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Home My WebLink About13- Montana Board of Crime Control grant award fro Evidence Processing and Crim Scene Documentation B04 Board of Crime Control 0 Q Department of Justice G 5& Last Chance Gulch PO Box 201408 y Helena MT 59620 Phone(406)444-3604 'f£r n O�� Fax(406)444-4722 a• TTY(406)444-7099 www.nibcc.nit.gov April 10, 2013 Richard McLane City of Bozeman 615 South 16th St Bozeman, MT 59715 RE: 10-G01-91358—Evidence Processing and Crime Scene Documentation (Please refer to the above grant number in any correspondence) Dear Richard: The Montana Board of Crime Control (MBCC) congratulates you on the award of your application, Enclosed is your award contract and necessary instructions. If there has been a change in the Official Budget Representative or Project Director, please complete a new signature page (htt :iimbcc.mt. ov/Grants/Forms/si n a e.as ) and submit it with these signed documents. Please have Chris Kukulski, City Manager, sign the following documents: 41 Award Contract 4� Special Conditions Page d Certifications Regarding Lobbying,Debarment, Suspension and Other Responsibility Matters;and Drug-Free Work Place Requirements 6 Equal Employment Opportunity Plan {ESOP} Certification Form All documents require original signatures and must be returned to this office. We will release funds to you once they become available. Fiscal and narrative reports are required on a quarterly basis. Below is your user ID and password for logging into both the financial and narrative Quarterly Reporting systems at http:Hmbcc.mt.gov/Grant sionlinelapps report,asp. Please note these are two separate systems and the following is used for each. Your User ID is: G01-91358 Your Initial Password is: 1634 Please login immediately to create a report and set up email contacts for the reminder email. You can begin reporting in the online system 16 days after the quarter opens. Quarterly reports are now due the 5th day of the month following the end of the quarter. Please print the instructions as a reference. If you have any questions regarding your grant, please contact Mark Thatcher at(406)444-3605 Siwniy R` rookke Marshall Executive Director Enclosures The mission of the Board of Crime Control is to proactively contribute to safety, crime prevention and vielim assistance through planning,policy development, and coordinalion of the fuslice systems in partnerships with citizens,government and communities. 75 *Please complete and return the attached form* Equal Employment Opportunity Plan — EEOP An Equal Employment Opportunity Plan (EEOP) is a comprehensive document that analyzes a recipient's relevant labor market data, as well as the recipient's employment practices, to identify possible barriers to the participation of women and minorities in all levels of a recipient's workforce. Its purpose is to ensure the opportunity for full and equal participation of men and women in the workplace, regardless of race, color, or national origin. Federal regulations regarding the EEOP requirements fall into 3 categories: (you will fall under one category only: "A, B,or C) A. Complete Exemption from ESOP. No EEOP is required. Any one of the following must apply: • Recipient has less than 50 employees • Recipient is a non-profit organization • Recipient is a medical institution • Recipient is an Indian tribe • Recipient is an educational institution • Recipient is receiving an award less than $25,000 Action item forsubgrantee: Complete Section A of certification form and return to MBCC. MBCC will send a copy of your certification to the Office of Civil Rights (OCR). B. EEOP is required of subarantee and is available for review. ESOP does not have to be submitted to OCR. The following applies: • Recipient has 50 or more employees and is receiving a single award or subaward of$25,000 or more, but less than $500,000 Action item forsubgrantee: Complete Section B of certification form and return to MBCC. MBCC will send a copy of your certification to the Office of Civil Rights (OCR). C. EEOP is required of subarantee and must be submitted to OCR. The following applies: • Recipient has 50 or more employees and has received a single award or subaward of$500,000 or more from MBCC or another agency. Action item for subarantee: Submit EEOP to MBCC. MBCC will forward this to the Office of Civil Rights (OCR). Or, if an EEOP was previously submitted to OCR under this requirement,then notify MBCC in writing that this was done including the date of submission. 