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HomeMy WebLinkAbout2015 Ordinance No. 055• • ORDINANCE NO. 56" SERIES OF 2015 BY AUTHORITY COUNCIL BILL NO. 62 INTRODUCED BY COUNCIL MEMBER GILLIT AN ORDINANCE APPROVING AN APPLICATION AND AUTHORIZING THE ACCEPTANCE OF THE COLORADO DEPARTMENT OF TRANSPORTATION (COOT) TRAFFIC RECORDS UNIT FYI 6 FUNDING APPLICATION -405C, BETWEEN THE CITY OF ENGLEWOOD, COLORADO AND THE STATE OF COLORADO DEPAR1MENT OF TRANSPORTATION. WHEREAS, an electronic ticketing system will help improve the completeness, accuracy, and uniformity of citations written by our officers; eliminate the need for manual entry into their Records Management System (RMS) and eliminate the need for citations to be hand-delivered to the courts; and WHEREAS, the Englewood Police Department submitted an application to the Colorado Department of Transportation (COOT) 405C Traffic Records Program to purchase an E-Ticketing system that would be used by Patrol, Traffic and Parking Control and have been notified that they were selected to receive grant funding; and WHEREAS, the passage of this Ordinance will approve the application and authorize the acceptance of the COOT Traffic Records Unit FYI 6 Grant Funding; and WHEREAS, the total amount of the Grant is $94,356.25 -COOT will pay 80% = $75,485.00, the City will provide 20% match = $18,871.25, the match will consist of personnel salaries during the implementation of the system, to include training, testing and initial use. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, THAT: Section 1. The City Council of the City of Englewood, Colorado hereby authorizes application for the Colorado Department of Transportation (CDOT) FY16 Funding Application -405C Traffic Records Program Grant for an E-Ticketing system for funds up to $75,485.00, attached hereto as Exhibit A. Section 2. The City Council of the City of Englewood, Colorado hereby authorizes the acceptance of the Colorado Department of Transportation (CDOT) 405C Traffic Records Program Grant for an E-Ticketing system Purchase Order, attached hereto as Exhibit B . Section 3. The Mayor is hereby authorized to sign the acceptance of the Colorado Department of Transportation (CDOT) 405C Traffic Records Program Grant for an E-Ticketing system for and on behalf of the City of Englewood, Colorado . Introduced, read in full, and passed on first reading on the 7th day of December, 2015. Published by Title as a Bill for an Ordinance in the City's official newspaper on the 10th day of December, 2015. Published as a Bill for an Ordinance on the City's official website beginning on the 9th day of December, 2015 for thirty (30} days. Read by title and passed on final reading on the 21st day of December, 2015. Published by title in the City's official newspaper as Ordinance No.~ Series of 2015, on the 24th day of December, 2015. Published by title on the City's official website beginning on the 23rd day of December, 2015 for thirty (30} days. I, Loucrishia A. Ellis, City Clerk of the City of Englewood, Colorado, hereby certify that the above and foregoing i~.JP-1 t e c opy of the Ordinance passed on final reading and published by title as 0 .-dw.nce No ~ Series of 2015. ~~ . Loucrishia A. Ellis • • • • COUNCIL COMMUNICATION Meeting Date: Agenda Item: Subject: December 21 , 2015 Initiated By: Police Department PREVIOUS COUNCIL ACTION N/A RECOMMENDED ACTION 9bi Colorado Dept. of Transportation E-Citation Grant-2nd Reading Staff Source: Deputy Chief Jeff Sanchez The Police Department is recommending that City Council adopt a Bill for an Ordinance, on second reading, authorizing the Englewood Police Department to accept grant funding from the Colorado Department of Transportation (COOT) 405C Traffic Records Program for an E-Ticketing system. BACKGROUND, ANALYSIS, AND ALTERNATIVES IDENTIFIED The Police Department submitted an application to the Colorado Department of Transportation (COOT) 405C Traffic Records Program to purchase an E-Ticketing system that would be used by Patrol, Traffic and Parking Control. We were recently notified that we were selected to receive grant funding. An electronic ticketing system will help improve the completeness, accuracy, and uniformity of citations written by our officers; eliminate the need for manual entry into our Records Management System (RMS); and will eliminate the need for citations to be hand-delivered to the courts. FINANCIAL IMPACT The total amount of the grant is $94,356.25. COOT will pay 80% of the costs = $75,485.00. r,Ne will initially be responsible for paying the vendor and will then request reimbursement from COOT.) The Police Dept. is required to provide a 20% match which equals $18,871 .25. Our match will consist of personnel salaries during the implementation of the system, to include training, testing and initial use . LIST OF ATTACHMENTS Bill for an Ordinance • COLORADO Department of Transportation TransponanonSystems Management b Operaoons COLORADO DEPARTMENT OF TRANSPORTATION (COOT) Traffic Records Unit FY16 Funding Application -405 C Application Dua Date: February 15, 2015 Application Submittal: Submit application electronically, in Word format, via e-mail to George.Atencio@State.co.us: David.Bourget@State.co.us; Alisa.Babler@State.co.us AND mail or deliver two signed hardcopies to the address listed below. The hardcopy applications MUST contain a signature, the electronic version does not require a signature . Colorado Department of Transportation; Attn: Alisa Babier HQ Safety and Traffic