HomeMy WebLinkAbout12/15/2010 - STAFF REPORTS - 2.H. �0 P L M sAP
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DATE: December 15, 2010 CONSENT AGENDA
SUBJECT: ACCEPTANCE OF $16,796.91 IN GRANT FUNDING FROM THE
UNIVERSITY OF CALIFORNIA BERKELEY, SAFE TRANSPORTATION
RESEARCH AND EDUCATION CENTER (SAFETREC) FOR A
SOBRIETY CHECKPOINT MINI-GRANT PROGRAM TO BE USED TO
ENFORCE, EDUCATE, AND BRING AWARENESS TO THE PUBLIC.
FROM: David Ready, City Manager
BY: Palm Springs Police Department
SUMMARY
It is recommended that the City Council authorize the City Manager to accept
$16,796.91 in SAFETREC grant funding for the Police Department to utilize for a
sobriety checkpoint mini-grant program. The total grant amount will be $16,796.91. The
grant funds will be used to conduct DUI checkpoints.
RECOMMENDATION:
1. Accept $16,796.91 in grant funding from the University of California at Berkeley,
Safe Transportation Research and Education Center for a sobriety checkpoint
mini-grant program.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Police Department rigorously enforces DUI laws and promotes DUI awareness and
education by conducting DUI checkpoints. These projects are labor intensive and thus
expensive. The Police Department plans to conduct three checkpoint operations during
this grant period. The department has been successful in obtaining grant funding to pay
for the personnel costs for these programs.
RTr--. its _�..... -
City Council Staff Report
December 15, 2010 -- Page 2
Accept$16,796.91 in SAFETREC Grant Funding 2010-2011
The Police Department was able to successfully solicit SAFETREC grant funding for
this community safety project and was awarded $16,796.91 in grant funding.
This grant period is for a Sobriety Checkpoint Mini-Grant Program between 11/01/2010
and 09/06/11.
FISCAL IMPACT:
This is a reimbursable costs grant program for personnel overtime only. Matching funds
will be needed for other associated costs for each checkpoint to include road closure
equipment and on-site phlebotomist services. Total matching funds will not exceed
$4,700 and will be taken from Police Department contractual services account (3010-
43200).
David G. Do guez olice Chief
David H. Ready, City
Attachments:
SAFETREC Grant Agreement SC11301
op
way The Regents of the University of California
School of Public Health, Berkeley, GRANT NUMBER
with Primary Funding from the SC11303
w , California Office of Traffic Safety
y r
Y cqF b�
! e8' GRANT
1. Title of Program
SOBRIETY CHECKPOINT MINI-GRANT PROGRAM FOR 2010-2011
2. Name of Applicant Agency 4. Period of Grant
PALM SPRINGS, CITY OF Month-Day-Year
3. University of California Berkeley,Safe Transportation Research and Education Center From: 11/01/10
DAVID RAGLAND, PRINCIPAL INVESTIGATOR,SAFE TRANSPORTATION RESEARCH AND To. 09/06/11
EDUCATION CENTER
6. Description of Program
The goal of the Sobriety Checkpoint Mini-Grant Program for 2010-2011 is to reduce the number of victims killed and injured in alcohol-
impaired crashes in participating cities.The period of this grant contract("contract"), November 01, 2010 to September 06, 2011,
encompasses two national mobilization periods: the Winter Holiday Mobilization period, December 17, 2010-January 02, 2011 and the
Labor Day Mobilization period, August 19, 2011 -September 05,2011. The Palm Springs Police Department will conduct sobriety
checkpoints in Palm Springs in accordance with this contract.The contract includes the attached Schedule A-Descriptions, Schedule B-
Detailed Budget Estimate, Schedule B-1 -Budget Narrative, and Schedule C-Terms and Conditions.
6. Federal Funds Allocated Under This Grant Shall Not Exceed: $16,796.91
7. Approval Signatures(By signingr n which follow attached)
A. The Regents of the University of California Authorized B. Authorizing Official For Applicant Agency
Signature
Name: Jyl Baldwin Phone: 510-642-8110 Name: David Ready Phone: (760)323-8362
Title: Associate Director, SPO Fax: 510-642-8236 Title: City Manager Fax: (760)322-8207
Address: UC Berkeley Sponsored Projects Office Address: 3200 E.Tahquitz Canyon Way
2150 Shattuck Avenue, Suite 313 Palm Springs, CA 92262
Berkeley, CA 94704-5940
Email: jbaldwin@berkeley.edu Email: David.Ready@paimspringsca.gov
(Signature) (Date) (Signature) (Date)
C. Agency Office Authorized to Receive Payments D. Optional: Individuals Authorized to Sign Claims(in
addition to the Authorizing Official for Applicant Agency)
Agency: Palm Springs,City of Phone:(760)323-8221 Name: Nancy Klukan Title: Asst. Finance Director
Office: Finance Department
(Signature) (Date)
Address: 3200 E.Tahquitz Canyon Way
Palm Springs, CA 92262
Name: Geoffery Kiehl Title: Finance Director
Tax ID#: 95-6000757
Contact Person: Geoffery Kiehl
Email: Geoffery.Kiehl@palmspringsca.gov (Signature) (Date)
