steel; or% anufrctured goods •for a:projedt'for the:construction,
alteration;.maintenance,-oiaepair of 4,- pubbd,, ridding or public work ri des the recipient provides advance wiifen
mot fication,to`the OJP pr9gramoffice,:and m6rant Adjustment 'Not icepis issued that :modifies-this specialLOndition to
add ;government- wide.standard conditions (anticipated.to . published;in subpartB.df2 C.FA.':part 176):that.further
implement :thc=spedifie�iequ¢eruents or exception"fssecti6n'1605.
Section 1605 of the Recovery Act prohibits use of any Recovery Act funds for a project for the construction,
alteration, maintenance, or repair of a public building or public work unless all of the iron, steel, and manufactured
goods used in the project are produced in the United States, subject to certain exceptions, including United States
obligations under international agreements.
For purposes of this special condition, the following definitions apply.
"Public building ".and public work't:means a pii0lic,building of and.a public work of, a.govetnmental entity (the•United
States .the,Districtof Columbia; connnonwealths;;terr tories,.and.minor outlying islands <ofthe =United States;:Stateand
local;:go,vernments; amd multi;State,;regional,:or interstate.entities:whidh have guvemmental functions):.'These
butldipgs and•woiks-may include, vvithoutiimitation,. bridges,. dims,.plants, highways, parkways, streets, subways: tunnels,
sewers . mains, powerines;:pumpingstations, heavy gencrato s, railways, dirports,:terminals, docks, piers, wharves,
ways, lighthouses >buoys, jetties,.breakwaters; levees, and canals, and the. construction, alteration, maintenance,.or
repair of-such buildings•and: •works.
"Manufactured good" means a good -brought.to -the construction site for incorporation into the building orwosk,thathas
been—
(1) Processed into a specific form and shape; or
(2) Combined with other raw material to create a material that has different properties than the properties of the
individual raw materials.
"Steel" means an alloy.thavincludes:at least 50 percent iron; between .02;and 2 percent carbon, and may include:other
elements.
For purposes of OJP grants, projects involving construction, alteration, maintenance, or repair of jails, detention
facilities, prisons, public crime victims' shelters, police facilities, or other similar projects will likely trigger this
provision.
NOTE: The recipient is encouraged to contact the OJP program manager - in advance - with any questions concerning
this condition, including its applicability to particular circumstances.
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ATTACHMENT E 2009-SB-B9-071
28. RECOVERY ACT - Wage Rate Requirements under Section 1606 of the Recovery Act
(a) Section 1696 of the'Recovery Actxequires,thatall laborersand mechanics employed by contractors and
sxibcon"c.tors.oii.pnjje;%SLidded,direc4y' byor,assisted.m -Whole,orin pot by—anti ilarough IheFedenilsG,,QvemmenI
pursuanUD.the RecoveryArct.ghill.be pitd,wa.ges,avra . tes not than those prevailing on projects, ofa character
sinxilariw the -.1mality�as,det . erminedb the Secretary of Labor in accordance with subchapter lVofthapter 31:df.title
y
40, Unitc&,StateslCode.
Pursuant to Reorganization Plan No. 14 and the Copeland Act, 40 U.S.C. 3145, the Department of Labor has issued regulations at 29 CFR Pails 1, 3,
and 5 to implement the Davis-Bacon and misted Acts. Regulations in 29 CFR 5.5 instruct agencies concerning application of the standard Davis-
Barren, contact chasm set forth in that section. The standard Davis -Bacon contract clauses found in 29 CFR 55(a) ate to be incorporated in any
covered contrads made under this award that are in excess Of $2,o00 for construction, alteration or repair (including painting and decorating).
(b) For additional guidance on the wage rate requirements of section 1606, contact year awarding agency- RwiPimts Of grants, cooperative agreements
and loans should direct their initial inquiries conoemiag the application of Davis -Bacon mquinments.to a particular federally misted project to the
Federal agency funding the project. The secretary of tabor retains final coverage authority trader Reorganization Plan Number 14.
29. RECOVERY ACT — NEPA and Related Laws
The recipient understands :that all OJP awards are subject to 6e'National Environmental Policy Act (NEPA, 42'U.S.C. section
4321 et seq*,) and other related Federallaws (including the National Historic-Preservation Act),,if applicalile, The.recipient
agrees to asgist-QJ.Pi—n-can-ying.otttits-.Ies;ponsibijiti I es underNEP-A and relateddaws, if the recipieni plans.to-u . seRecovery
Act,funds,(dimegy,Wthi-6ugh-6,iibaward�or contract) tom0artakeany activity that triggers theserequirements, such'as
renovation or constriction. (See 28.-CV: also agrees to comply with AIlT'ede.rd;,State;.snd
local erivirortmental laws ,and re atiomtp f
01i bl&i6,,th6.ddvql6pmer.it:andim�!6rrientaiion6ft�6:activ'.ib... anded
undertlimaward.