Engineering Branch: Traffic Records Unit 4201 East Arkansas Avenue, 3"' Floor Denver Colorado 80222 303-757-9967 Please send all questions by email to the addresses noted above. E X H I a I T A • COLORADO Department of Transportation Tr.inspcrUtion Systems Management & 0perahons PART1 Introduction Project title: Electronic Ticketing Program Check the performance measure area(s) that Is addressed by this project: D Crash 181 Cltatlon/Adjudication D Emergency Medical Services □Vehicle D Driver 0 Roadway Check the emphasis area(s) that best describes the focus of this project: (Separate applications need to be submitted for more than one project) 181 Timeliness 181 Accuracy 181 Completeness 181 Unlfonnity D Accessibility D Integration Applicant Agency/Organization: Engle~ood Police D~rbnent Applicant Project Director: Jeffery L Sanchez Name DelUllY Police Chief Title 3615 S. Elati St. En glewood . CO 80110 ignchez@englewood gov.org 303.762.2494 Address City/Zip email telephone • • COLORADO Department of Transportation Transporta11on Sysiems Management &0per.3DOl'IS PART2 Description of Activity and Budget In this section, describe the following six topics in narrative form. The narrative for all topics may not exceed six single-sided pages -the page limit does not Include the budget pages or budget narrative. Use at least a 12-point font. Hand-written applications will not be accepted. 1) Problem Identification -Describe the problem to be addressed, supported by current and relevant local data. Define your target population and describe how they are ;mpacted by this problem. Use data specific to the local area and the target population the project Intends to serve. Please refer to http:llwww. qoloradodot.infolbusinesslgrantslsafetvgrants • for data sources and more information. Data points that serve as a baseline measure to evaluate your project impact on the ta111et population and local area must be Included. Currently, our officers use handwritten citations when making traffic stops. These citations are then reviewed by a supervisor before they are hand-delivered to our Records Unit. Records personnel then enter citation data into our Records Management System (RMS) before they are then hand-delivered to either Municipal Court or the Arapahoe County Court for disposition. For years, we have struggled with citations that are often illegible and are missing critical information. This makes it difficult for our Records staff to accurately enter citation data into RMS. Currently, each citation has to be entered into RMS which takes upwards of two minutes per citation. In 2014, we wrote 10,530 citations. The problem is further compounded when the Courts cannot make proper charging decisions and/or dispositions due to citations that are difficult to read and/or have missing information. There is no doubt that tickets are routinely dismissed due to these errors since it is not practical for the Courts to contact officers for further clarification. Whenever we issue a citation, it should be complete and legible so that citizens understand why they were stopped, why they are being cited, and what actions they need to take to resolve the matter. We also need to have accurate information so that we can do proper data analysis in order to determine high~accident locations and problem areas. We then have our officers focus on these problem areas. Currently, we hand deliver citations to both Municipal and County Courts. Municipal citations are forwarded to the court usually within 24 to 48 hours (Monday thru Friday); County citations are hand-delivered on a weekly basis by our Detectives when they go to Court on another matter . • 2) Project Goal(s), Objectives and Activities - ~-A broad statement about what the program expects to achieve. The goal is the description of the final anticipated outcome or result Oblectlves -Objectives are clear, realistic, specific and measurable. Objectives tell how a goal will be met. Activities -Activities comprise the plan of operation for the project. In a detailed and concise way, the activities describe how each objective will be achieved. Goals -The goal is to increase the percentage of citations utilizing standardized data entry and to have no missing critical data elements. Objectives -The objective is to purchase an electronic ticketing system which will help improve the completeness, accuracy. and uniformity of citations written by our officers: eliminate the need for manual entry into RMS; and eliminate the need for citations to be hand-delivered to the courts. Activities -If awarded, the Police Department will purchase ten handheld units that will be utilized by our Traffic Unit, Patrol Officers and our Parking Control Officer. These units will be set up so that the officers will be required to complete all citations using standardized terminology {i.e. location, type of violation, etc.). All required fields will need to be completed before the citation can be issued. The citation data will be uploaded into RMS before being electronically transferred to either the Municipal or County Court. Non-identifying citation data will be made available to CDOT when requested. If awarded, it will take approximately one month for City Council approval. Implementation will then take upwards of four months since three vendors are involved in this project. 