HomeMy WebLinkAboutContracts & Agreements_244-2013_CCv0001.pdf County of San Bernardino b Page I of 7
SUB-385 North Arrowhead Avenue
t. San Bernardino,CA 92441GRANT. AGREEMENT
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Law and Justice Group
_ _—
Sub-Recipient Name and Address: Grant Award Number:
City of Redlands 201
35 Cajon Street
Redlands, C4 92373-4746 Sub-Award Grant Number:
2013-W-B?-0874-Redlands
_ _ _
Sub-Recipient DUNS Number: — — _ .. ..
145556747
Tit-1e oIi gram
li x'2413 1 1MORAL 16.738
GRANT
Project Period. Amount of Sub-Award-
From: 10/112012 To: 49/30/2416 $16,225
nnmasyTSesenpaoao sect: _.._.._ _.... _.._......_
The City of Redlands Police Department plans to utilize grant funds to fund services of a transcription provider which will offer a
fast, secure, and effective solution to relieve officers of hours of daily documentation. The transcription provider will be an
outsourced service that accepts the officers'dictated or recorded narratives, case notes, reports, interviews, and other documents
Which will free tip substantial amounts of time so officers can be more readily available in the field. Through the use of this time-
saving service, the officers'presence in the f eld will be increased therefore enhancing the level of service to the community.
Special Conditions_ _
The above sub-award is approved subject to such conditions or limitations as set forth on the attached pages,which include the
Sub-Award Continuation Sheets(pages 2-7)and the Sub-Recipient Monitoring Procedures for the County of San Bernardino Law
and Justice Group(3 pages).
Sub-I2etptell /
Typed---_\'same and Title of Approving Official: .` `"..,...' Typed Narr e and Title of Authorized Sub-Recipient Official= Attest:
Ronald E.Cochran Chairman
SanBernardfnoCountvLaw and Justice Group, Pete Aguilar, Mayor Sam Irwin, City Clerk
x x
s,�si��aftueraf rovi _ _:r _ - Si�s�tureoPAppr�vtt3�bffictal �' _ _-- __.--_, _
Date Date ._
County of San Bernardino SUB-AWARD Page t of 7
385 North Arrowhead Avenue CONTINUATION SHEET l
w San Bernardino,CA 92401
Law and Justice Group
--- --,------._._
Pro _t3X_0 vwd DaW 9/21/2 13
.SPECIAL C`(J�D7T70:vS'
L The sub-recipient agrees to comply with the financial and administrative requirements set forth in the current edition of
the Office of Justice Programs(OJP)Financial Guide.
2. The sub-recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan(if recipient
is required to submit one pursuant to 28 C.F.R.Section 42.302),that is approved by the Office for Civil Rights,is a
violation of its Certified Assurances and may result in suspension or termination of funding,until such time as the
recipient is in compliance.
3. The sub-recipient agrees to comply with the organizational audit requirements of OMB Circular A=133,Audits of
States,Local Governments,and Non-Profit Organizations,and further understands and agrees that funds may be
withheld,or other related requirements may be imposed,of outstanding audit issues(if any)from OMB Circular A-I33
audits(and any other audits of OJP grant funds)are not satisfactorily and promptly addressed,as further described in
the current edition of the OJP Financial Guide.
4. Sub-recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of the
enactment,repeal,modification or adoption of any law,regulation or policy,at any level of government,without the
express prior written approval of OJP.
5. The sub-recipient must promptly refer to the DOJ OIG any credible evidence that a principal,employee,agent,or
contractor,subgrantee,subcontractor,or other person has either 1)submitted a false claim for grant funds under the
False Claims Act,or 2)committed a criminal or civil violation of laws pertaining to fraud,conflict of interest,bribery,
gratuity,or similar misconduct involving grant funds. This condition also applies to any subrecipients. Potential fraud, I
waste,abuse,or misconduct should be reported to the OIG by—
Mail:
Office of the Inspector General
U.S.Department of Justice
Investigations Division
950 Pennsylvania Avenue,N.W.
Room 4706
Washington,DC 20530
Email: oia:notliic ibusdoi.P_ov
Hotline:(contact information in English and Spanish):(800)869-4499
Or hotline fax: (202)616-9881
Additional information is available from the DOJ OIG website at'vvvvv.usdofvloia.
6. Sub-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.
7. The sub-recipient agrees to comply with any additional requirements that may be imposed during the grant
performance period if the agency determines that the sub-recipient is a high-risk grantee.CF.28 C.F.R.parts 66,70.
