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Resolution No. 10106RESOLUTION NO. 10,106 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND AUTHORIZING THE CITY'S PARTICIPATION IN THE SOBRIETY CHECKPOINT MINI - GRANT PROGRAM AND APPROVING AND AUTHORIZING THE EXECUTION OF GRANT AGREEMENT NO. SC10446 BY AND BETWEEN THE CITY OF VERNON AND THE UNIVERSITY OF CALIFORNIA, BERKELEY TRAFFIC SAFETY CENTER WHEREAS, the State of California Office of Traffic Safety ("OTS"), through the National Highway Traffic Safety Administration, has provided grant funding for the 2009 - 2010 Sobriety Checkpoint Mini -Grant Program (the "Program") to assist local law enforcement agencies in reducing the number of victims killed and injured in alcohol -impaired crashes; and WHEREAS, OTS has awarded the Vernon Police Department $16,514.58 in grant funds under the Program for overtime funding for the purpose of conducting sobriety checkpoints; and WHEREAS, the University of California, Berkeley Traffic Safety Center ("Center") administers and coordinates grants awarded by OTS under the Program; and WHEREAS, in order to receive grant funds, OTS requires a grant agreement between the Center and the City of Vernon prior to disbursing said funds to the City; and WHEREAS, City Staff has recommended that the City of Vernon participate in the Program and that the City Council approve and authorize the execution of Grant Agreement No. SC10446 between the City and the Center (the "Agreement") to receive funding under the Program; and WHEREAS, the City Council of the City of Vernon desires to approve and authorize the execution of the Agreement to receive grant funds in the total sum of $16,514.58 under the Program. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 11 The City Council of the City of Vernon hereby finds and determines that the recitals contained hereinabove are true and correct. SECTION 2: The City Council of the City of Vernon hereby approves the Agreement, a copy of which is attached hereto as Exhibit A and incorporated by reference. SECTION 3: The City Council of the City of Vernon hereby authorizes the City Administrator, or his designee, to execute the Agreement for, and on behalf of, the City of Vernon and the City Clerk, or Deputy City Clerk, is hereby authorized to attest thereto. SECTION 4: The City Council of the City of Vernon hereby authorizes the City Administrator, or his designee, to secure the grant funds, implement and carry out the terms of the Agreement, and take whatever actions are deemed necessary or desirable for the purpose of implementing and carrying out the purposes of this Resolution and the purposes specified in the Agreement. SECTION 5: The City Council of the City of Vernon hereby directs the City Clerk, or her designee, to send a copy of the fully executed Agreement to the Center.' 2 SECTION 6: The City Clerk of the City of Vernon shall certify to the passage, approval and adoption of this resolution, and the City Clerk of the City of Vernon shall cause this resolution and the City Clerk's certification to be entered in the File of Resolutions of the Council of this City. APPROVED AND ADOPTED this 23rd day of November, 2009. ATTEST: X'MANUELA GIRON, ity Clerk Name: Hilario Gonzales Title: Mayor ro- 3 STATE OF CALIFORNIA ) ) ss COUNTY OF LOS ANGELES ) I, MANUELA GIRON, City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. 10,106, was duly passed, approved and adopted by the City Council of the City of Vernon at a regular meeting of the City Council duly held on Monday, November 23, 2009, and thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of Vernon. Executed this?c'-131-� day of November, 2009, at Vernon, California. (SEAL) MANUELA GIRO -City Clerk 21 EXHIBIT A h The Regents of the University of California 0Y School Public Health, Berkeley, of with Primary Funding from the GRANT NUMBER ] d f t California Office of Traffic Safety Y SC 10446 ass GRANT 1. Title of Program SOBRIETY CHECKPOINT MINI -GRANT PROGRAM FOR 2009-2010 2. Name of Applicant Agency 4. Period of Contract VERNON, CITY OF Month - Day - Year From: 10/01/09 3. University of California Berkeley, Traffic Safety Center To: 09/08/10 DAVID RAGLAND, PRINCIPAL INVESTIGATOR, UC BERKELEY TRAFFIC SAFETY CENTER 5. Description of Program The goal of the Sobriety Checkpoint Mini -Grant Program For 2009-2010 is to reduce the number of