HomeMy WebLinkAboutOffice of Traffic Safety Sobriety Checkpoint Mini-Grant Program Fiscal Year 2011-2012CITY OF PALM DESERT
OFFICE OF THE CITY MANAGER
STAFF REPORT
REQUEST: APPROVAL TO ACCEPT THE OFFICE OF TRAFFIC SAFETY
(OTS) SOBRIETY CHECKPOINT MINI -GRANT PROGRAM FOR
2011-2012 (GRANT NO. SC12302) IN THE AMOUNT OF $68,800.
SUBMITTED BY: Stephen Y. Aryan, Assistant to the City Manager
DATE: December 8, 2011
CONTENTS: OTS Sobriety Checkpoint Mini -Grant Document
Recommendation
By Minute Motion,
1. Accept the Office of Traffic Safety (OTS) Sobriety Checkpoint Mini -Grant
Program for 2011-2012 (Grant No. SC12302) in the amount of $68,800.
Account # 229-4210-422-3919 has been designated by the Finance
Department for this purpose.
2. Authorize the City Manager to execute all necessary OTS Sobriety
Checkpoint Mini -Grant Documents.
Commission Recommendation
Due to the recent notice of grant approval, the Palm Desert Public Safety Commission did
not have sufficient time to review this item. Staff will present this matter as an informational
item to the Commission at their December 14, 2011, meeting.
Background
The goal of the Sobriety Checkpoint Mini -Grant Program for 2011-2012 is to reduce the
number of victims killed and injured in alcohol involved crashes in participating cities.
After submitting a grant application through the California Office of Traffic Safety (OTS), via
recommendations of UC Berkeley's Institute of Transportation Studies, the City of Palm
Desert and the Palm Desert Police Department were recently approved to receive
reimbursable grant funding in the amount of $68,800. The City of Palm Desert is the only
city, within the Palm Desert Sheriffs Station operational area, to receive this grant award.
The grant period commences upon the date of fully executed contract to September 04,
2012. At least twelve (12) DUI checkpoints will be conducted at various times and locations
throughout the year. Two national mobilization periods are included as part of this grant
program. They are the Winter Holiday Mobilization period (December 16, 2011 - January
01, 2012) and the Labor Day Mobilization period (August 17, 2012 - September 03, 2012).
Staff Report: 2011-2012 OTS Sobriety Checkpoint Mini -Grant
December 8, 2011
Page 2 of 2
Fiscal Analysis
This grant primarily funds the overtime costs associated with conducting the sobriety
checkpoints; however, a small amount does cover supplies. Account # 229-4210-422-3919
has been designated by the Finance Department for this purpose.
The Palm Desert Police Department will conduct a total of twelve (12) sobriety checkpoints
within the City as indicated in the table below. There will be no impact to the City's General
Fund.
No. of Maximum Allowed Cost Total
Checkpoints Per Checkpoint Cost
Winter Holiday Mobilization 2 $5,700 $11,400
(12/16/11-01/01/12)
Labor Day Mobilization 2 $5,700 $11,400
(08/17/12-09/03/12)
Number of Checkpoints Outside the 8 $5,700 $45,600
Mobilization Periods
Maximum Reimbursable Amount $400
for Checkpoint Supplies
Total Number of Checkpoints 12 Maximum Reimbursable $68,800
Amount for Checkpoints
Submitted By:
Y. A(yan, A(ssikalht to the City Manager
Reviewed by:
i
PSG
ZFEMIRWel
Approval:
Joho. Wohlmuth, City Manager
CITY COUNCIL TION
APPROVED � DENIED
RVCV IyE1) OTHER
MI?ET 'vG D
.AYES:
NOES
ABSENT:
ABSTAIN:.�
VERTEIFD BY:
Original on File with City erk's Office
�ay�sY of o The Regents of the University of California
School of Public Health, Berkeley, GRANT NUMBER
o with Primary Funding from the
a California Office of Traffic Safety SC12302
face GRANT
1. Title of Program
SOBRIETY CHECKPOINT MINI -GRANT PROGRAM FOR 2011-2012
2. Name of Applicant Agency
4. Period of Grant
PALM DESERT, CITY OF
Month - Day - Year
From: Date of fully
3. University of California Berkeley, Safe Transportation Research and Education Center
DAVID RAGLAND, PRINCIPAL INVESTIGATOR, UC BERKELEY SAFE TRANSPORTATION
executed contract
RESEARCH AND EDUCATION CENTER
To: 09/04/12
5. Description of Program
The goal of the Sobriety Checkpoint Mini -Grant Program for 2011-2012 is to reduce the number of victims killed and injured in alcohol -