Page 1
Palm Springs, City of Grant No.SC11303
Schedule A - Description
Sobriety Checkpoint Mini-Grant Program for 2010-2011
GOALS_
1. To reduce the number of victims killed in alcohol-impaired crashes.
2. To reduce the number of victims injured in alcohol-impaired crashes.
3. To reduce nighttime(2100 hours to 0259 hours) single vehicle fatal crashes.
4. To reduce nighttime(2100 hours to 0259 hours) single vehicle injury crashes.
5. To reduce hit and run fatal crashes.
6. To reduce hit and run injury crashes.
AGENCY OBJECTIVES
1. To conduct a total of 3 sobriety checkpoints by September 5, 2011 (minimum one checkpoint per
mobilization).
NOTE: For combination DUI/Driver's License (DL)checkpoints, applicant agencies must issue press
releases that indicate DLs will be checked at the DUI/DL checkpoint.According to the Attorney General's
Office, all DUI/DL checkpoint operations must post signs reading "DUI/Driver's License Checkpoint Ahead."
To maximize effectiveness, it may be necessary to conduct a checkpoint operation at more than one location
on any evening. Each checkpoint should be highly publicized and visible. No occupant restraint citations will
be issued at the checkpoints. The Office of Traffic Safety (OTS)does not fund or support independent
DL checkpoints or DUI/Driver License checkpoints operating before 1800 hours.
Notify the Safe Transportation Research and Education Center(SafeTREC) in advance if the agency: a)
cannot conduct a minimum of one checkpoint during each of the two mobilization periods, b)wishes to
conduct additional checkpoints than those listed in Schedule B.
2. To complete SafeTREC's pre-operational training and test for the project coordinator or designee (e.g.
sergeant). It is recommended that a representative(s)from the applicant agency's finance department read
the training material.
3. To collect and report data on-line for checkpoints conducted during the Winter and Labor Day mobilization
periods and submit the data by the deadlines established by the SafeTREC.
4. To collect and report data on-line for checkpoints conducted outside the mobilization periods and to submit
the data by the end of the applicable quarter(s).
5. Prepare claims in accordance with Schedule B-1-Budget Narrative, NOTE: All sobriety checkpoints
identified for funding reimbursement in this contract are over and above other checkpoints that may be
included in another OTS grant for sobriety checkpoint funding.
page 2
Palm Springs, City of Grant No.SC11303
Schedule A - Description (continued)
Sobriety Checkpoint Mini-Grant Program for 2010-2011
MEDIA OBJECTIVES
1. After the statewide kick-off press event, issue a press release announcing the kick-off of this grant, using the
OTS kick-off press release template provided by SafeTREC.
2. During the mobilization periods (December 17-January 2 and August 19-September 5), if an AVOID media
campaign is active in the county, notify the AVOID Coordinator of checkpoint locations, dates and times as
early as possible in advance of all planned checkpoints. The AVOID Coordinator will issue press releases
including checkpoints conducted during the mobilization periods to all mawor media outlets in the region.
3. For each checkpoint operation, issue a press release to local communityr using the OTS template
provided by SafeTREC. If multiple checkpoints are to be conducted within a seven-day period, develop and
distribute a single press release covering all operations within the seven-day period. When using the OTS
press release template provided by SafeTREC, forward press releases, media advisories, alerts, and other
press materials to SafeTREC concurrently with distribution to the media. If any other press release format or
copy is used, submittal of the press release to the OTS Public Information Officer at Dio(cbots,ga.gov is
required for his review at least 14 days in advance of the operation. The approved press releases must also
be sent to the SafeTREC.
4. Use NHTSA's DUI tagline, "Drunk Driving. Over the Limit. Under Arrest"and use OTS's tagline, "Report Drunk
Drivers. Call 911" on all news releases and checkpoint publication materials.
5. Submit to the SafeTREC copies of all newspaper articles and short descriptions of broadcast news stories
which relate to checkpoint operations or results.
METHOD OF PROCEDURE
Phase I: Program Preparation (November 01, 2010—December 16, 2010)
1. Review the contract to ensure compliance with contract provisions.
2, Submit a signed contract to the SafeTREC.
3. Notify the SafeTREC of any changes in contact information. The contract and the purchase order(and Fact
Blasts) are emailed to the contact person listed in the agency application.
