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HomeMy WebLinkAboutFiscal Year 2012 - 2013 - Office of Traffic Safety Sobriety Checkpoint GrantCITY OF PALM DESERT OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: APPROVAL TO ACCEPT THE OFFICE OF TRAFFIC SAFETY (OTS) SOBRIETY CHECKPOINT GRANT PROGRAM FOR 2012- 2013 (GRANT NO. SC13302) IN THE AMOUNT OF $73,000. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: November 15, 2012 CONTENTS: 1. OTS Correspondence (10/26/12) 2. OTS Sobriety Checkpoint Grant Documentation Recommendation By Minute Motion, Accept the Office of Traffic Safety (OTS) Sobriety Checkpoint Grant Program for 2012-2013 (Grant No. SC13302) in the amount of $73,000. Account No. 229-4210-422-3919 was designated by the Finance Department for this purpose. 2. Appropriate $73,000 from unobligated Public Safety Police Grants Fund to Account No. 229-4210-422-3918, and estimate revenue of $73,000 to account 229-0000-334-5000, related to OTS Sobriety Checkpoint Grant Program for FY 2012-2013 (Grant No. SC13302). 3. Authorize the City Manager, Director of Finance/City Treasurer, Assistant Chief of Police, and Palm Desert Motor Sergeant, to execute all necessary OTS Sobriety Checkpoint Grant Documents. Commission Recommendation The Palm Desert Public Safety Commission is scheduled to review this item on November 14, 2012, after this report was prepared. Staff can provide an oral update on the Commission's recommendation upon request. Background The goal of the Sobriety Checkpoint Grant Program for 2012-2013 is to reduce the number of victims killed and injured in alcohol involved crashes in participating cities. The Palm Desert Police Department's original application for overtime funding for DUI checkpoints in Federal Fiscal Year 2013 was denied. However, the California Office of Traffic Safety (OTS) indicated that additional federal funding for alcohol countermeasures was recently made available to them. As a result, OTS tentatively approved the Police Department's earlier checkpoint funding request in the amount of $73,000. Staff Report: 2012-2013 OTS Sobriety Checkpoint Grant November 15, 2012 Page 2 of 2 The approval is for ten checkpoint operations (minimum of one checkpoint per mobilization) during the period from December 1, 2012, to September 30, 2013. The maximum allowable cost per checkpoint is $7,300. The City needs to execute the contract agreement by November 16, 2012. Fiscal Analysis The Palm Desert Police Department will conduct a total of ten (10) 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 $7,300 $14,600 (12/14/12-01 /01 /13) Labor Day Holiday 2 $7,300 $14,600 Mobilization (08/16/13-09/02/13) Number of Checkpoints 6 $7,300 $43800 Outside the Mobilization Periods Total Number of Checkpoints 10 Maximum Reimbursable Amount for Checkpoints $73,000 The cost per checkpoint includes overtime benefits and only OTS approved supplies will be reimbursed. Su sk Manager CITY COt1NC'TGA�ION APPROVED DENTED RECEIVED OTHER Reviewed by: " "'GCA' '� ��� AYES: NOES: a)4�� ABSENT: Paul S. Gibson, Director of Finance VERIFIED BY: IeQkZLUZ Approval: Original on File with City rk's Office Jo,Vp M."WohTmuth, City Manager STATE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY 2208 KAUSEN DRIVE, SUITE 300 ELK GROVE, CA 95758 www.ots.ca.gov (916)509-3030 (800) 735-2929 (TT/TDD-Referral) (916) 509-3055 (FAX) October 26, 2012 David Adams, Sergeant Riverside County Sheriffs Department 73-705 Gerald Ford Drive Palm Desert, CA 92211 Dear Sergeant Adams: EDMUND G. BROWN JR., GOVERNOR CAL I1O RN1A 011111 Or TRAPP,C SA ITT Due to limited funding, your Department's application for overtime funding for DUI checkpoints in federal fiscal year (FFY) 2013 was denied in a letter to you dated August 8, 2012. I'm pleased to announce that additional federal funding for alcohol countermeasures has recently been made available to the Office of Traffic Safety (OTS). As a result, OTS has now tentatively approved your earlier checkpoint funding request for the proposal titled "Sobriety Checkpoint Grant Program" for the amount of $73,000.00. The approval is for 10 checkpoint operations during the period from December 1, 2012, to September 30, 2013. The maximum allowed cost per checkpoint is $7,300.00. Hopefully, your agency is still interested in a checkpoint grant for FFY 2013. The University of California Berkeley Safe Transportation Research and Education Center (SafeTREC), who is administering the grant funds for OTS, will e-mail a grant contract to the contact listed on the application by October 31, 2012. Please have the Authorizing Official and any additional individuals authorized to sign claims sign the contract. Send the contract to SafeTREC by November 16, 2012. SafeTREC will issue you a copy of the signed, fully executed grant contract. If approval from your City Council or Board of Supervisors is required, you should begin that process now. Do not incur costs prior to the date of the signed, fully executed contract from SafeTREC. Thank you for your patience and congratulations on the success of your proposal. If you have questions or comments, please do not hesitate to contact Shar Rauch at (510) 643-1774 or e-mail at checkpoint @berkel ey. edu. Sincerely, C,�O, Aut CHRISTOPHER J. MURPHY