8. The sub-recipient agrees to comply with applicable requirements regarding registration with the System for Award
Management(SAM)(or with a successor government-wide system officially designated by OMB and OJP). The sub-
recipient also agrees to comply with applicable restrictions on subawards to first-tier subrecipients that do not acquire
and provide a Data Universal numbering System(DUNS)number. The details of recipient obligations are posted on
the Office of Justice Programs web site at h t��fundingfsam.htni(Award condition: Registration with
the System of Award Management and Universal Identifier Requirements),and are incorporated by reference here.
This special condition does not apply to an award to an individual who received the award as a natural person(i_e.,
unrelated to any business or non-profit organization that he or she may own or operate in his or her name).
County of San Bernardino SUB-AWARD Page 3 of 7
385 North Arrowhead Avenue CONTINUATION SHEET
\ u San Bernardino.CA 92401
Law and Justice Group
Pro -DJ-BX-0874 Award late. 0912j)2 1 3
f t11 rvrom .
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9. Pursuant to Executive Order 13513,"Federal Leadership on Reducing Text Messaging While Driving,"74 Fed.Reg.
51225(October 1,2004),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.
10. The sub-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 wwv of r'f'unding'confco4z.ht,n.
1 I. The sub-recipient 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 htt ./J,vw.o' .usdo. ov1t`undii�>d' trainin uidin rindles.htm.
12. The sub-recipient agrees that if it currently has an open award of federal funds or if it receives an award of federal
funds other than this OJP award,and those award funds have been,are being,or are to be used,in whole or in part,for
one or more of the identical cost items for which funds are being provided under this OJP award.the recipient will
promptly notify,in writing,the grant manager for this OJP award,and,if so requested by OJP,seek a budget-
modification or change-of-project-scope grant adjustment notice(GAN)to eliminate any inappropriate duplication of
funding.
13. The sub-recipient understands and agrees that award funds may not be used to discriminate against or denigrate the
religious or moral beliefs of students who participate in programs for which financial assistance is provided from those
funds,or of the parents or legal guardians of such students.
14. The sub-recipient understands and agrees that—(a)No award funds may be used to maintain or establish a computer
network unless such network blocks the viewing,downloading,and exchanging of pornography,and(b)Nothing in
subsection(a)limits the use of funds necessary for any Federal,State,tribal,or local law enforcement agency or any
other entity carrying out criminal investigations,prosecution,or adjudication activities.
15. The sub-recipient agrees to comply with OJP grant monitoring guidelines,protocols,and procedures,and to cooperate
with BJA and OCFO on all grant monitoring requests,including requests related to desk reviews,enhanced
programmatic desk reviews,and/or site visits. The sub-recipient agrees to provide to BJA and OCFO all
documentation necessary to complete monitoring tasks,including documentation related to any subawards made under t
this award. Further,the recipient agrees to abide by reasonable deadlines set by BJA and OCFO for providing the
requested documents. Failure to cooperate with BJA's/OCFO"s grant monitoring activities may result in sanctions
affecting the recipient's DO"J awards,including,but not limited to: withholdings and/or other restrictions oil the
recipient's access to grant funds;referral to the Office of the Inspector General for audit review;designation of the
recipient as a DOJ High Risk grantee;or termination of an award(s).
16. The sub-recipient agrees to comply with applicable requirements to report first-tier subawards of$25,000 or more and,
in certain circumstances,to report the names and total compensation of the five most highly compensated executives of
the recipient and first-tier subrecipients of award funds. Such data will be submitted to the FFATA Subaward
Reporting System(FSRS). The details of recipient obligations,which derive from the Federal Funding Accountability
and Transparency Act of 2006(FFATA),are posted on the Office of Justice Programs web site at
htt "wwyV ott L)v/fUndio&ff,3ta hirn(Award condition: Reporting subawards and Executive Compensation},and are
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incorporated by reference here. This condition,and its reporting requirement,does not apply to grant awards made to
an individual who received the award as a natural person(i.e.,unrelated to any business or non-profit organization that l
he or she may own or operate in his or her name).
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County of San Bernardino SUB-AWARD Page of7
V 385 North Arrowhead Avenue CONTINUATION SHEET
San Bernardino,CA 92401
Law and Justice Group
prof B3£-0874 Award Date. 0812312(113 >
17. The sub-recipient agrees that all income generated as a direct result of this award shall be deemed program income. All
program income earned must be accounted for and used for the purposes of funds provided under this award,including
such use being consistent with the conditions of the award,the effective edition of the OJP Financial Guide and,as
applicable,either(1)28 C.F.R.Part 66 or(2)28 C.F.R.Part 70 and 2 C.F.R.Part 215(OMB Circular A-110). Further
the use of program income must be reported on the quarterly Federal Financial Report,SF 425.
18. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information
sharing systems which involve interstate connectivity between jurisdictions,such systems shall employ,to the extent
possible,existing networks as the communication backbone to achieve interstate connectivity,unless the grantee can
demonstrate to the satisfaction of BJA that this requirement would not be cost effective or w=ould impair the
functionality of an existing or proposed IT system.
19. In order to promote information sharing and enable interoperability among disparate systems across the justice and
public safety community,OJP requires the grantee to comply with DOJ's Global Justice Information Sharing Initiative
(DOJ"s Global)guidelines and recommendations for this particular grant. Grantee shall conform to the Global
Standards Package(GSP)and all constituent elements,where applicable,as described at:
h"n -h w +it o ri ,c3y;.c,�p rant °ndition. Grantee shall document planned approaches to information sharing and
describe compliance to the GSP and appropriate privacy policy that protects shared information,or provide detailed
justification for why an alternative approach is recommended.
20. The subgrantec agrees to assist BJA in complying with the National Environmental Policy Act(NEPA)_,the National
Historic Preservation Act,and other related federal environmental impact analyses requirements in the use of these
grant funds,either directly by the grantee or by a subgrantee. Accordingly,the subgrantee agrees to first determine if
any of the following activities will be funded by the grant,prior to obligating funds for any of these purposes. If it is
determined that any of the following activities will be funded by the grant,the subgrantees agrees to contact BJA.
The subgrantee understands that this special condition applies to its following new activities whether or not they are
being specifically funded with these grant funds. That is,as long as the activity is being conducted by the subgrantee,a
subgrantee,or any third party,and the activity needs to be undertaken in order to use these grant fiords,this special
condition must first be met. The activities covered by this special condition are:
a. New construction;
b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area,
including properties located within a 100-year flood plain,a wetland,or habitat for endangered species,or a
property listed on or eligible for listing on the National Register of Historic Places;
C. A renovation,lease,or any proposed use of a building or facility that will either(a)result in a change in its basic
prior use or(b)significantly change its size;
d. Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as an
incidental component of a funded activity and(b)traditionally used,for example,in office,household,
recreational,or education environments;and
e. Implementation of a program relating to clandestine methamphetamine laboratory operations,including the
identification.seizure,or closure of clandestine methamphetamine laboratories.
The subgrantee understands and agrees that complying with NEPA may require the preparing of an Environmental
Assessment and/or an Environmental Impact Statement,as directed by BJA. The subgrantee further understands and
agrees to the requirements for implementation of a Mitigation Plan.as detailed at
ht n,,1 wwvw ojpusdoi eo; 111A,'r source� �� btrr 1.for programs relating to methamphetamine laboratory operations.
Application of This Special Condition to Grantee's Existing Programs or Activities: For any of the grantee's or its
subgrantees'existing programs or activities that will be funded by these grant funds,the grantee,upon specific request
from BJA,agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment
of that funded program or activity.
County of Sun Bernardino SUB-AWARD Page 6 of 7
385 North Arrowhead Avenue CONTINUATION SHEET
San Bernardino.CA 92441
Law and Justice Group
i
Prole t 3J BX-0874 i Award Date-, tt812312013
29. Sub-grantee agrees to comply with the requirements of 28 C.F.R.Part 46 and all Office of Justice Programs policies
and procedures regarding the protection of human research subjects,including obtainment of Institutional Review
Board approval,if appropriate,and subject informed consent.
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30. Subgrantee agrees to comply with all confidentiality requirements of 42 U.S.C.Section 3789g and 28 C.F.R.Part 22 r
that are applicable to collection,use,and revelation of data or information. Subgrantee further agrees,as a condition of
grant approval,to submit a privacy Certificate that is in accord with requirements of 28 C.F.R.Part 22 and,in
particular,section 22.23.
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31. The recipient agrees to monitor subawards under this JAG award in accordance with all applicable statutes,regulations,
OMB circulars,and guidelines,including the OJP Financial Guide,and to include the applicable conditions of this
award in any subaward. The recipient is responsible for oversight of subrecipient spending and monitoring of specific
outcomes and benefits attributable to use of JAG funds by subrecipients. The recipient agrees to submit,upon request, j
documentation of its policies and procedures for monitoring of subawards under this aw=ard.
32. The subrecipient agrees that funds received under this award will not be used to supplant State or local funds,but will
be used to increase the amounts of such funds that would,in the absence of Federal funds,be made available for law
enforcement activities.