4. Complete SafeTREC's pre-operational training. The program coordinator or designee must complete the test.
5. Plan checkpoint staffing, i.e., supervisors, officers, clerical staff, or community service officers as needed to staff
each sobriety checkpoint on an overtime basis.
6. Send a written request to the SafeTREC to seek approval of any changes to mini-grant funded work or
deliverables.
page 3
Palm Springs, City of Grant No. SC11303
Schedule A - Description (continued)
Sobriety Checkpoint Mini-Grant Program for 2010-2011
Phase II: Mobilization (12/17/10—01/02/11 and 08/19/11 —09/05/11)
7. After the statewide kick-off press event in December, issue a press release announcing the kick-off of this
grant, using OTS kick-off press release template provided by SafeTREC.
8. If an AVOID media campaign is active in your county, notify your AVOID Coordinator of checkpoint locations,
dates and times as early as possible in advance of all planned checkpoints. The AVOID Coordinator will issue
press releases including checkpoints conducted during the mobilization periods to all major media outlets in
the region.
9. For each checkpoint operation, issue a press release to local community papers using the OTS template
provided by SafeTREC. If multiple checkpoints are to be conducted within a seven-day period, develop and
distribute a single press release covering all operations within the seven-day period. When using the OTS
press release template provided by SafeTREC, forward press releases, media advisories, alerts, and other
press materials to SafeTREC concurrently with distribution to the media. If any other press release format or
copy is used, submittal of the press release to the OTS Public Information Officer at pioaots.ca.gov i§ required
for his review at least 14 days in advance of the operation. The approved press releases must also be sent to
the SafeTREC.
10. Use NHTSA's DUI tagline, "Drunk Driving. Over the Limit. Under Arrest" and use OTS's tagline, "Report Drunk
Drivers. Call 911" on all news releases and checkpoint publication materials.
11. Submit to the SafeTREC copies of all newspaper articles and short descriptions of broadcast news stories
which relate to checkpoint operations or results.
12. Conduct roll call training. Roll call training costs are not reimbursable;they must be borne by the agency.
13. Deploy designated staff to the checkpoint locations.
14. Begin the checkpoint no earlier than 1800 hours.
15. Conduct the last checkpoint no later than September 05, 2011.
Phase III: Post Operational Data Collection (at the end of each mobilization period and each applicable calendar
quarter)
16. Submit post-operational data on-line for checkpoints conducted during the Winter Holiday and Labor Day
mobilizations. Submit data by the SafeTREC deadlines.
17, Submit post-operational data on-line for checkpoints conducted outside the mobilization period Submit the
data by the end of the applicable quarter. If multiple checkpoints are conducted during the quarter, summarize
(total)the checkpoint statistics.
Phase IV: Claim Submission (at the end of the applicable calendar quarter)
18. Compile actual overtime costs incurred for operating the grant-funded checkpoints.
19. Download the claim form from the SafeTREC web site at:
http://www.safetrec.berkeley.edu/checkpointminigrants/2010-2011 checkpoint.html.
20. Complete the claim form for the applicable quarter in accordance with Schedule B—Detailed Budget Estimate
and Schedule B-1 —Budget Narrative.
21. Mail the claim forms for the quarter, the personnel overtime slips and the ledger report to the SafeTREC
following the end of the applicable calendar quarter.
page 4
Palm Springs, City of Grant No. SC11303
Schedule B - Detailed Budget Estimate
Sobriety Checkpoint Mini-Grant Program for 2010-2011
The Palm Springs, City of will conduct a total of 3 sobriety checkpoints in Palm Springs as described in Table
B below.
Table B
Number of Maximum Allowed Total Cost
Checkpoints Cost Per Checkpoint
Winter Holiday Mobilization,
December 17, 2010—January
02, 2011 (minimum one 1 $5,598.97 $5,598.97
checkpoint)
Labor Holiday Mobilization,
August 19, 2011 —September 1 $5,598.97 $5,598.97
05, 2011 (minimum one
checkpoint)
Number of checkpoints outside 1 $5,598.97 $5,598.97
the mobilization periods
Total Number of 3 Maximum Reimbursable $16,796.91
Checkpoints Amount(Grant Total)
page 5 r�I
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Palm Springs, City of Grant No. SC11303
Schedule B-1 - Budget Narrative
Sobriety Checkpoint Mini-Grant Program for 2010-2011
Palm Springs, City of will be reimbursed for overtime personnel costs to conduct the checkpoints.
Overtime reimbursement will reflect cgtual costs (overtime hourly rate and overtime benefit rates) of the
personnel conducting the appropriate operation(s) up to the amount of the approved cost per check point and
the grant total stated in Schedule B-Detailed Budget Estimate. Other direct costs are not reimbursable.
Indirect costs are not reimbursable.
Only employee fringe benefits earned as a percentage of hourly pay are allowed. Benefit costs for
overtime hourly rates are alwgys lower than benefit costs for regular hourly rates.