3) Project Evaluation. Describe the evaluation strategy that will be used to show project effectiveness and document successful activities. An evaluation plan should be designed so that an independent observer can confinn or measure whether or not the objectives have been met and progress was made toward the goal(s) by changing numbers, knowledge, attitudes, or behaviors. Performance measures (PM) should follow the fonnat described in •Model PM for state traffic records systems" (specifically, page 11). The number of electronically issued citations having no missing critical data elements will be compared with the total number of electronic citations for 3 months after the project is fully operational. This percentage will be compared to the same ratio for manually written citations for a three month period before the project started. During that same three month period, we will average and compare the number of days required for the transfer of data from the Police Department to the courts using the • • ~Wfl COLORADO Ja'Y DepartmentofTransportation .. Transportanor, Systems Management & Operanons electronic citation system with the number of days required for the transfer of manual citation information to the courts. 4) Agency Qualifications -Describe the applicant agency's resources and skills to adequately manage the project. Brleny describe qualifications of staff or plans ta train the staff who will work on the proposed project, including fiscal staff. The Police Department uses a team approach in how grants are administered and implemented. Deputy Chief Jeff Sanchez has administered a variety of state and federal grants; Commander Tim Englert oversees all technology projects in the Police Department; Elsa Walker is our Records Unit Supervisor; Glenda Bird is an I.T. Technical Support Specialist assigned to the Police Department, and Kathy Cassai is an Accountant with the city who is assigned to handle all Police Department grants. 5) Community Collaboration and Support-All projects should demonstrate that partnerships exist or are being developed. Identify partnerships and planning groups that were included in the planning and Implementation of this project. Those partnerships may include, but are not limited ta, law enforcement, tramc engineering, health departments, social services agencies, schools, private businesses, churches, foundations and other community-based coalitions and organizations. The planning group for this project consists of representatives from the Police Department, Municipal Court and Information Technology to include the Deputy Police Chief, Support Services Commander, Traffic Unit Officers, Parking Control Officer, Records Unit Supervisor, Community Relations Specialist, Municipal Court Administrator and an Information Technology Specialist. The outflow of this project will be the issuance of citations that are error-free and accurate thereby reducing citizen frustration and confusion; will eliminate the time needed to enter citations into RMS; will reduce the time needed for citation data to be transferred to each respective court; and will provide accurate data analysis in order to more effectively address high-accident and problem locations in the City of Englewood. 6) Long-Term Sustainability and Total Project Funding -Describe the pfan for reducing reliance on federal funding in the futu,e. Describe the long-term plan for the programmatic development and ongoing financial support of the project. Is this project being funded using funds other than those provided from this grant? If yes, list the type and approximate amount of other funding that wilf be used to support this project. Has this project previously been funded by COOT? If yes, list the years funded, approximate dollar amounts and progress to date in addressing the identified problem . The Englewood Police Department will maintain this project by appropriating the necessary funds to pay the yearly ma intenance and support costs , as well as replacing equipment on an as-needed basis. 7) Budget Narrative ~ Provide a justmcation and explanation of the budget items listed on the DetaHed Budget Table. All budget figures should be justified and explained. Failure to Justify and explain/show calculations could result In denial of funding. • • i:Jt..Wfl COLORADO l,i:};,.'Y DepartmentofTransportatton h Transporcanon Systems ~ &Operations PERSONAL SERVICES: Explain how the salary and fringe benefit and overtime rates for each position were determined. NOTE: Contract employees or Independent contractors should be shown under Contractual Services, not Personal Services. Officer salaries will be computed at the level of a Police Officer I -$37.20/hour / $77 1381.74/annuafly (2015). OPERATING EXPENSES: Explain how the costs were determined and justify the need for the various line items. Items with a unit cost less than $5,000 are considered operating expenses and should be listed in this category. Items/equipment costing $5,000 or more should be listed under Capital Equipment (see below). All purchases should be made through competitive bid. state or local award, or established purchasing procedures. Below is an itemized list of Operating Expenses: • Motorola handheld units-10 units x $1,450 = $14,500 • Motorola warranty -10 x $250 = $2,500 • Motorola mag stripe reader -9 x $125 = $ 1,125 • Motorola 4-slot Ethernet cradle kit-3 x $425 = $1,275 • Motorola battery -10 x $59 = $590 • Motorola battery charger kit -3 x $180 = $540 • Zebra printer (ZQ520)-9 x $660 = $5,940 • Zebra receipt paper -2 x $95 = $190 • Zebra printer (ZQ510)-1 x $525 = $525 • Zebra receipt paper-1 x $75 = $75 • Zebra accessory adaptor -10 x $60 = $600 Total Operating Expenses= $27,860 CONTRACTUAL SERVICES: Explain why proposed consultant services cannot or should not be provided by project staff. Explain how the hourly rate or flat rate was determined. For each consulting organization, indicate the number of people to be assigned to the project, number of hours per person per day to be spent on the project, and a breakdown of the contract price by major cost item. Professional services should be procured competitively. The vendor selected must perform the installation of this system. Prior to submitting the short form request, the Police Department requested quotes from Brazos. who is a leader in the electronic ticketing industry, LogiSYS, who is our RMS vendor, and CSDC, who provides Judicial Enforcement Management System (JEMS) setvices for our Municipal Court. Below is an itemized list of Contractual Services : • Brazos: COLORADO Department of Transportation TransporlllhOn Systems Managemml & 0pcral10T1S • Licenses 10 x $750 = $7,500 • Setup and Configuration= $9,000 • Standard Training Package = $3,500 • Parking Task= $1,500 LogiSYS {Interface}: • Interface to Brazos E-Citation = $12,500 • Services= $4,125 CSDC (Interface): • Ticket Upload Interface= $9,500 Total Contractual Services= $47,625 TRAVEL: Explain the relationship of each cost item to the project, (e.g ., if in-state training or conference travel expenses are requested, explain the topic of the conference and its relationship to the project). Do not Include out-of-state travel costs -these costs must be requested and approved through a separate process that will be detailed if funds are awarded. Mileage should be listed as an Operating Expense. None. CAPITAL EQUIPMENT: Equipment is defined as an item that has a unit cost of $5 ,000 or more and a useful life of one year or more. Explain why the proposed equipment is essential to conducting the project and is not currenUy available for use within your agency or organization. If the proposed equipment is to be shared with entitles outside this project, the cost should be pro- rated based upon the percentage of use of the equipment by this project . All equipment must be purchased through competitive bid state or local award, or established purchasing procedures. None. MATCH: Match must equal 25% of federal funds requested or 20% the total project cost and can be reflected in a lump sum in one line item, or across multiple Items or budget categories . The contributions can be in-kind services or direct cash support. Other sources of federal revenue may not be used as an agency match for highway safety projects. The match will consist of personnel salaries during the implementation of the system, to include training, testing and initial use to determine functionality. The total cost of the project is $94,356.25. Our match is $18,871 .25 which will be in the form of Officer salaries . • COLORADO DepartmentofTr.msportation T~tion Syslems Mllnag!ffll!llt & Operabons DETAILED BUDGET PERSONAL SERVICES Annual Total %of Annual Full• Fringe Annual time to Name of Position time Salary Benefit Cost Salary this Drolect Police Officer I n381.74 77381 .74 SUBTOTAL 12) OVERTIME Overtime No.~ N11111t1 Rate ($) Hours SUBTOTAL TOTAL PERSONAL SERVICES OPERATING EXPENSES Number Cost per Unit of Description Units ($) Tota l ($) 18871 .25 Total Cost ISi s Total Cost ($) •see Narrative -table has insufficient room to include all items Total Coat TOTAL OPERATING EXPENSES $27860 CDOT Share Local Match ($) (S I 18871 .25 18871 .25 COOT Local Share Match ISi ($) s 18871 .25 % 25 % CDOT Local Share Match ($) (S} COOT Share Local Match $27860 $ 100% % • • COLORADO Departmentof~tion Transpcrtatl0n Sys1ems Managffl,ent & Operanans CONTRACTUAL SERVICES Datnof Contractor Contract Brazes LcgiSYS cscc Hourly Rate ($) TOTAL CONTRACTUAL SERVICES TRAVEL In State Description CSJ Total Coll IS) 21500 16625 9500 Total Cost 547625 Total Cost ($) Total Cost TOTAL TRAVEL $ CAPITAL EQUIPMENT No.of Cost par Total Cost Description Unlts Unit IS) (SJ Total Cost TOTAL CAPITAL EQUIPMENT s COOT Local Shara Match ($) 1$) 21500 16625 9500 CDOTShara Local 11 .. tch 547625 s 100% % CDOTShare Local Match (S) CS) CDOTShare Local Match $ $ % % CDOT Local Match Share CS) IS) CDOTShare Lo~IMalGh $ $ % % • COLORADO Department of Transportation Transpartltlon Systems Management & OpefattOf\S Budget Summary CDOT Share Matc:h 1. Total Personal Services: $ ______ _ $18871.25 2. Total Operating Expenses/Incentives: $27860 $ 3. Total Contractual Services: $47625 $ 4. Total Travel: $ $ 5. Total Capital Equipment s _____ _ $ ______ _ 6. Total llnes1-5 (Amount Requested from CDOT): $75485 7. Total lines 1-5 (Amount provided by applicant): $18871.25 Total Project Cost (Add lines 6 & 7): $14356 25 • COLORADO Department of Transportation Transpon&tlon S~ems Management & OperatlOns PART3 Certifications and Assurances It is hereby understood that this Application and the attachments hereto, when approved and signed by all concerned parties, as indicated shall constitute an agreement by and between the applicant organization to perform in accordance with the terms of this Application and attachments, taken as a whole. This agreement is based on COOT procedures and Federal guidelines found in 49 CFR, Part 18 and 2 CFR, Part 225, In order to standardize and simplify federal grants. The signature below of an authorized representative cf the applicant agency certifies and ensures that all the following conditions will be met. 1) Reports -The Contractor shall submit quarterly reports, a final report at the end of the project, and special reports, if any, as outlined In the Project Agreement Please read Part 4, Reporting Requirements, following this section. 