victims killed and injured in alcohol - impaired crashes in participating cities. The period of this grant contract ("Contract'), October 01, 2009 to September 08, 2010, encompasses two national mobilization periods: the Winter Holiday Mobilization period, December 16, 2009 - January 03, 2010 and the Labor Day Mobilization period, August 20, 2010 - September 06, 2010. The Vernon Police Department will conduct sobriety checkpoints in Vernon 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: $16,614.68 7. Approval Signatures (By signing this page. Agency agrees to the terms and conditions which follow and are 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: Steve Towles Phone: (323) 587-5171 Title: Associate Director, SPO Fax: 510-643-8236 Title: Chief of Police Fax: (323) 826-1481 Address: UC Berkeley Sponsored Projects Office Address: 4305 Santa Fe Avenue 2150 Shattuck Avenue, Suite 313 Vernon, CA 90058 Berkeley, CA 94704-5940 Email: jbaldwin@berkeley.edu Email: STOWLES@COVPD.ORG (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: Vernon, City of Phone: (323) 583-8811 Name:Donal O'Callaghan Title:City , Administrator Office: Treasurer (Signature) (Date) Address: 4305 Santa Fe Avenue Vernon, CA 90058 Name: Title: Tax ID #: 95-6000808 Contact Person: Rory Burnett Email: RBURNETT@CI.VERNON.CA.US (Signature) (Date) Page 1 ATTEST: MANUELA GIRON, City Clerk Vernon, City of GOALS Grant No. SC10446 Schedule A - Description Sobriety Checkpoint Mini -Grant Program For 2009-2010 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 To conduct a total of 3 sobriety checkpoints by September 6, 2010 (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 Traffic Safety Center (TSC) 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 TSC's pre -operational training for the project coordinator or designee (e.g. Sergeant). A representative(s) from the applicant agency's finance department should also complete the training. 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 TSC. 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 Vernon, City of Grant No. SC10446 Schedule A - Description (continued) Sobriety Checkpoint Mini -Grant Program For 2009-2010 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 TSC. 2. During the mobilization periods (December 16 - January 3 and August 20- September 6), 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 major media outlets in the region. 3. For each checkpoint operation, issue a press release to local community papers using the OTS template provided by TSC. 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 TSC, forward press releases, media advisories, alerts, and other press materials to TSC 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 pio a ots.ca.aov is required for his review at least 14 days in advance of the operation. The approved press releases must also be sent to the TSC. 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 TSC 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 (October 01, 2009 — November 30, 2009) 1. Review the Contract to ensure compliance with Contract provisions. 2. Submit a signed contract to the TSC. 3. Consult the TSC and OTS web sites and read TSC Fact Blasts for directions and information on the operation of the checkpoints. 4. Notify the TSC 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. 5. Complete TSC's pre -operational training. 6. Plan checkpoint staffing, i.e., supervisors, officers, clerical staff, or community service officers as needed to staff each sobriety checkpoint on an overtime basis. 7. To propose changes to the mini -grant funded work or deliverables, send a written request to the TSC to seek approval. page 3 Vernon, City of Grant No. SC10446 Schedule A - Description (continued) Sobriety Checkpoint Mini -Grant Program For 2009-2010 Phase II: Mobilization (12/16/09— 01/03/10 and 08/20/10 — 09/06/10) 8. 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 TSC. 9. 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. 10. For each checkpoint operation, issue a press release to local community papers using the OTS template provided by TSC. 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 TSC, forward press releases, media advisories, alerts, and other press materials to TSC 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 ,pio(@ots.ca.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 TSC. 11. 