Director DD:kn wa The Regents of the University of California i 9c School of Public Health, Berkeley, GRANT NUMBER t c with Primary Funding from the California Office of Traffic Safety SC13302 a " GRANT 1. Title of Program SOBRIETY CHECKPOINT GRANT PROGRAM FOR 2012-2013 2. Name of Applicant Agency 4. Period of Grant PALM DESERT, CITY OF Month - Day - Year 3. University of California Berkeley, Safe Transportation Research and Education Center From: 12/01/12 DAVID RAGLAND, PRINCIPAL INVESTIGATOR, UC BERKELEY SAFE TRANSPORTATION RESEARCH AND EDUCATION CENTER To: 09/30/13 5. Description of Program The goal of the Sobriety Checkpoint Grant Program for 2012-2013 is to reduce the number of victims killed and injured in alcohol -involved crashes in participating cities. The period of this grant contract ('contract"), December 01, 2012 to September 30, 2013, encompasses two national mobilization periods: the Winter Holiday Mobilization period, December 14, 2012 - January 01, 2013, and the Labor Day Mobilization period, August 16, 2013 - September 02, 2013. 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: $73,000.00 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: 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: William Sullivan Title: Lieutenant Office: Finance Department ,�f'�l� -` - </ Z-+ (Signature) (ate) Address: 73-510 Fred Waring Drive Palm Desert, CA 92260 Name: Dav Adams Title: Sergeant Tax ID #: 95-2859459 Contact Person: Paul Gibson Email: pgibson@cityofpalmdesert.org (Signature) (Date) Page 1 Palm Desert, City of Schedule A - Description Sobriety Checkpoint Grant Program for 2012-2013 GOALS 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) fatal crashes. 4. To reduce nighttime (2100 hours to 0259 hours) injury crashes. 5. To reduce hit and run fatal crashes. 6. To reduce hit and run injury crashes. AGENCY OBJECTIVES Grant No. SC13302 1. To conduct a total of 10 sobriety checkpoints by September 30, 2013 (should be a minimum of 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) conduct 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 National Highway Traffic Safety Administration (NHTSA) Standardized Field Sobriety Test (SFST) trained and certified. To maximize effectiveness, checkpoint operations may be conducted 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. Only on an exception basis and with OTS pre -approval will OTS fund checkpoint operations that begin prior to 1800 hours. When practicable it is recommended that checkpoint operations run until 0300 hours. 2. If appropriate, a supervisor(s) should attend OTS-sponsored "DUI Checkpoints - Planning and Management" eight -hour, POST -certified training by December 31, 2012. 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 Safe Transportation Research and Education Center (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). page 2 Palm Desert, City of Schedule A - Description (continued) Sobriety Checkpoint Grant Program for 2012-2013 MEDIA OBJECTIVES Grant No. SC13302 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 14 - January 1 and August 16 - September 2), 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 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 pio(c_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. For post -operational media communications that report the results of checkpoints, grantee does not need to have the release approved by OTS. 4. Grantee should use OTS's Tagline "Report Drunk Drivers. Call 911" on all news releases and checkpoint publication materials. 5. To use the following standard language in all press, media, and printed materials: Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration. 6. Grantee should issue to the media a post -operational news release reporting the results of the checkpoint (do not submit to OTS media communications reporting the results of checkpoints). Any drug -impaired driving arrests (23152(a)) and other drug arrests (possession, transportation, for sale) made as the result of the checkpoint operation should be incorporated into the post -operational media release. METHOD OF PROCEDURE Phase 1: Program Preparation (December 1, 2012 — December 13, 2012) 1. Review the contract to ensure compliance with contract provisions. 2. Notify the SafeTREC of any changes in contact information. The contract, purchase order number and Fact Blasts are emailed to the contact person listed in the agency application. 3. Attend OTS-sponsored "DUI Checkpoints — Planning and Management" eight -hour, POST -certified training by December 31, 2012. 4. Plan checkpoint staffing, e.g., supervisors, officers, clerical staff, or community service officers as needed to staff each sobriety checkpoint on an overtime basis. 5. Send a written request to the SafeTREC to seek approval of any changes to grant funded work or deliverables. 6. Order grant approved checkpoint supplies, if applicable. page 3 Palm Desert, City of Grant No. SC13302 Schedule A - Description (continued) Sobriety Checkpoint Grant Program for 2012-2013 Phase II: Mobilization (December 14, 2012 — January 1, 2013 and August 16, 2013 — September 2, 2013) 7. After the statewide kick-off press event in December, grantee should issue a press release announcing the kick-off of this grant using the OTS kick-off press release template provided by SafeTREC. 