HomeMy WebLinkAboutC-3692(D) - Provide Implementation Services for the Orange County Integrated Law & Justice (OCILJ) Records Management/Case Management Data Sharing ProjectCITY 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