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. 12. Submit to the TSC copies of all newspaper articles and short descriptions of broadcast news stories which relate to checkpoint operations or results. 13. Plan roll call training for officers, staff, or volunteers. Roll call training costs are not reimbursable; they must be borne by the agency. 14. Deploy designated staff (and volunteers) to the checkpoint locations. 15. Begin the checkpoint no earlier than 1800 hours. 16. The last checkpoint must be conducted no later than September 06, 2010. Phase III: Post Operational Data Collection (at the end of each mobilization period and each applicable calendar quarter) 17. Submit post -operational data on-line for checkpoints conducted during the Winter Holiday and Labor Day mobilizations. Submit data by the TSC. deadlines. 18. Submit post -operational data on-line for checkpoints conducted outside the mobilization periods. 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) 19. Compile actual overtime costs incurred for operating the grant -funded checkpoints. 20. Download the claim form from the TSC web site at: http://www.tsc.berkeley.edu/checkpointminigrants/. 21. Complete the claim form for the applicable quarter in accordance with Schedule B — Detailed Budget Estimate and Schedule B-1 — Budget Narrative. 22. Mail the claim forms for the quarter, the personnel overtime slips and the ledger report to the TSC following the end of the applicable calendar quarter. page 4 Vernon, City of Grant No. SC10446 Schedule B - Detailed Budget Estimate Sobriety Checkpoint Mini -Grant Program For 2009-2010 The Vernon, City of will conduct a total of 3 sobriety checkpoints in Vernon as described in Table B below. Table B Number of Maximum Allowed Total Cost Checkpoints Cost / Checkpoint Winter Holiday Mobilization, December 16, 2009 — January 03, 2010 (minimum one 1 $5,504.86 $5,504.86 checkpoint) Labor Holiday Mobilization, August 20, 2010 — September 06, 2010 (minimum one 1 $5,504.86 $5,504.86 checkpoint) Number of checkpoints outside the mobilization periods 1 $5,504.86 $5,504.86 page 5 Vernon, City of Grant No. SC10446 Schedule B-1 - Budget Narrative Sobriety Checkpoint Mini -Grant Program For 2009-2010 Vernon, City of will be reimbursed for overtime personnel costs to conduct the checkpoints. Overtime reimbursement will reflect actual 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 benefits earned as a percentage of hourly pay are allowed. Benefit costs for overtime hourly rates are always lower than benefit costs for regular hourly rates. Budgeted grant activities will be conducted by personnel on an overtime basis. 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. Costs for preparing claims are not reimbursable. Reimbursements are contingent upon the following (note: exceptions must be approved by the TSC): i. The applicable post -operational data have been submitted using the TSC'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 TSC 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). vii. Contract cities only: A contract city must also provide the Sheriff's 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 Sheriff's Department's invoiced amount. With the exception of contract cities in San Diego County, the contract city must provide a ledger report showing payment of the invoice amount (San Diego County must provide a ledger report reflecting actual rates). 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 TSC documentation requirements. X. The claim is submitted no later than October 15, 2010. page 6 Vernon, City of Grant No. SC10446 Schedule C - Terms and Conditions Sobriety Checkpoint Mini -Grant Program For 2009-2010 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" isa. 