involved crashes in participating cities. The period of this grant contract ('contract'), the date of fully executed contract to September 04,
2012, encompasses two national mobilization periods: the Winter Holiday Mobilization period, December 16, 2011 - January 01, 2012 and
the Labor Day Mobilization period, August 17, 2012 - September 03, 2012. The Riverside County Sheriffs Department will conduct
sobriety checkpoints in Palm Desert 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: $68,800.00
7. Approval Signatures Lysigning 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: John Wohlmuth Phone: (760) 346-0611
Title: Associate Director, SPO Fax: 510-642-8236
Title: City Manager Fax: (760) 346-0574
Address: UC Berkeley Sponsored Projects Office
Address: 73-510 Fred Waring Drive
2150 Shattuck Avenue, Suite 300
Palm Desert, CA 92260
Berkeley, CA 94704-5940
Email: jbaldwin@berkeley.edu
Email: jwohlmuth@cityofpalmdesert.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: Palm Desert, City of Phone: (760) 346-0611
Name: Andrew Shouse Title: Lieutenant
Office: Finance Department
(Signature) (Date)
Address: 73-510 Fred Waring Drive
Palm Desert, CA 92260
Name: David Adams Title: Sergeant
Tax ID #: 95-2859459
Contact Person: Paul Gibson
Email: pgibson@cityofpalmdesert.org
(Signature) (Date)
Page 1
Palm Desert, City of
Grant No. SC12302
Schedule A - Description
Sobriety Checkpoint Mini -Grant Program for 2011-2012
1. To reduce the number of victims killed in alcohol -involved crashes.
2. To reduce the number of victims injured in alcohol -involved 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 12 sobriety checkpoints by September 3, 2012 (minimum one checkpoint per
mobilization).
NOTE: If a department elects to combine a Driver License (DL) checkpoint with a sobriety checkpoint, the
department should: 1) inform the public (via the press release) that driver licenses will be checked and 2) in
accordance with the California Attorney General's Office, set up all DUI/DL checkpoint operations with signs
(reading; "DUI/Driver License Checkpoint Ahead").
To better identify and apprehend Drug impaired drivers in addition to Alcohol impaired drivers, it is highly
recommended that all personnel assigned to staff the greeting lane of the checkpoint be Drug Recognition
Experts (DRE's) and/or Advanced Roadside Impaired Driving Enforcement (ARIDE) trained sworn officers.
At the very minimum, all officers contacting drivers in the greeting lane should be NHTSA Standardized Field
Sobriety Test (SFST) trained and certified.
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. The Office of Traffic Safety (OTS)
does not fund or support independent DL checkpoints or DUI/Driver License checkpoints operating
before 1800 hours. When practicable it is recommended that checkpoint operations run until 0300 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, and/or b) wishes to
conduct checkpoints in addition to those listed in Schedule B.
2. A supervisor(s) should attend OTS-sponsored "DUI Checkpoints — Planning and Management" eight -hour,
POST -certified training by December 31, 2011 (this is waived if the supervisor has already attended the
training). Officers are encouraged to attend this training as well.
3. To collect and report checkpoint statistics 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 checkpoint statistics 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 Desert, City of Grant No. SC12302
Schedule A - Description (continued)
Sobriety Checkpoint Mini -Grant Program for 2011-2012
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 16 - January 1 and August 17- September 3), if an AVOID
media campaign is active in the county, grantee should notify the AVOID Coordinator of checkpoint locations,
dates and times at least fourteen (14) days in advance of all planned checkpoints. The AVOID Coordinator should
issue press releases including checkpoints conducted during the mobilization periods to all major media outlets in
the region.
