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HomeMy WebLinkAbout09 - COPS 2004 Technology GrantCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 9 October 26, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Paul Henisey, Support Services Division Commander Bob McDonell, Chief of Police SUBJECT: ACCEPTANCE OF U.S. DEPARTMENT OF JUSTICE COPS 2004 TECHNOLOGY GRANT RECOMMENDATION: 1. Accept for administrative purposes, the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS) 2004 Technology Grant Award in the total amount of $296,843 for the Orange County Integrated Law and Justice Project. 2. Authorize the Administrative Services Director to establish revenue and expenditure accounts in the Capital Improvement Budget to facilitate the administration of these grants on behalf of all municipal police departments and the Sheriff's Department in Orange County. DISCUSSION: Background: The Newport Beach Police Department and Police Chief Bob McDonell have been actively involved in the Orange County Integrated Law and Justice Project for over seven years. Currently, Chief McDonell serves as Chairman of the Steering Committee for this project involving every municipal police department, the Sheriffs Department, and every facet of the criminal court system. On March 9, 2004 Council authorized the transfer of three COPS Technology Grants (2001, 2002 and 2003) for administrative purposes to the City of Newport Beach. The total amount of these three grants is $1,989,148. These funds are being used in the development of several projects as identified in the comprehensive Strategic Plan of the Orange County Integrated Law and Justice project. The COPS 2004 Technology Grant referenced above is a continuation of the efforts of this project to fully integrate information systems throughout the law enforcement and criminal justice agencies in Orange County. Currently, the Steering Committee, along with selected members of law enforcement and criminal justice organizations in Orange County, are in the evaluation phase of the procurement proces the major goals of t towards the purcha and criminal justice criminal justice age diverse computerize 2004 is included as documents. COPS Technology Grant Awards October 26, 2004 Page 2 s to purchase an integration system he Project. The funds provided as se, installation and implementation o f records management integration sy ncies the ability to actively share info d systems in existence today. The an attachment as are the COPS Environmental Review: Not applicable. Funding Availability: Department of Justice, COPS Grants ($296,843). Submitted by: Paul Heni in Support Services Division Commander intended to accomplish one of part of this grant will be used a countywide law enforcement stem. This system will allow all rmation across the multitude of Council Report dated March 9, 2004 Technoloav Grant Award Approved by: Bob McDonell CHIEF OF POLICE Attachments: 1. U.S. Department of Justice COPS 2004 Technology Grant Award 2. Council Report — March 9, 2004 Oj)z'ce of the Director 1100 Vermont Avenue, NW Washington, DC 20530 Chief Bob McDonell Newport Beach, City of 870 Santa Barbara Drive Newport Beach, CA 92660 Re: Technology Grant #: 2004CKWX0190 Dear Chief McDonell: U.S. Department of Justice Office of Community Oriented Policing Services On behalf of Attorney General John Ashcroft, it is my pleasure to congratulate you on receiving a COPS 2004 Technology Grant. Enclosed is your agency's award document with a list of special conditions (on the reverse side) that apply to your grant. The award amount is $296843. You will also find enclosed an ACH- Vendor form, a Civil Rights Seven -Step Guide, a Financial Status Report (SF -269A) with a Helpful Hints Guide, and a Fact Sheet regarding on -line filing of your quarterly SF- 269As. Please read and familiarize yourself with the grant award conditions prior to signing the award document. To accept your grant, the law enforcement and government executives listed on the document must sign the enclosed original grant award and return it to the COPS Office within 90 days. Failure to submit the signed award document in this 90 -day period may result in withdrawal of the grant without further notice from the COPS Office. Your grant award period officially began on January 23, 2004 and runs through January 22, 2005. information regarding period is due to end. . A no -cost time extension will be offered, and available approximately 8 -10 weeks before the grant Should you have any questions with the award process, please contact your Technology Coordinator assigned to this project at 1- 800 - 421 -6770. Congratulations again on your award. On behalf of the COPS Office, we look forward to working with you on this technology project. Sincerely, � 0 Carl R. Peed Director Enclosures U. S. Department of Justice Community Oriented Policing Services o' a Grants Administration Division (GAD) Law Enforcement Technology NnO rerm::nL4umve. NW N'ash,won 0(':05311 Memorandum To: Bob McDonell, Chief Newport Beach, City of From: Robert A. Phillips, Deputy Director of Operations, Grants Administration Elizabeth Newsom, Grant Program Specialist, Grants Administration Kim Smith, Staff Accountant, Finance Division / Re:viZ Enforcement Technology Financial Clearance Memo ✓/ A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and consistent with existing guidelines. Exceptions / Adiustments are noted below. Vendor #: 956000751 ORI #: CA03014 Grant #: 2004CKWX0190 Budget Category Proposed Budget Approved Budget Adjustments Disallowed Reasons /Comments Consultants /Contractors $296,843.00 $296,843.00 $0.00 irect Costs: $296,843.00 $296,843.00 $0.00 direct Costs: $0.00 $0.00 $0.00 rand Total $296,843.00 $296,843.00 $0.00 Grand Total' Federal Share: $ 296,843.00 Applicant Share: $ 0.00 Cleared Date: 8/30/2004 Overall Comments: Maintenance agreements must be purchased within the one year grant period. Prior to the obligation, expenditure or drawdown of grant funds for non - competitive contracts in excess of $100,000, grantee must submit a sole source justification to the COPS office for review and approval. CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 11 March 9, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Bob McDonell, Chief of Police SUBJECT: ACCEPTANCE OF U.S. DEPARTMENT OF JUSTICE COPS TECHNOLOGY GRANTS RECOMMENDATION: 1. Accept for administrative purposes the transfer of three U.S. Department of Justice, Office of Community Oriented Policing Services (COPS) Technology Grant Awards in the total amount of $1,989,148. 