76 CERTIFICATION FORM Recipient Name and Address: Grant Title: Grant Number: Award Amount_ Contact Person Name and Title: Phone Number: ( ) Federal regulations require recipients of financial assistance from the Office of Justice Programs(OJP), its component agencies,and the Office of Community Oriented Policing Services(COPS)to prepare,maintain on file,submit to OJP for review,and implement an Equal Employment Opportunity Plan(EEOP)in accordance with 28 C.F.R §§ 42.301-.306. The regulations exempt some recipients from all of the EEOP requirements. Other recipients, according to the regulations,must prepare,maintain on file and implement an EEOP,but they do not need to submit the EEOP to OJP for review. Recipients that claim a complete exemption from the ESOP requirement must complete Section A below. Recipients that claim the limited exemption from the submission requirement,must complete Section B below. A recipient should complete either Section A or Section I3,not both. If a recipient receives multiple OJP or COPS grants, please complete a form for each grant, ensuring that any EEOP recipient certifies as completed and on file(if applicable)has been prepared within two years of the latest grant. Please send the completed form(s)to the Office for Civil Rights,Office of Justice Programs, U.S.Department of Justice, 810 7t4 Street,N.W.,Washington,D.C.20531. For assistance in completing this form,please call(202)307- 0690 or TTY 202 307-2027. Section A-Declaration Claiming Complete Exemption from the EEOP Requirement. please check all the boxes that apply. ❑ Recipient has less than 50 employees, ❑ Recipient is an Indian tribe, ❑ Recipient is a non-profit organization, t7 Recipient is an educational institution,or ❑ Recipient is a medical institution, ❑ Recipient is receiving an award less than$25,000 I, [responsible official], certify that [recipient] is not required to prepare an EEOP for the reason(s)checked above,pursuant to 28 C.F.R §42.302.I further certify that [recipient] will comply with applicable Federal civil rights laws that prohibit discrimination in employment and in the delivery of services. Print or type Name and Title Signature Date Section B-Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an EEOP Is on File for Review. If a recipient agency has 50 or more employees and is receiving a single award or subaward for$25,000 or more,but less than$500,000, then the recipient agency does not have to submit an EEOP to OJP for review as long as it certifies the following(42 C.F.R. § 42.305): 1, � i kV I-L,IS V-1 [responsible official], certify that the C " u o rn [recipient],which has 50 or more employees and is receiving a single award or subaward for$25,000 or more,but less than$500,000,has formulated an EEOP in accordance with 28 CFR§42.301,et seq.,subpart E. I further certify that the EEOP has been formulated and signed into effect .thin thFp past two ye by th roper authority and that it is available for review. The EEOP is on file in the office of: ? C' ey C rs o [organization], at 191 fJ. n / [address],for review by the public and employees or for review or audit by officials of the relevant state planning agency or the Office for Civil Rights,Office of Justice.Programs,U. S. Department of Justice,as required by relevant laws and regulations. V1 C� s`�t-t �S_K] ��` QrrkTe+ � — -- Print or type Name and Title Signature Date OMB Approval No. 1121-0140 Expiration Date:12/31/12 77 STATE OF MONTANA BOARD OF CRIME CONTROL AV RI� x t�IN i A L PO Box 201408 -5 South Last Chance Gulch-Helena MT 59620-1408 PLFVI%7r;� Phone:(406)444-3604 Fax: (406)4444722 GRANT AWA 4: Subgrant 10-GO1-91358 Evidence Processing and Crime Scene Documentation Grantee: City of Bozeman FEIN: 816001238 PO Box 1230 Duration: 04/05/2013 through 09/20/2013 Bozeman, MT 59771 Proi. Dir: Richard McLane Award Date: 04/05/2013 Personnel: $564.00 Federal Amount Awarded: $10,000.00 Contract Services: $975.00 State Amount Awarded: $0.00 Travel: $0.00 Guaranteed Local Matching: $0,00 Equipment: $0.00 Operating: $8,461.00 Total: $10,000.00 Total: $10,000.00 Source of Federal Funds: 16.738 -JAG Edward Byrne Memorial Justice Asst. Special Conditions Please see attached Special Conditions I am pleased to inform you that the Board of Crime Control has approved your application for financial assistance. This grant is subject to the special conditions listed above, general conditions attached hereto, and must be implemented and administered along guidelines already established by your agency. This grant shall become effective, as of the date of award, when the grantee signs and returns a copy of this grant award to the Board of Crime Control. Funds allocated to this project, both awarded and matching, must be obligated prior to'. 