3. For each checkpoint operation, grantee should distribute a separate press release to local communityr)apers
using the OTS template provided by SafeTREC unless multiple checkpoints are to be conducted within a
seven (7) day period, in which case one press release covering the seven (7) day period that covers all operations
will suffice. When using the OTS press release template provided by SafeTREC, grantee should 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, grantee should submit the press release to the OTS
Public Information Officer at iiooQots.ca.gov for his review (for post -operational media communications that
report the results of checkpoints, grantee does not need to have the release approved by OTS). Optimum
lead-time would be 10 — 20 days prior to the operation. The approved press release should also be sent to the
SafeTREC.
4. Grantee should use NHTSA's DUI tagline, "Drive Sober or Get Pulled Over" and use OTS's tagline "Report Drunk
Drivers. Call 911" on all news releases and checkpoint publication materials.
5. Grantee should issue to the media a post -operational news release reporting the results of the checkpoint
(media communications reporting the results of checkpoints do not need to be pre -approved by OTS). Any DUI
Drug -impaired arrests made as the result of the checkpoint operation should be incorporated into the
post -operational media release.
6. Grantee should submit to the SafeTREC copies of all newspaper articles and short descriptions of broadcast
news stories which relate to checkpoint operations or results.
Phase 1: Program Preparation (December 1, 2011 — December 15, 2011)
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. Attend OTS-sponsored "DUI Checkpoints — Planning and Management" eight -hour, POST -certified training by
December 31, 2011.
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.
7. Order all grant approved checkpoint supplies.
page 3
Palm Desert, City of Grant No. SC12302
Schedule A - Description (continued)
Sobriety Checkpoint Mini -Grant Program for 2011-2012
Phase II: Mobilization (12/16/11— 01/01/12 and 08/17/12 — 09/03/12)
8. After the statewide kick-off press event in December, issue a press release announcing the kick-off of this grant
using the OTS kick-off press release template provided by SafeTREC.
9. If an AVOID media campaign is active in the county, notify the AVOID Coordinator of checkpoint locations,
dates and times at least fourteen (14) days in advance of all planned checkpoints. The AVOID Coordinator will
issue press releases including checkpoints conducted during the mobilization periods to all mm'or media outlets
in the region.
10. For each checkpoint operation, distribute a separate press release to local community papers using the OTS
template provided by SafeTREC unless multiple checkpoints are to be conducted within a seven (7) day period,
in which case one press release covering the seven (7) day period, that covers all operations will suffice. 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, it is required to submit the press release to the OTS Public Information Officer at
io .ots.ca,gov for his review. Optimum lead-time would be 10 — 20 days prior to the operation. The approved
press release should also be sent to the SafeTREC.
11. Use NHTSA's DUI tagline, "Drive Sober or Get Pulled Over" and use OTS's tagline "Report Drunk
Drivers. Call 911" on all news releases and checkpoint publication materials.
12. Submit to the SafeTREC copies of all newspaper articles and short descriptions of broadcast news stories
which relate to checkpoint operations or results.
13. Conduct roll call training. Roll call training costs are not reimbursable; they must be borne by the agency.
14. Deploy designated staff to the checkpoint locations.
15. Begin the checkpoint no earlier than 1800 hours and if possible and practicable, operate the Checkpoint until
0300 hours.
16. Conduct the last checkpoint no later than September 03, 2012.
Phase III: Post Operational Data Reporting (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 SafeTREC deadlines.
18. Submit post -operational data on-line for checkpoints conducted outside the mobilization geriods. Submit the
data by the end of the applicable quarter. If multiple checkpoints are conducted during the quarter, summarize
(total) the checkpoint statistics.
19. Issue to the media a post -operational news release reporting the results of the checkpoint (media
communications reporting the results of checkpoints do not need to be pre -approved by OTS). Any DUI Drug
impaired arrests made as the result of the checkpoint operation should be incorporated into the post -operational
media release.