2) Copyrights, Publications, and Patents -Where activities supported by this project produce original copyright material, the Contractor may copyright such, but COOT reserves nonexclusive and irrevocable license to reproduce, publish, and use such materials and to authorize others to do so. The Contractor may publish, at its own expense, the resutts of project activities without prior review by COOT, provided that any publications (written, visual or sound) contain acknowledgment of the support provided by the National Highway Traffic Safety Administration (NHTSA) and COOT. Any discovery er invention derived from work performed under this project shall be referred to COOT, who will determine through NHTSA whether patent protections will be sought, how any rights will be administered, and other action required to protect the public interest 3) Termination-This project agreement may be terminated orfund payments discontinued or reduced by COOT at any time upon written notice to the Contractor due to non-availability of funds, failure of the Contractor to accomplish any of the terms herein, or from any change in the scope or timing of the project. 4) Fiscal Records -Contractor will maintain complete and detailed accounting records of all costs Incurred on this project, Including documentation of all purchases of supplies, equipment, and services; travel expenses; payrolls: and time records of any person employed part-time on this project. Federal, state or COOT auditors shall have access to any records of the Contractor. These records shall be retained for three years after the final audit is completed or longer, if necessary, until all questions are resolved. 5) Funding -The Contractor will utilize funds provided to supplement and not to supplant state and local funds otherwise available for these purposes. Funds are to be expended only for purposes and activities approved In the project agreement. Reimbursement will be made periodically by COOT based on approved requests for reimbursement. If matching funds are required, the Contractor will expend them from nonfederal sources, which must be spent no later than 30 days following the completion of the project. 6) Cost Principles and Grant Management -The eligibility of costs incurred and the management of this project shall be determined in accordance with 2 CFR, Part 225 and 49 CFR, Part 18 for state and local agencies, 2 CFR, Part 220 and 2 CFR, Part 215 for educational institutions, and 2 CFR, Part 230 for nonprofit entities. 7) Obligation Funds -Federal funds may not be obligated prior to the effective date or subsequent to the termination date of the project period. Requests for reimbursement outstanding at the termination date of the project must be made within 30 days or those funds may not be paid. • • COLORADO DepartmentofTranaportatton Transportal1Dn Systems Managemenl & Operanons 8) Changes -The Contractor must obtain prior written approval from COOT for major project changes, Including: changes of substance In project objectives, evaluation, activities, the project manager, key personnel, project budget or transfer of funds from one category in the budget to another. The period of performance of the project, however, cannot be changed. 9) Program Income -COOT safety programs encourage Contractors to earn income to help defray program costs, but there are federal regulations that must be followed. Program income is defined as gross income received by the State and/or Contractor directly generated by a grant supported activity, or earned only as a result of the grant agreement during the grant period. Income earned by the Contractor with respect to the conduct of the project (sale of publications, registration fees, service charges, donations for child safety seats, etc.) must be accounted and income applied to project purposes, used to reduce project costs, or be used to meet cost agency matching requirements. The Contractor Is responsible for reporting all program income acccrding to federal and state requirements. 10) Purchases -Purchase of equipment or services must comply with state or local regulations. After the end of the project period, equipment should continue to be utilized for traffic safety purposes and cannot be disposed of without written approval of COOT. The Contractor shall make and maintain an Inventory of equipment to Include descriptions, serial numbers, locations, costs or other identifying Information, and submit a copy to COOT. 11) Third Party Participants -No contracts or agreements may be entered Into by the Contractor related to this project which are not incorporated Into the project agreement and approved In advance by COOT. The Contractor will retain ultimate control and responslbllity for the project. COOT shall be provided with a copy of all contracts and agreements entered into by Contractors. Any contract or agreement must allow for the greatest competition practicable and evidence of such competition or justification for a negotiated contract or agreement shall be provided to COOT. 12) Participation by Disadvantaged BusineS& Enterprises -The contractor agrees to take all necessary and reasonable steps in accordance with Title 49, CFR, Subtitle A, Part 26 to ensure that minority business enterprises have the maximum opportunity to compete for and perform contracts. Recipients and their contractors shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any subcontracts financed in whole or in part with federal funds. 