30. RECOVERY ACT Misuse of award funds
31. RECOVERY ACT - Additional Requirements and Guidance
The, t ional,re yjaik and future
additi requirements that may.be imposed b
OJP (including governyncni-,,vkidd) guidance- andclacffi, , citionsW Recovery Act.requirements.
32. RECOVERY ACT - JAG - Delinquent section 1512(c) reports
The'recipient acknowledges 0atithas.cerfifi . cdthatItwil
L comply with )'AlNreporting requirements under section 1512(c) of%the
Recover sin is aliticipate
'd tobe. available: for awar&rcqI'pi6nt.usc by October 10,2009.4 Further
tcrtilis.cortifieation;;,a-A:tluyetoconWly-.w.i'th the secfiozil5t2(q),repoifin 91 requ'u=ents-�may,,inaddition"to,,OthdrPeiialties,:sutject
the recipient to the klowing:
(j )After :failure. to report secfiim;15T2(z) data for- wo.vonsecutive reporting periods, the redipieritmmy be----W
preclude&-fivrn,'drawiqg downfunds under any 01P.award, and/or (b) deemed-ineligible for-future. discretionary OJP
awards, until -such -tiine�w.theTecipientbecomes current in its section 1512(c) reporting obligations; and
(2) After failure to report section 1512(c) data for three consecutive reporting periods, the recipient, upon written demand of the Director of BJA, shall
return to OJP any unexpended award funds (including any unexpended interest earned an award funds) within 15 calendar days of the date of the
demand notice. Thereafter, the recipicirift award shall be convened to a cost - reimbursable grant until such time as the recipient becomes
current in its section 1512(r) reporting obligations, and remains current for not less tban two additional consecutive reporting periods
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J, ! 17.
AGREEMENT TO TRANSFER FUNDS
FOR FY 2009 RECOVERY ACT EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE
GRANT (JAG) PROGRAM
THIS AGREEMENT is entered into this D day of�2o09, which date is
enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political
subdivision of the State of California, hereinafter referred to as "COUNTY ", and
City of Newport Beach a municipal corporation, hereinafter referred to as
"SUBGRANTEE."
WHEREAS, COUNTY, acting through its Sheriff - Coroner Department, hereinafter referred to
as SHERIFF, in its capacity as the lead agency on behalf of 33 local government agencies, including'
SHERIFF and SUBGRANTEE, has applied for, received and accepted the FY 2009 Recovery Act
Edward Byrne Memorial Justice Assistance Grant from the U.S. Department of Justice, Office of Justice
Programs, Bureau of Justice Assistance (hereinafter referred to as "the grant").
WHEREAS, the purpose of the grant is to supplement the resources available to the multi
agency Orange County Pro -Active Methamphetamine Laboratory Investigative Team (PROACT), and
to various programs designated to prevent and control crime within the County of Orange that are
operated by 33 local government agencies, as set forth in Attachment A (Program Narrative), which is
attached hereto and incorporated herein by reference.
WHEREAS, the terms of the grant require that certain grant funds be transferred to
SUBGRANTEE to be used for the grant purposes, which may include local initiatives, technical
assistance, training, personnel, equipment, supplies, contractual support, and information systems for
law enforcement, as more particularly described in Attachment A hereto.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBGRANTEE grant funds, in arrears, as necessary to
reimburse SUBGRANTEE for reasonable and permissible expenditures for the grant purposes. In order
o obtain grant funds, SUBGRANTEE shall comply with the instructions and submit to SHERIFF all
'FDA 16.904
Y2009 Recovery Act JAG Progvn
I.S. Dgwtmmt of Justice
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required information and documentation, as set forth in Attachment B hereto ( "How to Apply for FY
2009 Recovery Act JAG Grant Reimbursements "), which is attached hereto and incorporated herein by
reference. In no event will the total amount of the grant funds transferred by COUNTY to
SUBGRANTEE hereunder exceed SUBGRANTEE's allocation, as set forth in Attachment C hereto
( "FY09 Recovery Act Justice Assistance Grant Funding OC Allocation "), which is attached hereto and
incorporated herein by reference.