Phase IV: Claim Submission (at the end of the applicable calendar quarter)
20. Compile actual overtime and checkpoint supply costs incurred for operating the grant -funded checkpoints.
21. Download the claim form from the SafeTREC web site at:
http://www.safetrec.berkeley.edu/checkpointminigrants/2011 2012checkpoint. html
22. Complete the claim form for the applicable quarter in accordance with Schedule B — Detailed Budget Estimate
and Schedule B-1 — Budget Narrative.
23. Mail the claim forms for the quarter, the personnel overtime slips, ledger report and invoice(s) for checkpoint
supplies to the SafeTREC following the end of the applicable calendar quarter.
page 4
Palm Desert, City of
Grant No. SC12302
Schedule B - Detailed Budget Estimate
Sobriety Checkpoint Mini -Grant Program for 2011-2012
The Palm Desert, City of will conduct a total of 12 sobriety checkpoints in Palm Desert as described in Table B
below.
Table B
Number of
Maximum Allowed
Total Cost
Checkpoints
Cost Per Checkpoint
Winter Holiday Mobilization,
December 16, 2011 —January
01, 2012 (minimum one
2
$5,700.00
$11,400.00
checkpoint)
Labor Holiday Mobilization,
August 17, 2012 — September
03, 2012 (minimum one
2
$5,700.00
$11,400.00
checkpoint)
Number of checkpoints outside
the mobilization periods
8
$5,700.00
$45,600.00
Total Number of
12
Maximum Reimbursable
$68,400.00
Checkpoints
Amount for Checkpoints
The maximum allowed cost per checkpoint includes overtime benefits. Only actual benefits accrued from overtime
hours will be covered (i.e., retirement, medical/dental/vision insurance, uniform allowances will not be covered).
Allowable benefits include: Social Security (OASDI), Workers Compensation, Medicare, State -run disability, and
unemployment insurance.
Maximum Reimbursable Amount for Checkpoint Supplies $400.00
OTS-approved checkpoint supplies are reimbursable provided that the total cost of supplies, including tax and
shipping, does not exceed the Maximum Reimbursable Amount for Checkpoint Supplies.Only OTS-approved
supplies will be reimbursed. The prices of supplies will be reimbursed at unit costs not to exceed OTS-established
unit costs.
Grant Total Amount $68,800.00
(Maximum Reimbursable Amount for Checkpoints + Maximum Reimbursable Amount for Checkpoint Supplies)
page 5
Palm Desert, City of Grant No. SC12302
Schedule B-1 - Budget Narrative
Sobriety Checkpoint Mini -Grant Program for 2011-2012
Palm Desert, City of will be reimbursed for overtime personnel costs and checkpoint supplies 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 maximum reimbursable cost per checkpoint and the grant
total stated in Schedule B- Detailed Budget Estimate. Checkpoint supplies are reimbursable up to the amount listed in
and in accordance with Schedule B-Detailed Budget Estimate. Indirect costs are not reimbursable.
Only actual benefits accrued from overtime hours would be covered (i.e., retirement, medical/dental/vision insurance,
uniform allowances will not be covered). Allowable benefits include: Social Security (OASDI), Workers Compensation,
Medicare, State -run disability, and unemployment insurance.
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, towing records, 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.
OTS-approved checkpoint supplies (cones, signage, vests, PAS devices/supplies and lighting equipment) are
reimbursable provided that the total cost of supplies, including tax and shipping, does not exceed the awarded amount
specified in Schedule B. The prices of supplies will be reimbursed at unit costs not to exceed OTS-established unit costs.
Reimbursements are contingent upon the following (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).
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 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. An invoice(s) for the amount of checkpoint supplies is attached to the claim. The invoice must contain a
sufficient description of the purchased item(s), quantity, and unit cost.
ix. 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.
X. 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.
xi. The final claim is submitted no later than October 15, 2012.
page 6
Palm Desert, City of Grant No. SC12302
Schedule C - Terms and Conditions
Sobriety Checkpoint Mini -Grant Program for 2011-2012
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 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