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 sha►I 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 CITY CLERK'S OFFICE INTEROFFICE MEMORANDUM DATE: November 24, 2009 TO: Daniel Calleros, Captain FROM: Nelly Giron, City Clerk RE: Resolution No. 10,106 - A Resolution of the City Council of the City of Vernon Approving and Authorizing the City's Participation in the Sobriety Checkpoint Mini -Grant Program and Approving and Authorizing the Execution of Grant Agreement No. SC10446 By and Between the City of Vernon and the University of California, Berkeley Traffic Safety Center Transmitted herewith as requested by your department, are two partially executed agreements for your transmittal and a copy of Resolution No. 10,106, referenced above, which was approved by City Council on November 23, 2009. Please ensure that a fully executed original agreement is sent to my attention for the file. Thank you. NG:dj c: Resolution No. 10,106 Agreement File No. 09-133 The Regents of the University of California School of Public Health, Berkeley, with Prima Fundingfrom the GRANT NUMBER California Office of Traffic Safety -: SC10446 W , w s8= : GRANT 1. Title of Program SOBRIETY CHECKPOINT MINI -GRANT PROGRAM FOR 2009-2010 2. Name of Applicant Agency 4. Period of Contract VERNON, CITY OF Month - Day - Year From: 10/01/09 3. University of California Berkeley, Traffic Safety Center To: 09/08/10 DAVID RAGLAND, PRINCIPAL INVESTIGATOR, UC BERKELEY TRAFFIC SAFETY CENTER 5. Description of Program The goal of the Sobriety Checkpoint Mini -Grant Program For 2009-2010 is to reduce the number of victims killed and injured in alcohol - impaired crashes in participating cities. The period of this grant contract ("Contract"), October 01, 2009 to September 08, 2010, encompasses two national mobilization periods: the Winter Holiday Mobilization period, December 16, 2009 - January 03, 2010 and the Labor Day Mobilization period, August 20, 2010 - September 06, 2010. The Vernon Police Department will conduct sobriety checkpoints in Vernon 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: $16,614.68 7. Approval Signatures (By signing this sage Agency agrees to the terms and conditions which follow and are 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: Steve Towles Phone: (323) 587-5171 Title: Associate Director, SPO Fax: 510-643-8236 Title: Chief of Police Fax: (323) 826-1481 Address: UC Berkeley Sponsored Projects Office Address: 4305 Santa Fe Avenue 2150 Shattuck Avenue, Suite 313 Vernon, CA 90058 Berkeley, CA 94704-5940 Email: jbaldwin@berkeley.edu Email: STOWLES@ VPD.ORG AAA,, « 1 (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: Vernon, City of Phone: (323) 583-8811 Name:Donal O'Callaghan Title:City . Administrator Office: Treasurer (Signature (Date) Address: 4305 Santa Fe Avenue Vernon, CA 90058 Name: Title: Tax ID #: 95-6000808 Contact Person: Rory Burnett Email: RBURNETT@CI.VERNON.CA.US (Signature) (Date) Page 1 A T ST MANUELA GIRON, ity Clerk Vernon, City of GOALS Grant No. SC10446 Schedule A - Description Sobriety Checkpoint Mini -Grant Program For 2009-2010 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 To conduct a total of 3 sobriety checkpoints by September 6, 2010 (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 Traffic Safety Center (TSC) 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 TSC's pre -operational training for the project coordinator or designee (e.g. Sergeant). A representative(s) from the applicant agency's finance department should also complete the training. 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 TSC. 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 Vernon, City of Grant No. SC10446 Schedule A - Description (continued) Sobriety Checkpoint Mini -Grant Program For 2009-2010 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 TSC. 2. During the mobilization periods (December 16 - January 3 and August 20- September 6), 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 major media outlets in the region. 3. For each checkpoint operation, issue a press release to local community papers using the OTS template provided by TSC. 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 TSC, forward press releases, media advisories, alerts, and other press materials to TSC 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 I2io0)ots.ca.aov is required for his review at least 14 days in advance of the operation. The approved press releases must also be sent to the TSC. 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 TSC 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 (October 01, 2009 — November 30, 2009) 1. Review the Contract to ensure compliance with Contract provisions. 2. Submit a signed contract to the TSC. 3. Consult the TSC and OTS web sites and read TSC Fact Blasts for directions and information on the operation of the checkpoints. 4. Notify the TSC 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. 5. Complete TSC's pre -operational training. 