2. Authorize the Administrative Services Director to establish revenue and expenditure accounts in the Capital Improvement Budget to facilitate the administration of these grants on behalf of all municipal police departments and the Sheriffs Department in Orange County. DISCUSSION: Background: Approximately six and one -half years ago, I was asked to serve as the Chairperson of a Steering Committee established to facilitate the seamless integration of information technology and services in the Criminal Justice System in Orange County, and I currently still serve in that capacity. Over the course of those years, the Steering Committee has directed a multitude of efforts toward the goals outlined in a Memorandum of Agreement (copy attached) that set the foundation for the Project. Along the way, various studies were conducted, including a Witness Management Study and a very comprehensive Strategic Plan encompassing all Municipal police departments and County departments involved in the Criminal Justice System in Orange County. During the administration of the grants identified in this report, Council will be asked to approve contracts in conjunction with the implementation of the Integrated Law & Justice Strategic Plan. As a result, I have attached a copy of the Executive Summary of that document (itself a lengthy document), and I can provide you with the full Strategic Plan, should you desire to review it in more detail. COPS Technology Grant Awards March 9, 2004 Page 2 While attempting to seek methods and funding to implement the various initiatives identified in that plan, I contacted Congressman Chris Cox who graciously represented our collective interests in Washington. Through his effort, the Project has received earmarks in several successive years of legislation involving the Commerce Justice and State Budget, resulting in implementation funding for the Project. The grants referenced in the attached documents reflect three years of those successive awards (2001, 2002, and 2003). We have been advised that there is also $300K in additional funding earmarked in the 2004 budget; however, the actual award has not been received as yet. When the funding was first received, the Orange County Sheriffs Department was asked to administer the grants on behalf of the Steering Committee and other members of the Criminal Justice System in Orange County. Unfortunately, over the course of those years, it has become increasingly apparent that they were having some difficulty proceeding with contract awards in a timely manner for a variety of reasons. As a result and out of some frustration, the Orange County Chiefs and Sheriffs Association (OCCSA) took an action on November 5, 2003, to request that the administrative oversight of the Integrated Law and Justice Project funds be moved from the County of Orange to the City of Newport Beach. Just prior to that action, the Project was in jeopardy of losing $275,000 in unspent funds from the earliest of the three grants, due to a lack of timeliness. Prior to the formal action being taken by the OCCSA, City Manager Homer Bludau and the Administrative Services Director Dennis Danner were informed of the request and authorized me to proceed with the formal process of asking for the transfer of the funds, pending final approval and acceptance by the City Council. This Project is a considerable effort on the part of the Criminal Justice System in Orange County to integrate the various data sources and allow for the free flow of information and processes electronically, in order to save taxpayers money and provide a greater level of efficiency and information - sharing throughout the System. The effort is both significant in its scope and historic in its resulting cooperation among the various departments and entities involved. As an aside, Council may recall that approximately one year ago you, along with several other cities, approved a resolution authorizing our involvement in a Joint Powers Authority Governance structure for this Project; however, a number of obstacles have prevented the principally involved cities from completing that formal governance process, although it is still a viable goal and the subject of ongoing discussions. Anticipating your approval of the Recommendation outlined in this communication and in separate actions, I will be bringing forth several contracts on behalf of the entities involved to facilitate the specific implementation of other Initiatives outlined in the Strategic Plan. I appreciate your continued support and our City's willingness to "step forward" and administer these grants on behalf of all the other participants. COPS Technology Grant Awards March 9, 2004 Page 3 Environmental Review: Not applicable. Funding Availability: Department of Justice, COPS Grants ($1,989.148). Submitted by: L� Bob McDonell CHIEF OF POLICE Attachments: 1. U.S. Department of Justice COPS Technology Grant Awards 2. Orange County Law and Justice System Memorandum of Agreement 3. Memo, Orange County Chiefs' & Sheriffs Association, November 5, 2003 4. Orange County Integrated Law and Justice Strategic Plan (Executive Summary) City of Newport Beach BUDGET AMENDMENT 2004 -05 EFFECT ON BUDGETARY FUND BALANCE: X Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: NO. BA- 022 AMOUNT: $296,843.00 Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance X No effect on Budgetary Fund Balance To increase revenue estimates and expenditure appropriations for COPS 2004 Technology Grant. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit REVENUE ESTIMATES (3601) Automatic Signed: ( 4 ��ef/.1/l � �i.Yis� L Finaannc /ial Approval: Administr e Services Director Date Signed: Xdministrative Ap oval: City Manager 44te Signed: City Council Approval: City Clerk Date Fund /Division Account Description 1820 4867 Police - COPS 2004 Tech Grant 5296,843.00 EXPENDITURE APPROPRIATIONS (3603) Description Division Number 7017 Capital - Automation /Communication Account Number C1820749 2004 Technology Grant $296,843.00 Division Number Account Number Division Number Account Number Division Number Account Number Automatic Signed: ( 4 ��ef/.1/l � �i.Yis� L Finaannc /ial Approval: Administr e Services Director Date Signed: Xdministrative Ap oval: City Manager 44te Signed: City Council Approval: City Clerk Date