Budgeted grant activities will be conducted by personnel on an overtime basis. The mini-grant covers only the
costs of police department personnel. Mini-grants do not cover contractual services (with the exception of
contract cities). Grant-funded operations may be conducted by personnel such as an officer, sergeant, corporal,
deputy, community service officer, dispatcher, clerical/administrative, etc, depending on the titles used by the
agency. Personnel will be deployed as needed to accomplish the grant goals and objectives.
Administrative/clerical personnel are allowable only if they worked on the checkpoint operation, e.g., to process
the larger than normal volume of citations and arrest/incident reports. These reports must be a result of the
operation and required to be processed quickly for distribution to the courts and the District Attorney's Office, or
to meet statutory time limits. Clerical overtime incurred before the checkpoint or more than one business day
after the last day of the checkpoint is not allowable. Costs for preparing claims are not reimbursable.
Reimbursements are contingent upon the following (note: exceptions must be approved by the SafeTREC):
i. The applicable post-operational data have been submitted using the SafeTREC's on-line reporting
system.
ii. A press release for each checkpoint has been submitted (if multiple checkpoints are conducted within a
seven-day period, a press release for the seven-day period has been submitted).
iii. The claim form is correctly filled out, using the SafeTREC Excel-based form.
iv. The claim amounts do not exceed the limits set forth in Schedule B—Detailed Budget Estimate.
V. The information in the overtime slips and the ledger report are consistent and fully support the claim.
vi. A ledger report(s)supporting the claim amount is attached to the claim. Only source documents are
accepted to support the claim amount. Explanatory documentation such as spreadsheets may be
submitted to provide additional information but cannot be accepted in lieu of a ledger report(s).
W. Contract cities only: A contract city must also provide the sheriffs department's invoice to the contract
city for the checkpoint overtime costs described in the contract city's claim. The invoice (or an
attachment to the invoice) must contain the contract rates that are the basis for the sheriffs
department's invoiced amount. The contract city must provide a ledger report showing payment of the
invoice amount. If a sheriffs department or police department is administering the mini-grant for a
contract city, then that administering agency must provide the ledger report only.
viii. The claim is signed by the Authorizing Official (Box B of the grant cover page)or Individuals Authorized
to Sign Claims (Box D) as designated in the grant cover page.
ix. Changes in the Authorizing Official of the Applicant Agency or the designation of any other additional
individual(s)to sign claims are documented in accordance with SafeTREC documentation
requirements.
X. The final claim is submitted no later than October 17, 2011.
page 6
Palm Springs, City of Grant No.SC11303
Schedule C -Terms and Conditions
Sobriety Checkpoint Mini-Grant Program for 2010-2011
A. INDEMNIFICATION
Applicant Agency agrees to indemnify, defend, and save harmless the State of California, its officers, agents,
and employees, the Regents of the University of California, its officers, agents, and employees from any and all
claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any
other person, firm, or corporation furnishing or supplying work services, materials, or supplies in connection with
the performance of this contract, and from any and all claims and losses accruing or resulting to any person,
firm, or corporation who may be injured or damaged by Applicant Agency in the performance of this contract.
B.GOVERNING LAW
This contract shall be governed by and construed in accordance with the laws of the State of California.
C. NON-ASSIGNABILITY
The obligations of the applicant agency under this contract are not assignable to any third party.
D. USE OF UNIVERSITY NAME/TRADEMARKS
Applicant Agency shall not use the name of the University of California, or any abbreviation thereof, or any
name of which "University of California" is a part, or any trademarks of the University, in any commercial
context, such as may appear on products, in media (including web sites) and print advertisements in cases
when such use may imply an endorsement or sponsorship of the Applicant Agency, its products, or services. All
uses of the University's name and trademarks, therefore, must first receive prior written consent of The Regents
of the University of California through the Office of Marketing & Business Outreach. This policy is in compliance
with the State of California Education Code Section 92000.
E.TERMINATION
Each party has the right to suspend, terminate or abandon the execution of any work by the Applicant Agency
without cause at any time upon giving prior written notice. In the event that this contract is suspended,
terminated, or abandoned, the Regents of the University of California shall pay the Applicant Agency for
services provided hereunder prior to the effective date of said suspension, termination, or abandonment. Said
payment shall be computed in accordance with Schedules B and B-1, provided that the maximum amount
payable to the Applicant Agency for its services shall not exceed the Grant Total on Schedule B for services
provided hereunder prior to the effective date of suspension, termination, or abandonment.
F. STATE OF CALIFORNIA TERMS, CONDITIONS,AND CERTIFICATIONS
Applicant Agency agrees to abide by the General Terms, Conditions, and Certifications contained in OTS Grant
Program Manual, Chapter 6, Exhibit 6-A www.ots.ca.gov.
page 7
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