6. Plan checkpoint staffing, i.e., supervisors, officers, clerical staff, or community service officers as needed to staff each sobriety checkpoint on an overtime basis. 7. To propose changes to the mini -grant funded work or deliverables, send a written request to the TSC to seek approval. page 3 Vernon, City of Grant No. SC10446 Schedule A - Description (continued) Sobriety Checkpoint Mini -Grant Program For 2009-2010 Phase ll: Mobilization (12/16/09— 01/03/10 and 08/20/10 — 09/06/10) 8. 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 TSC. 9. 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. 10. For each checkpoint operation, issue a press release to local community papers using the OTS template provided by TSC. 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 TSC, forward press releases, media advisories, alerts, and other press materials to TSC 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 pion-ots.ca.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 TSC. 11. 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. 12. Submit to the TSC copies of all newspaper articles and short descriptions of broadcast news stories which relate to checkpoint operations or results. 13. Plan roll call training for officers, staff, or volunteers. Roll call training costs are not reimbursable; they must be borne by the agency. 14. Deploy designated staff (and volunteers) to the checkpoint locations. 15. Begin the checkpoint no earlier than 1800 hours. 16. The last checkpoint must be conducted no later than September 06, 2010. Phase III: Post Operational Data Collection (at the end of each mobilization period and each applicable calendar quarter) 17. Submit post -operational data on-line for checkpoints conducted during the Winter Holiday and Labor Day mobilizations. Submit data by the TSC deadlines. 18. Submit post -operational data on-line for checkpoints conducted outside the mobilization periods. 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) 19. Compile actual overtime costs incurred for operating the grant -funded checkpoints. 20. Download the claim form from the TSC web site at: http://www.tsc.berkeley.edu/checkpointminigrants/. 21. Complete the claim form for the applicable quarter in accordance with Schedule B — Detailed Budget Estimate and Schedule B-1 — Budget Narrative. 22. Mail the claim forms for the quarter, the personnel overtime slips and the ledger report to the TSC following the end of the applicable calendar quarter. page 4 Vernon, City of Grant No. SC10446 Schedule B - Detailed Budget Estimate Sobriety Checkpoint Mini -Grant Program For 2009-2010 The Vernon, City of will conduct a total of 3 sobriety checkpoints in Vernon as described in Table B below. Table B Number of I Maximum Allowed I Total Cost Checkpoints Cost / Checkpoint Winter Holiday Mobilization, December 16, 2009 — January 03, 2010 (minimum one 1 $5,504.86 $5,504.86 checkpoint) Labor Holiday Mobilization, August 20, 2010 — September 1 $5,504.86 $5,504.86 06, 2010 (minimum one checkpoint) Number of checkpoints outside the mobilization periods 1 $5,504.86 $5,504.86 page 5 Vernon, City of Grant No. SC10446 Schedule B-1 - Budget Narrative Sobriety Checkpoint Mini -Grant Program For 2009-2010 Vernon, City of will be reimbursed for overtime personnel costs to conduct the checkpoints. Overtime reimbursement will reflect actual 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 benefits earned as a percentage of hourly pay are allowed. Benefit costs for overtime hourly rates are always lower than benefit costs for regular hourly rates. Budgeted grant activities will be conducted by personnel on an overtime basis. 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. Costs for preparing claims are not reimbursable. Reimbursements are contingent upon the following (note: exceptions must be approved by the TSC): i. The applicable post -operational data have been submitted using the TSC'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 TSC 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). vii. 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 Sheriff's Department's invoiced amount. With the exception of contract cities in San Diego County, the contract city must provide a ledger report showing payment of the invoice amount (San Diego County must provide a ledger report reflecting actual rates). 