2. SUB - GRANTEE shall be reimbursed with said grant funds only for expenditures
necessary to acquire personal property or equipment as set forth in Attachment A hereto (herinatier
called "grant property and oquipment"] or to perform such other grant functions, if any, for which
Attachment A specifies that SU13GRANTEL may utilize grant funds.
3. Throughout their useful life, SUBGRANTEE shall use grant property and equipment I
only for grant purposes in accordance with Attachment A hereto.
4. SUBGRANTEE shall exercise dire care to preserve and safeguard grant property and
equipment from damage or destruction and shall provide regular maintenance and such repairs for grant
property and equipment as are necessary, in order to keep said grant property and equipment,
continually in good working order.
5. If grant property or equipment becomes obsolete, SUBGRANTEE shall dispose of it
only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
grant funds.
6. SUBGRANTEE shall submit to the COUNTY grant program reporting documents and
information in accordance with requirements set out in FY2009 Recovery Act Edward Byme Memorial
fustice Assistance Gtaat Program Reporting Requirements and as outlined in the Office of Management
wd Budget Memorandum M -09 -21 which are attached hereto as Attachment D and incorporated herein
3v reference.
25 11 7. SUBGRANTEE shall comply with all applicable terms of the certifications and special
26 11 conditions that are attached hereto as Attachment E and incorporated herein by reference.
27 11 8. By executing this Agreement, SUBGRANTFE agrees to comply with and be firlly
CFDA 16.4
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FY2009 Recovery Act JAG Ptogarn
U.S. Dcoanmcnt of Justice Page 2 of 3
bound by this Agreement and all applicable provisions of Attachments A, B, C, D and F.. hereto
SUBGRANTEE shall notify COUNTY immediately upon discovery that it has not abided or no longer
will abide by any applicable provision of this Agreement or Attachments A, B, C, D or E hereto.
9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three years after final payment
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10. SUBGRANTFE agrees to indemnify, defend and save harmless COUNTY and the
agency from which COUNTY received grant funds, and their elected and appointed officials, officers,
agents and employees from any and all claims and losses accruing or resulting to any and all contractors,
subcontractors, laborers, and any other person, fum or corporation furnishing or supplying work,
services, materials or supplies in connection with SUBGRANTEE's performance of this Agreement,
including Attachments A, B, C, D and E hereto, and from any and all claims and losses accruing or
resulting to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in the
performance of this Agreement, including Attachments A, B, C, D and E hereto.
1 1. No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
agreement not incorporated herein shall be binding on any of the parties hereto.
12. SUBGRANTEE may not assign this Agreement in whole or in part without the express
written consent of COUNTY.
13. For a period of three years after final payment hereunder or until all claims related to
this Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
iocuments, papers and records relevant to the work performed or property or equipment acquired in
accordance with this Agreement, including Attachments A, B, C, D and E hereto. For the same time
>eriod, SUBGRANTEE shall make said documents, papers and records available to COUNTY and the
gency from which COUNTY received the grant funds or their duly authorized representative(s), for
xamination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon
west, during usual working hours.
CFDA JUN
FY2009 Recovery Act JAG Program
U.S. Deoartmmt of lumim
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CFDA 16.804
FY2009 Recovery Act JAG Program
U.S. Deputr=t of Justico
14. SUBGRANTEE shall provide to COUNTY all records and information requested by
COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
required to provide to the agency from which COUNTY received grant funds or other persons or
agencies.
15. COUNTY may terminate this Agreement and be relieved of the payment of any
consideration to SUBGRANIEE if a) SUBGRANTEE fails to perform any of the covenants contained
in this Agreement, including the applicable terms of Attachments A, B, C, D and E hereto, at the time
and in the manner herein provided, or b) COUNTY loses funding under the gram. In the event of
termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY.
16. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
performance of this Agreement, including Attachments A, B, C, D and E hereto, and shall not be
considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which
COUNTY received grant funds.
//
//
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VI
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
11 State of California.
f' DATED: 017 12009
APPROVED AS TO FORM:
COU(NTTYY COUNSEL
gy / l�Tii# a AL '--
Nicole Sims, Deputy
DATED: 2009
DATED: , 2009
ATTEST:
City Clerk
DATED: U YnirlGi I n
:FDA 16.804
Y2009 Recovery Act JAG Progrm
I.S. Depvunew of Justice
COUNTY OF ORANGE, a political
subdivision of the State of California
By
S Coro r
OUNTY,'
SUBGRANTEE
By •s..,/
APP OVED AS TO ORM:
City Attorney
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