13) Non Discrimination -In the performance of this agreement the Contractor, by Its signature below, certifies and assures that It shall comply with all Federal statutes and implementing regulations relating to nondiscrimination. (These Include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin (and 49 CFR Part 21 ); (b) Tttle IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794) and the Americans with Disabilities Act of 1990 (42 USC§ 12101, et seq.; PL 101..J36), which prohibits discrimination on the basis of disabilities (and 49 CFR Part 27); (d) the Age Discrimination Act of 1975, as amended (42U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treabnent Act of 1972 (P .L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse: (f) the comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970(P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse of alcoholism; (g) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§ 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; • 1li.VJll/1 COLORADO ~Y DepartmentofTransportation • Transportation Systerm MaNgement & Operanans (I) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; The Civil Rights Restoration Ad of 1987, which provides that any portion of a state or local entity receiving federal funds will obligate all programs or activities of that entity to comply with these civil rights laws; and, (k) the requirements of any other nondiscrimination statute(s) which may apply to the application. The Contractor shall not discriminate on the basis of race, color, national origin, sex, religion, age, creed, Vietnam Era and Disabled Veterans status or sensory, mental or physical handicap In the provision of any terms and conditions of employment or the provision of service or benefits otherwise afforded and will take the affirmative action necessary to accomplish the objects of the above referenced laws. 14) Political Activities -In accordance with the provisions of the Hatch Ad (5 U.S.C. §§1501- 1508 and 7324-7328) no funds, materials, equipment, or services provided In this project agreement shall be used for any partisan political activity or to further the election or defeat of any candidate for public office or to pay any person to influence or attempt to Influence an officer or employee of congress, or an employee of a member of congress, an officer or employee of congress in connection with the awarding of any federal loan or the entering in of any cooperative agreements. 15) Single Audit -All non-Federal entities that expend $500,000 or more of Federal awards in a year are required to obtain an annual audit in accordance with the Single Audit Act Amendments of 1996, 0MB Circular A-133, the 0MB Circular Compliance Supplement and Government Auditing Standards. A single audit Is intended to provide a cost-effective audit for non-Federal entities in that one audit is conducted in lieu of multiple audits of Individual programs. Nonfederal entities include States, Local Governments, and Non-Profit Organizations. The tenn non-profit organization includes non-profit institutions of higher education and hospitals. 16) Safety Belt Polley-No funds, materials, property, or services will be provided to any political subdivision that does not have a current and actively enforced policy requiring the use of seat belts. 17) Drug Free Workplace-In accordance with the Anti-Drug Act of 1988 (41 USC 702-707) and Drug-Free Workplace (42 USC 12644), COOT has the responsibility to ensure that unlawful manufacture, distribution, dispensing, possession or use of a controlled substance by any employees, grantees, and/or sub-grantee of the Contractor and/or any such activity Is prohibited in the Contractor's workplace. 18) ~olorado Standard Field Sobriety Testing -All law enforcement officers who are performing impaired driving enforcement activities with funding from COOT must be in compliance with the current Colorado Standards for Field Sobriety Testing Standards. 19) Debarment and Suspension -The applicant certifies, by signature below, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. 20) Restriction on State Lobbying -None of the funds under this program shall be used for any activity specifically designed to urge or Influence a state or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any state or local legislative body. Such activities Include both dired and indirect e.g., "grassroots• lobbying activities, with one exception . This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with state or local legislative officials, in accordance with customary state practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal. 21) Certification Regarding Federal Lobbying -The undersigned certifies, to the best of his or her knowledge and belief, that • • JJ,,,,_Wfl COLORADO l&lfJI DepartnumtofTranaportation -Transp01111ion Systems Mal'IOgement & OperatlOrlS 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for Influencing or attempting to Influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress. or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-UL, "Disclosure Form lo Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be Included in the award documents for all sub-award at all tiers (Including subcontracts, sub-grants, and contracts under grant, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly. This certification Is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. 