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 TSC documentation requirements. X. The claim is submitted no later than October 15, 2010. page 6 Vernon, City of Grant No. SC10446 Schedule C - Terms and.Conditions Sobriety Checkpoint Mini -Grant Program For 2009-2010 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. b. NON -ASSIGNABILITY The obligations of the applicant agency under this Contract are not assignable to any third party. D. USE OF UNIVERSITY NAMEITRADEMARKS 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 NOV 1 6 2009 APPROVED NOV 23 % CITY COUNCIL, STAFF REPORT CITY CLERWS OFFICE VERNON POLICE DEPARTMENT DATE: November 10, 2009 TO: Honorable Mayor and City Council FROM: Daniel Calleros, Captain RE: Sobriety Checkpoint Mini -Grant Program SUMMARY The Police Department (PD) is seeking authorization to participate in the State of California's Office of Traffic Safety (OTS) Sobriety Checkpoint Mini -Grant Program. This program is offered by OTS through the National Highway Traffic Safety Administration (NHTSA). The..Police Department has been awarded $16,514.58 in overtime funding for the purpose of conducting sobriety checkpoints. OTS will provide the City 100% reimbursement for the overtime costs. There are no match requirements. BACKGROUND The goal of the Sobriety Checkpoint program is to reduce the number of victims killed and injured in alcohol -impaired crashes in participating cities. The allotted funding will pay for the overtime activity to conduct the sobriety checkpoints. The period for this grant is scheduled from October 1, 2009 to September 8, 2010. The PD will be required to conduct a total of 3 sobriety checkpoints by September 8, 2010 (a minimum of one checkpoint per mobilization). The mobilization periods are as follows: 1. The Winter Holiday period in December 16, 2009 — January 3, 2010. 2. The Labor Day period in August 20, 2010 — September 6, 2010. NOV 1 0 2009 RECOMMENDATION Based on the available funding, I request the City consider participation in the Sobriety Checkpoint Mini -Grant program. Participation in this program will allow the police department to continue its efforts in promoting DUI awareness and continue our commitment to reduce the incidence of injury or death caused by those who chose to drink and drive. The PD has previously participated in OTS grants specific to DUI enforcement and seatbelt enforcement programs. The following is a list of grants that the PD has previously participated in: • OTS Grant, Resolution # 7640 • OTS Grant, Resolution # 8580 • OTS Grant, Resolution #10050 • OTS Click It or Ticket Grant, Resolution #9270 • OTS Click It or Ticket Grant, Resolution #9576 FISCAL IMPACT The City will need to pay 100% of the overtime costs up front. However, the overtime costs will be reimbursed by OTS following submission of overtime claims. Finance Director Rory Burnett has reviewed the grant program and concluded that there is no fiscal impact of this grant to the City. CONCLUSION If the City approves participation in this program, the attached grant contract agreement must be reviewed and processed by City staff. The City Attorney's office has reviewed the agreement and has approved it as to form. Although the grant agreement due date was scheduled for November 4, 2009, we advised our grant coordinator, Sharleen Rauch, that we were not given sufficient time to complete the agreement process. Ms. Rauch said to continue with our agreement review process and submit the completed agreement as soon as practical. Upon execution of the agreement, please forward it to me and I will coordinate the return of the agreements. Attached is a copy of the OTS agreement, a copy of the City Attorney's office agreement approval, an email copy of the fiscal review by Rory Burnett, and a copy of the OTS approval letter. CITY ATTORNLY'S OFFICE MEMORANDUM TO: Donal O'Callaghan, City Administrator; FROM: Katrina C. Gonzales, Assistant City Attorney CC: Laurence S. Wiener, City Attorney Gena M. Stinnett, Assistant City Attorney Daniel Calleros, Captain, Vernon Police Department Steve Towles, Chief of Police DATE: October 28, 2009 SUBJECT: OTS Sobriety Checkpoint Mini -Grant Program Approved as to Form The City Attorney's office has reviewed the grant agreement for the Office of Traffic Safety's Sobriety Checkpoint Mini -Grant Program and has approved it as to form. Police Department City Of Vernon