33. Sub-Award recipients must submit quarterly a Federal Financial Report(SF 425)and annual performance reports
through the JAG tracking and reporting system website at I ftkvv scout Dov#her apljaganct. This information
will he submitted by the Recipient through the DOJ's GMS website at nttc ;', ranis.op.usdaov_Consistent with the
Department's responsibilities under the Government Performance and Results Act(GPRA),P.L. 103-62,applicants
who receive funding under this solicitation must provide data that measure the results of their work. Therefore,
quarterly performance metrics reports must be submitted through BJA's Performance Measurement Tool(PMT)
website For more detailed information on reporting and other JAG requirements,refer to
the JAG reporting requirements webpage. Failure to submit required JAG reports by established deadlines may result
in the freezing of grant funds and future high Risk designation.
34. Award subrecipients must verify Point of Contact(POC),Financial Point of Contract(FPOC),and Authorized
Representative contact information in the County's JAG tracking and reporting system,including telephone number
and e-mail address. If any information is incorrect or has changed,a Grant Adjustment must be submitted to document
changes.
35. The subgrantee agrees that within 120 days of award acceptance,each member of a law enforcement task force funded
with these funds who is a task force commander,agency executive,task force officer,or other task force member of
equivalent rank,will complete required online(internet-based)task force training. The training is provided free of
charge online through BJA's Center for Task Farce Integrity and Leadership All current and new task
force members are required to complete this training once during the life of the award,or once every four years if
multiple awards include this requirement. This training addresses task force effectiveness as well as other key issues
including privacy and civil liberties/rights,task force performance measurement,personnel selection,and task force
oversight and accountability. Additional information is available regarding this required training and access methods
via BJA's web site and the Center for Task Force Integrity and Leadership(yv . d;i.or�).
36. No JAG funds may be expended on unmanned aircraft,unmanned aircraft systems,or aerial vehicles(US,UAS,or
UAV)unless the BJA Director certifies that extraordinary and exigent circumstances exist,making them essential to
the maintenance of public safety and good order. Additionally,any JAG funding approved for this purpose would be
subject to additional reporting,which would be stipulated by BJA post-award.
37. BJA strongly encourages the sub-recipient submit annual(or more frequent)JAG success stories at
JA G.Showe rr o undo.aov or via the online form at x. JAG success stories
should include the; name and location of program/project:point of contact with phone and e-mail:amount of JAG
funding received and in which fiscal year;and a briet'summary describing the program/project and its impact.
38. Subrecipient may not expend or drawdown funds until the Bureau of Justice Assistance,Office of Justice Programs has
received documentation demonstrating that the state or local governing body review and/or community notification
requirements have been met and has issued a Grain Adjustment Notice(GAN)rcleasm this special condition.
County of San Bernardino SUB-AWARD Page 7 of 7
385 North Arrowhead Avenue CONTINUATION SHEET
San Bernardino,CA 92401
Law and Justice Group
ProJeo3(�l �T 13 074 Award Date: t112312t13
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39. Subrecipient may not expend or drawdown funds until the Bureau of Justice Assistance,Office of Justice Programs has
received and approved the signed Memorandum of Understanding(MOU)between the disparate jurisdictions and has
issued a Grant Adjustment Notice(GAN)releasing this special condition.
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40. The sub-recipient may not obligate,expend,or draw down any award funds until:(1)it has provided to the grant
manager for this OR award either an"applicant disclosure of pending applications'for federal funding or a specific
affirmative statement that no such pending applications(whether direct or indirect)exist,in accordance with the
detailed instructions in the program solicitation,(2)OR has completed its review of the information provided and of
any supplemental information it may request,(3)the recipient has made any adjustments to the award that OR may
require to prevent or eliminate any inappropriate duplication of funding(e.g.,budget modification,project scope
adjustment),(4)if appropriate adjustments to a discretionary award cannot be made,the recipient has agreed in writing j
to any necessary reduction of the award amount in any amount sufficient to prevent duplication(as determined by
OJP),and(5)a Grant Adjustment Notice has been issued removing this special condition.
41. With respect to this award,federal funds may not be used to pay cash compensation(salary plus bonuses)to any
employee of the award recipient at a rate that exceeds 110%of the maximum annual salary payable to a member of the
federal government's Senior Executive Service(SES)at an agency with a certified SES Performance Appraisal System
for that year.(An award recipient may compensate an employee at a higher rate,provided the amount in excess of this
compensation limitation is paid with non-federal funds.)
This limitation on compensation rates allowable under this award may be waived on an individual basis at the
discretion of the OR official indicated in the program announcement under which this award is made.
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