22) Federal Funding Accountablllty and Transparency Act -The State is required to report for each sub-grant awarded as shown below. Contractor agrees to provide the infonnation below upon request for reporting purposes. • Name of the entity receiving the award; • Amount of the award; • Information on the award including transaction type, funding agency, the North American Industry Classification System code or Catalog of Federal Domestic Assistance number (where applicable), program source; • Location of the entity receiving the award and the primary location of performance under the award, including the city, State, congressional district, and country; , and an award title descriptive of the purpose of each funding action; • A unique identifier (DUNS); • The names and total compensation of the five most highly compensated officers of the entity if-of the entity receiving the award and of the parent entity of the recipient, should the entity be owned by another entity; (i) the entity in the preceding fiscal year received- (!) 80 percent or more of its annual gross revenues in Federal awards; and (II) $25,000,000 or more in annual gross revenues from Federal awards; and (ii) the public does not have access to information about the compensation of the senior executives of the entity through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)} or section 6104 of the Internal Revenue Code of 1986; • • COLORADO Department of Transportation Tl'INpONllan Systffll!I Management & C)perabOnS PART4 Reporting Requirements Reportlng Frequency: The Office of Transportation Safety requires four types of reports In conjunction with highway safety projects: 1. Quarterly reports during the life of a project; 2. A final report at the conclusion of a project. This is to Include training and consultant reports, if applicable; 3. Special reports as required; and 4. Annual Report Template (to be provided by COOT) These reports keep COOT informed of a project's progress, explain any difficulties encountered , provide a background of infonnation that can be passed on to others, suggest ways in which COOT can assist with the project and aid in distribution of state funds. Quarterly Reports: These are to be submitted quarterly and are due within twenty (20) calendar days after the end of the reporting calendar quarter as follows : First Quarter. Second Quarter: Third Quarter: Fourth Quarter: 1 October -31 December 1 January -31 March 1 April -30 June 1 July -30 September Report due January 20 Report due April 20 Report due July 20 Report due October 20 If there is no activity during the reporting period, submit a report indicating so. Any original or innovative ideas or methods employed in your project should be incorporated into your reports. Fourth and Final Report: Final report to be submitted within 45 days of contract completion, which is no tater than November 15. Final reports are to be detailed and must describe whether the project objectives were accomplished, if technical and fiscal problems were encountered, and what improvements in traffic safety have resulted or probably will result. Included in final reports will be copies of publications, training reports and any statistical data generated in project execution. These final reports should discuss the following: 1. Accomplishments compared to the original project objectives; 2. Were all activities of the project completed as scheduled? Include dates and milestones when studies were completed; equipment acquired, installed and operated; 3. Any unanticipated proceedings that affected the project; 4. Funding and costs for completion of the project in relationship to original estimates; and 5. Third party performance if applicable. A copy of any consultant reports should be included with the final report . • COLORADO Department of Transportation Tl'lll'ISp0rWlon Systems Management & OpenltlanS Special Reporting: Special reporting procedures may be required, including performance measures. If so, reporting frequency will be detailed in the project agreement. Annual Report Template: An Annual Report template will be provided to the contractor in late October. The contractor is responsible for providing the requested information and submitting back to COOT. The templates are then used to fonn the basis of the Office of Transportation Safety and Traffic Engineering Branch's Annual Report. PARTS Reimbursement Requirements COOT funds grants on a "cost reimbursemenr basis only. COOT will not make payments in advance or in anticipation of goods or services. Claims for reimbursement will be submitted to the OTS on a monthly basis if there are any costs incurred. Final claims for reimbursement must be received by COOT no later than November 15 (for costs incurred through the final contract month of September). Claims for reimbursement received after the above cutoff date will not be reimbursed. Unallowable Project Costs: All projects must follow appropriate state and federal funding regulations . Examples of unallowable project costs include, but are not limited to, the following: • Projects not dealing with traffic records Improvements; • Routine roadway construction or maintenance; • Office furniture and fixtures and • Funds that supplant existing budgets• * Federal regulations prohibit supplanting of funds. Examples of supplanting include: replacing routine and/or existing State or local expenditures with the use of