November 10, 2009 TO: Donal O'Callaghan, City Administrator FROM: Daniel Calleros, Captain SUBJECT: Participation in the Office of Traffic Safety Sobriety Checkpoint Mini -Grant The attached Staff Report requests City Council authorization for the Police Department (PD) to participate in the State of California's Office of Traffic Safety (OTS) Sobriety Checkpoint Mini - Grant Program. The Police Department has been awarded $16,514.58 in overtime funding for the purpose of conducting sobriety checkpoints during the required period. The OTS grant funding is a 100% reimbursement in which all sobriety checkpoints is conducted on an overtime basis. There are no match requirements for this grant. The City will need to pay the overtime costs up front and then submit for reimbursement through OTS. Finance Director Rory Burnett, has reviewed the grant program and concluded that there is no fiscal impact of this grant to the City of Vernon. The OTS grant program requires the completion of an agreement. The City Attorney's office has reviewed the agreement and has approved it as to form. As indicated in the attached staff report the grant agreement due date was scheduled for November 4, 2009. However, we have already advised the grant coordinator, Sharleen Rauch, that we were not given sufficient time to complete the agreement approval process. Ms. Rauch has approved additional time to complete the City review and approval process. If possible we would like to have this item included in the City Council agenda for the meeting scheduled Monday, November 23, 2009. Based on the availability of grant funds, I recommend the City consider participation in this grant program. As mentioned in the attached staff report participation in this program will allow the police department to continue its efforts in promoting DUI awareness and continue our commitment to reduce the incidence of injury or death caused by those who chose to drink and drive. Upon execution of the agreement, please forward it to my office and we will coordinate the return of the agreement. Included with the staff report is a copy of the OTS agreement, a copy of the City Attorney's office agreement approval, and a copy of the OTS approval letter. CE ED NOV 1 d z009 Bar; Page 1 of 1 Calleros, Daniel From: Burnett, Rory [Rburnett@ci.vernon.ca.us] Sent: Tuesday, November 10, 2009 4:59 PM To: Calleros, Daniel The Director of Finance has reviewed this staff report and has concluded this grant program has no negative fiscal impact to the City . Rory Burnett 11/10/2009 STATE OF CALIFORNIA BUSINESS, TRANSPORTATION AND HOUSING AGENCY OFFICE OF TRAFFIC SAFETY 2208 KAUSEN DRIVE, SUITE 300 ELK GROVE, CA 95758 www.ots.ca.gov (916) 509-3030 (800) 735-2929 (TMDD-Referral) (916) 509-3055 (FAX) September 17, 2009 Francesco Pirello, Sergeant Vernon Police Department 4305 Santa Fe Avenue Vernon, CA 90058 Dear Sergeant Pirello: . ARNOLD SCHWARZENEGGER, GOVERNOR DALE E. BONNER, SECRETARY P. �'liroaN�� C A L I F O R N I A O F F I C E OF T RAFFIC SAF ETY Grant No. SC10446 Congratulations! Through a competitive process, the Office of Traffic Safety (OTS) has tentatively approved your funding request for the proposal titled "Sobriety Checkpoint Mini -Grant Program" amount of $16,514.58. The approval is for the operation of up to 3 checkpoints in Vernon in the period, October 1, 2009, to September 8, 2010.The rxlaxllhuln al}lowed cost per cleclpont The University of California Berkeley, Traffic Safety Center (TSC), who is administering the mini -grants for OTS, will e-mail a mini -grant contract to the contact listed on the application. Please have the Authorizing Official and any additional individuals authorized to sign claims return a signed contract to TSC no later than October 1, 2009. It is our goal to have all new grants start no later than October 1, 2009. TSC will issue you a copy of the signed mini -grant contract. If you must get approval from a City Council or the Board of Supervisors, you should begin that process now. Do not incur costs prior to the receipt of your copy of the signed grant from TSC. For your reference, the Catalogue of Fede �1 Domestic Assi>tance {CFDA) number is 20.600. Again, congratulations on the success of your proposal. If you have any questions, please contact Sharleen Rauch, TSC Program Coordinator at (510) 643-1774 or by e-mail at checkjoint@berkeley.edu.