8. 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. 9. For each checkpoint operation grantee should distribute a separate press release 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 pio o s.ca.aov toF 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. For post -operational media communications that report the results of checkpoints, grantee does not need to have the release approved by OTS. 10. Use OTS's tagline, "Report Drunk Drivers. Call 911" on all news releases and checkpoint publication materials. 11. Conduct roll call training. Roll call training costs are not reimbursable. 12. 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 nforcement (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. 13. Begin the checkpoint no earlier than 1800 hours and if possible and practicable, operate the checkpoint until 0300 hours. 14. Conduct the last checkpoint no later than September 30, 2013. Phase III: Post Operational Data Reporting (at the end of each mobilization period and each applicable calendar quarter) 15. Submit post -operational data on-line for checkpoints conducted during the Winter Holiday and Labor Day mobilizations. Submit data by the SafeTREC deadlines. 16. 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. 17. Issue to the media a post -operational news release reporting the results of the checkpoint. Any drug -impaired driving arrests (23152(a)) and other drug arrests(possession, transportation, for sale) made as the resulfof the checkpoint operation should be incorporated into the post -operational media release. Phase IV: Claim Submission (at the end of the applicable calendar quarter) 18. Compile actual overtime and checkpoint supply costs incurred for operating the grant -funded checkpoints. 19. Download the claim form from the SafeTREC web site at: http://www.safetrec. berkeley.edu/checkpointgrants/2012_2013checkpoint.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, with the required supporting documentation (specified in Schedule B-1) to the SafeTREC following the end of the applicable calendar quarter. page 4 Palm Desert, City of Schedule B - Detailed Budget Estimate Sobriety Checkpoint Grant Program for 2012-2013 Grant No. SC13302 The Palm Desert, City of will conduct a total of 10 sobriety checkpoints in Palm Desert as described in Table B below. Table B Number of Cost Per Checkpoint Total Cost Checkpoints Winter Holiday Mobilization, December 14, 2012 — January 01, 2013 (should be a minimum of one 2 $7,300.00 $14,600.00 checkpoint) Labor Day Holiday Mobilization, August 16, 2013 — September 02, 2013 (should be a minimum of one 2 $7,300.00 $14,600.00 checkpoint) Number of checkpoints outside the mobilization periods 6 $7,300.00 $43,800.00 Total Number of Checkpoints 10 Maximum Reimbursable Amount for Checkpoints $73,000.00 The cost per checkpoint includes overtime benefits. Only actual benefits accrued from overtime hours will be covered (e.g., 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 $0.00 Only OTS-approved supplies will be reimbursed. The prices of supplies will be reimbursed in accordance with policies established by the OTS. Grant Total Amount $73,000.00 (Maximum Reimbursable Amount for Checkpoints + Maximum Reimbursable Amount for Checkpoint Supplies) Page o Palm Desert, City of Grant No. SC13302 Schedule B-1 - Budget Narrative Sobriety Checkpoint Grant Program for 2012-2013 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 operations) up to the amount of the approved cost per check point and the grant total stated in Schedule B- Detailed Budget Estimate. Only actual benefits accrued from overtime hours will be covered (e.g., 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 grant covers only the costs of police department personnel. 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 arrestlincident 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. Other direct costs are not reimbursable, except for OTS-approved checkpoint supplies. Indirect costs are not reimbursable. 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. The claim form is correctly filled out, using the SafeTREC Excel -based form. iii. The claim amounts do not exceed the limits set forth in Schedule B —Detailed Budget Estimate. iv. The information in the overtime slips and the ledger report are consistent and fully support the claim. V. 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). vi. 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. The contract city must provide a ledger report showing payment of the invoice amount. If a sheriffs department or police department is administering the grant for a contract city, then that administering agency must provide the ledger report only. vii. 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. 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 For 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 31, 2013. page 6 Palm Desert, City of Schedule C - Terms and Conditions Sobriety Checkpoint Grant Program for 2012-2013 A. INDEMNIFICATION Grant No. SC13302 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 Amount 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 8, Exhibit D, Federal Certifications and Assurances. page 7