09/20/2013 Brooke Marshall Date Executive Director Board of Crime Control 1, as authorized representative of the above grantee agency, hereby signify acceptance of the above described grant on the terms and conditions set forth above or incorporated by reference therein. Chris Kukulski Date City Manager 78 SPECIAL.CONDITIONS Subgrant: 10-G01-91358 Evidence Processing and Crime Scene City of Bozeman Documentation 1 . If your agency receives $500,000.00 or more in federal assistance from all sources during the fiscal year, you are required to have an audit conducted in accordance with federal circular A-133. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133. This audit must be performed in accordance with GAO's Government Auditing Standards. In conjunction with the beginning date of the award, the audit report period of the state or local governmental entity to be audited under the single audit requirement is 10/01/2010 to 0913012011. The audit report must be submitted no later than 06/30/2012 and for each audit cycle thereafter covering the entire award period as originally approved or amended. Subsequent audits must be submitted no later than nine (9) months after the close of the recipient organization's audited fiscal year. An original copy of the audit report shall be sent to: Montana Board of Crime Control PO Box 201408 Helena, MT 59620-1408 [ML1] 2 . The applicant hereby assures and certifies compliance with all federal statutes, regulations, policies, guidelines and requirements, including EO 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements, 28 CFR, Part 66, Common Rule, that govern the application, acceptance and use of federal funds for this federally assisted project. Recipient will comply(and will require any subgrantees or contractors to comply)with any applicable federal nondiscrimination requirements, which may include the Omnibus Crime Control and Safe Streets Act of 1968 (42 U.S.C.§ 3789d); the Victims of Crime Act(42 U.S.C. § 10604(e); the Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. § 5672(b); the Civil Rights Act of 1964 (42 U.S.C. § 2000d); the Rehabilitation Act of 1973 (29 U.S.C. § 794); the Americans with Disabilities Act of 1990 (42 U.S.C. §§ 12131-34); the Education Amendments of 1972 (20 U.S.C. §§ 1681, 1683, 1685-86); the Age Discrimination Act of 1975 (42 U.S.C. §§6101- 07); 28 C.F.R. pt 31 (U.S. Department of Justice Regulations—OJJDP Grant Programs); 28 C.F.R. pt. 42 (U.S. Department of Justice Regulations—Nondiscrimination; Equal Employment Opportunity; Policies and Procedures); Ex. Order 13279 (equal protection of the laws for faith-based and community organizations); and 28 C.F.R. pt. 38 (U.S. Department of Justice Regulations—Equal Treatment for Faith-Based Organizations). In the event a Federal or State court or Federal or State administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs and the MBCC. In accordance with federal civil rights laws, the subrecipient shall not retaliate against individuals for taking action or participating in action to secure rights protected by these laws. Recipients are required to take reasonable steps to ensure meaningful access to their services to persons who, as a result of their national origin, are LEP. To help recipients understand and meet this obligation, the DOJ published "Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons", which can be found at 67 Fed. Reg. 41455 (June 18, 2002)or at www.lep.gov (LEP Guidance). [ML2] 3 . This grant award is conditional upon availability of government funds and may be reduced at anytime due to budget reductions. [ML10] 4 . Award of this grant does not commit the Board of Crime Control to future funding. [ML11] 5 . Applicant must maintain time and attendance records to support personnel costs associated with grant project. [ML12) 6 . State rates for mileage, per diem, and lodging are maximum amounts that can be charged to subgrants funded by MBCC. Mileage rate: Effective 07/01/2011 .555 cents per mile 79 SPECIAL CONDITION$ Subgrant: 10-G01-91358 Evidence Processing and Crime Scene City of Bozeman Documentation Meals Allowance: In-State Out-of State Morning Meal (12:01AM-10:OOAM) $5.00 $7.00 Midday Meal: (10:01AM-3:OOPM) $6.00 $11.00 Evening Meal: (3:01PM-12:OOAM) $12,00 $2100 $23.00 $41.00 In order to claim reimbursement for a meal, you must be in a travel status for more than 3 continuous hours within one of the time ranges. To receive the morning meal you must leave