Federal grant funds and/or using Federal grant funds for cost of activities that constitute general expenses required to carry out the overall responsibilities of state, local or federally recognized Indian tribal government. • COLORADO Departmentof'I'ranaportadon Traruportal!Ofl Systems Mlniigemer,t & Opera1101U PARTS Signature Requirements I declare under penalty of perjury in the second degree, and any of the applicable state or federal laws, that the statements made and contained under the title Certification and Assurances above are true and complete to the best of my knowledge. I have read and understand the above Reporting and Reimbursement requirements and will comply with these requirements made and contained herein on pages 1 O and 11 to the beat of my knowledge, Applicant agency/organization Authorizing Official (person with contracting authority): Jeffery L. Sanchez Deputy Police Chief ame 303.762.2494 Address (if different than above) telephone Date The agency personnel contact information below must be completed 1. CONTRACT/PROJECT DIRECTOR 3. PROJECT COORDINATOR Name: Jeffery L. Sanchez Name: Jeffery L Sanchez Address: 3615 S. Elati St. Address: 3615 S. Elati St. Englewocd, CO 80110 Englewood, CO 80110 Telephone: 303.762.2494 Telephone: 303. 762 .2494 e-mail: jsanchez@englewoodgov.org e-mal: jsanchez@englewoodgov.org l. ACCOUNTING RECORDS/CLAJMS 4. MAIL PROJECT PAYMENTS TO: Name: Kathy Cassai Name: Kathy Cassa! Address: 1000 Englewood Parkway Address : 1000 Englewood Parkway Englewood, CO 80110 Englewood, CO 80110 Telephone: 303.762.2411 Telephone: 303.762.2411 e-mail; kcassai@englewoodgov.org e-mail: kcassal@eng lewoodgov.org • Colorado Dept of Transportation DATE: 11/17/2015 .urchase Order 4201 E. Arkansas Ave. Denver, Co 80222 l!~J State of Colorado IMPORTANT The PO# and Line# Buyer: Steve Waldmann on all ... it must appear • 1s16 .. Phone Number: 303-512-4902 invoices, packing -=--- Agency Contact: Alisa Babier slips, cartons and P0#411007655 Page# 1 or 1 Phone Number: 303-757-9967 correspondence Award#: BID#: Vendor Master#: 2000021 Phone: 303-762-2413 Invoice Vendor Contact: TO: COLO DEPT OF TRANSPORTATION V 4201 E ARKANSAS AVE ROOM 330 E CITY OF ENGLEWOOD Denver co 80222 N 1000 ENGLEWOOD PARKWAY D ENGLEWOOD CO 80110 0 Payment wlll be made by this agency ., Ship INSTRUCTIONS TO VENDOR TO: Colorado Dept of Transportation 4201 E. Arkansas Ave I. trror any reucm. deliv")' arllm ons.r ii dela,-d beyond lhcdeliv")'~ dale obown. pleu<Datify Denver CO 80222 lhc ...-,ey_,.,,.-1111>ciop left(lljJ!narcanccllllioniJr-,vedm-.S io wcblimdydelivc,y is ... mad,). ?. All cbcmi<ab, cquipma,t aadma1ffllb lllllll«lllfann lO 111c ,taodanls ~ by OSI IA. Dellvery/lnstallation Date: 09/30/2016 l.NOTE:Addiliaaal...,,,.aodCODdilionsanm,melideora1addreu.-inSpecialllla1zuctiaru. SPECIAL INSTRUCTIONS LINE PRODUCT NUMBER PRODUCT CATEGORY DESCRimON UOM PLANT 00001 AU 92500 7001 Englewood PDE-Citation 4111 QUANTITY UNIT COST TOTAL ITEM COST 75,485 1.00 75,485.00 I agree to comply with the statements made and contained under the title Certification and Assurances in the Office of Transportation Safety and Traffic Engineering approved application. I have read and understand the Reporting and Reimbursement requirements andwill comply with these requirements made and contained on pages 1 0 and 11, of said application, to the best of my knowledge. DOCOMBHT TOTAL: 75,485.00 THIS PO IS ISSUED IN ACCORDANCE WITH STATE AND FEDERAL REGULATIONS http■,//www.codot.gov/bu■in•••/proc=-ent-and•contract• aervicea/p=cbaae-order-tez:11111-and-condition ■/purchaae-ordar-tez:11111- andTconditiona/view DP-01 (R-02/06) ,oa TD aun or COU11W>O Authorised Signature Date Signet=• not required if PO transmitted electronically. E X H I B I T B 1 COUNCIL COMMUNICATION Meeting Date: Agenda Item: Subject: December 7, 2015 9aii Colorado Dept. of Initiated By: Police Department PREVIOUS COUNCIL ACTION NIA RECOMMENDED ACTION Transportation E-Citation Grant Staff Source: Deputy Chief Jeff Sanchez The Police Department is recommending that City Council adopt a bill for an ordinance on first reading authorizing the Englewood Police Department to accept grant funding from the Colorado Department of Transportation (CDOT) 405C Traffic Records Program for an E-Ticketing system. BACKGROUND, ANALYSIS, AND ALTERNATIVES IDENTIFIED The Police Department submitted an application to the Colorado Department of Transportation (COOT) 405C Traffic Records Program to purchase an E-Ticketing system that would be used by Patrol, Traffic and Parking Control. We were recently notified that we were selected to receive grant funding. An electronic ticketing system will help improve the completeness, accuracy, and uniformity of citations written by our officers; eliminate the need for manual entry into our Records Management System (RMS); and will eliminate the need for citations to be hand-delivered to the courts. FINANCIAL IMPACT The total amount of the grant is $94,356.25. COOT will pay 80% of the costs = $75,485.00. (We will initially be responsible for paying the vendor and will then request reimbursement from COOT.) The Police Dept. is required to provide a 20% match which equals $18,871.25. Our match will consist of personnel salaries during the implementation of the system, to include training, testing and initial use. LIST OF ATTACHMENTS Bill for an Ordinance Colorado Dept. of Transportation -Traffic Records Unit -FY16 Funding Application - 405 C Colorado Dept. of Transportation -Purchase Order 9