before 7:OOAM and to receive the evening meal you must return after 6:01 PM. The lodging rate for Montana and federal lodging rate for out-of state lodging is available through the Internet at the following location: http://doa.mt.gov/DOAtravel/travelmain.asp Grant funds may not be used to pay for out-of state travel without prior approval from MBCC. Grant funds cannot be used for costs and fees associated with cancelation or changes to travel, (ie. Airline, hotels, registration, etc.) unless approved by MBCC. Reimbursement for lodging without a receipt will be $12.00 Allowable expenses include emergency working supplies taxi fares, and business telephone calls, Paid receipts must support individual expense items of$25.00 or more. [ML15] 7 . The maximum rate for consultants is $450.00 (excluding travel and subsistence costs) for an eight(8) hour day. An 8-hour day may include preparation, evaluation and travel time in addition to the time required for actual performance. [ML16] 8 . The recipient agrees that all income generated as a direct result of this award shall be deemed program income. All program income must be accounted for and used for the purposes under the conditions applicable and must be used to further the Objectives of the program or deducted from the total project costs for the purpose of determining the federal share of costs. Further, the use of program income must be shown on the quarterly Financial Status Reports. [ML19] 9 . Quarterly progress, financial, narrative and statistical reports, in a format required by MBCC are required for calendar quarters ending: September 30, December 31, March 31, and June 30. These reports are to be received by the Montana Board of Crime Control within 5 days following the end of the calendar quarter. Subgrantees who fail to submit reports by the due date will be subject to the following: FIRST LATE REPORT: Subgrantee will be notified to cease all expenditures of grant funds until the reports are submitted. SECOND LATE REPORT: The grant will be cancelled. The project director must appear before the Application Review Committee and petition to get the grant reinstated. [ML26] 10 Consultant services provided by consultants employed with profit, nonprofit, and not-for-profit organizations are subject to competitive bidding procedures. Contracted services provided by other types of organizations may also have restrictions. Please check with Crime Control staff prior to committing grant funds. IML281 11 Subgrantee may be required to appear before a subcommittee, at the Board's discretion, to explain their progress towards successful implementation of the grant. Should grant problems or deficiencies be detected, the subcommittee is authorized to initiate corrective actions. [ML34] 12 Any funds not properly obligated during the grant period shall lapse and revert to the Montana Board of Crime Control. [ML40] 13 The grantee shall submit one copy of all proposed publications resulting from this agreement to the Montana Board of Crime Control. Any publications (written, visual, or sound), printed with these funds shall contain the following statement. 80 == SPECIAL CONDITIONS Subgrant: 10-G01-91358 Evidence Processing and Crime Scene City of Bozeman Documentation This project was supported by Grant No. awarded by the Montana Board of Crime Control (MBCC) through the Office of Justice Programs, US Department of Justice. Points of view in this document are those of the author and do not necessarily represent the official position or policies of the US Department of Justice. All media, press releases and public presentations must acknowledge funding through Montana Board of Crime Control. [ML45] 14 Subgrantee 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 prior written approval from MBCC. [ML54] 15 COMMENCEMENT WITHIN 60 DAYS. If a project is not operational within 60 days of the original start date of the award period, the subgrantee must report by letter to MBCC the steps taken to initiate the project, the reasons for delay, and the expected start date. OPERATIONAL WITHIN 90 DAYS: If a project is not operational within 90 days of the original start date of the award period, the subgrantee must submit a second statement to MBCC explaining the implementation delay. Upon receipt of the 90-day letter MBCC may cancel the project. MBCC may also, where extenuating circumstances warrant, extend the implementation date of the project past the 90-day period. When this occurs, the appropriate subgrantee files and records must so note the extension. [ML60] 16 Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any contract or subaward to either the Association of Community Organizations for Reform Now(ACORN)or its subsidiaries, without the express prior written approval of OJP. [ML71] 17 Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed_ Reg. 51225 (October 1, 2009), the Department encourages recipients and sub recipients to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this grant, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. [ML76] 18 The subgrantee understands and agrees that any training or training materials developed or delivered with funding provided under this award must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at http:/Ivwvw.ojp.gov/funding/ojptrainingguidingprinciples.htm [ML78] 19 The recipient agrees to comply with all applicable laws, regulations, policies, and guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences, meetings, trainings, and other events, including the provision of food and/or beverages at such events, and costs of attendance at such events. Information on pertinent laws, regulations, policies, and guidance is available at: http://www.ojp.gov/funding/confcost.htm [ML79] 20 The subrecipient 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 and/or criminal penalties. [ML81] I, as authorized representative of the above grantee agency, hereby signify acceptance of the above special conditions. Chris Kukulski Date City Manager 81 (1)Abide by the terms of the statement;and (2) Notify the employer in writing of his or her conviction for a viola[ion of a criminal drug Statute occurring in the workplace no later than five calendar days after such conviction; Check ❑ if there are workplaces on file that are not indentified (e) Notifying the agency,in writing,within 10 calendar days here. after receiving notice under subparagraph(d)(2)from an employee or otherwise receiving actual notice of such convic-lion. Section 67,63Q of the regulations provides that a grantee that Employers of convicted employees must provide notice, including is a State may elect to make one certification in each Federal position title,to:Department of Justice,Office of fiscal year.A copy of which should be included with each ap- Justice Programs,ATTN:Conlrof Desk,633 Indiana Avenue, plication for Department of Justice funding.States and State N.W.,Washington, D.C.20531.Notice shall include the iden- agencies may elect to use OJP Form 406117, tification number(s) of each affected grant; Check [] if the State has elected to complete OJP Form (f)Taking one of the following-actions,within 30 calendar 406117. days of receiving notice under subparagraph(d)(2),with respect to any employee who is so convicted— DRUG-FREE WORKPLACE (1)Taking appropriate personnel action against such an (GRANTEES WHO ARE INDIVIDUALS) employee, up to and including termination,consistent with the As required by the Drug-Free Workplace Act of 1988,and requirements of the Rehabilitation Act of 1973,as amended;or implemented at 28 CFR Par[67, Subpart F, for grantees,as (2) Requiring Such employee to participate satisfactorily in a defined at 28 CFR Part 67;Sections 57.615 and 67.620— drug abuse assistance or rehabilitation program approved for A.As a condition of the grant, I certify that I will not engage such purposes by a Federal, State,or local health, law enforce- in the unlawful manufacture, distribution,dispensing, posses- ment,or other appropriate agency; Sian,or use of a controlled substance in conducting any (g) Making a good faith effort to continue to maintain a drug- activity with the grant;and free workplace through implementation of paragraphs(a), (b), (c),(d), (e),and(f). B,if convicted of a criminal drug offense resulting from a violation occurring during the conduct of any grant activity, I B.The grantee may insert in the space provided below the will report the conviction,in writing,within 10 calendar days site(s)for the performance of work done in connection with of the conviction,to:Department of Justine,Office of Justice the specific grant: Programs,ATTN:Control Desk,623 Indiana Avenue, N.W., Place of Performance(Street address,city,county, state,zip Washington, D,C.20531. code) As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications, 1.Grantee Name and Address:Ci 4y d pU(�h"tGy./ 121 ti. c,� /i, I 57w 7(5' 5' 2.Application Number and/or Project Name 3.Grantee IRS1Vendor Number 10-6 0 — $13519 �- �,, �,�c� ��s,1r-�G Cr►'e►1� Sc � �� ,�.��ri/ j-- a 3? 4.Typed Name and Title of Authorized Representative 5.Signature B.Date 'U.S.Govomment Prinfing office:1996- 405-037140014 82