HomeMy WebLinkAboutCC Resolution 13617 (Sobriety Checkpoint Grant)RESOLUTION NO. 13617
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE EXECUTION OF THE
GRANT CONTRACT WITH THE UNIVERSITY OF CALIFORNIA BERKELEY SAFE
TRANSPORTATION AND EDUCATION CENTER FOR A $46,000 GRANT TO FUND A POLICE
DEPARTMENT SOBRIETY CHECKPOINTS PROGRAM IN SAN RAFAEL FROM OCTOBER 1,
2013 THROUGH SEPTEMBER 30, 2014.
Whereas, the University of California Berkeley Safe Transportation and Education Center, with
primary funding from the California Office of Traffic Safety, has offered the City of San Rafael a
Grant Contract for a $46,000 Grant to fund a Police Department Sobriety Checkpoint Program in
San Rafael from October 1, 2013 through September 30, 2014;
Whereas, this grant money may be spent to pay overtime costs associated with the DUI/Driver's
license "Sobriety Checkpoint" enforcement campaign; and
Whereas, to improve traffic safety, the City of San Rafael will conduct four DUI/Driver's license
"Sobriety Checkpoint" enforcement operations using the funds provided by OTS during the months
of October 2013 through September 2014; and
Whereas, the Department will use those funds for overtime personnel costs of captains, lieutenants,
sergeants, police officers, police service specialists, dispatchers and administrative personnel; and
Whereas, the funds will be recorded in the Public Safety Grant special revenue fund and $46,000
will be appropriated from grant revenues to support the program expenditures described herein and
included within the scope of the grant.
NOW, THEREFORE BE IT RESOLVED, that the City Council authorizes the execution of the Grant
Contract, in the form attached to the Staff Report and on file with the City Clerk, between the City of
San Rafael and the University of California Berkeley Safe Transportation And Education Center, for
a $46,000 Grant to fund a Police Sobriety Checkpoint Program in San Rafael from October 1, 2013
through September 30, 2014, and approves the Police Department's use of such Grant Funds for
such purpose.
I, Esther Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly
and regularly introduced and adopted at a regular meeting of the San Rafael City Council held on
the 16t day of September, 2013 by the following vote, to wit:
AYES: COUNCILMEMBERS: Colin, Connolly, Heller; McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER BEIRNE, City Clerk
The Regents of the University of California
School of Public Health, Berkeley, GRANT NUMBER
o 0 with Primary Funding from the
�° California Office of Traffic Safety SC14381
r e ' GRANT
1. Title of Program
SOBRIETY CHECKPOINT GRANT PROGRAM FOR 2013-2014
2. Name of Applicant Agency 4. Period of Grant
SAN RAFAEL, CITY OF Month - Day - Year
3. University of California Berkeley, Safe Transportation Research and Education Center From: 101o1/13
DAVID RAGLAND, PRINCIPAL INVESTIGATOR, UC BERKELEY SAFE TRANSPORTATION
RESEARCH AND EDUCATION CENTER To: 09/30114
6. Description of Program
The goal of the Sobriety Checkpoint Grant Program for 2013-2014 is to reduce the number of victims killed and injured in alcohol -involved
crashes in participating cities. The period of this grant contract ("contract'), October 01, 2013 to September 30, 2014, encompasses two
national mobilization periods: the Winter Holiday Mobilization period, December 13, 2013 - January 01, 2014, and the Labor Day
Mobilization period, August 15, 2014 - September 01, 2014. The San Rafael Police Department will conduct sobriety checkpoints in San
Rafael 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:
$46,000.00
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: David Ragland Phone: (510) 642-0651 Name: Nancy Mackie Phone: (416) 485-3070
Title: Director, SafeTREC Fax: (510) 643-992', Title: City Manager Fax: (145) 4853043
Address: UC Berkeley Address: 1400 Fifth Avenue
Safe Transportation Research and Education Center San Rafael, CA 94901
2614 Dwight Way #7374
Berkeley, CA 94720-7374
Email: davidr@berkeley.edu Email: nancy,mackie@cityofsanrafaef.org
0" qlzoo
(Signature) (Date) (Signa(ure) (Date)
C. Agency Office Authorized to Receive Payments
Agency: San Rafael, City of
Office: Finance Department
Address: 1400 Fifth Avenue
Sar. Rafael, CA 94901
Tax ID #: 94-6000424
Contact Person: Mark Moses
Email mark.moses@cityofsenrafael.org
Phone: (415) 468-5016
D. Optional individuals Authorized to Sign Claims (In
addition to the Authorizing Official For Applicant Agency)
N
Name: Alan iomb - tle: Lieutenant
(Signature)' (Da(e)
me: Ji o f ,
(Signature)
Pagel
RECEIVED SEP 2'6 2013
Title: Sergean
_V� I ,
(Date)
San Rafael, City of Grant No. SC14381
Schedule A • Description
Sobriety Checkpoint Grant Program for 2013-2014
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 0269 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
1. To conduct a total of 4 sobriety checkpoints by September 30, 2014 (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, "DUI1Driver 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 (DREs) 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, 2013. 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
San Rafael, City of
Schedule A - Description (continued)
Sobriety Checkpoint Grant Program for 2013-2014
MEDiA OBJECTIVES
Grant No. SC14381
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 13 - January 1 and August 15 - September 1), 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 maior 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 NoOtots.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 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. Cali 911" on all news releases and checkpoint publication
materials.
S. 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 QTS 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 is Program Preparation (October 1, 2013 -- December 12, 2013)
1. Review the contract to ensure compliance with contract provisions.
2, Notify 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, 2013.
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 SafeTREC to seek approval of any changes to grant funded work or
deliverables,
6. Order grant approved checkpoint supplies, If applicable.
page 3
San Rafael, City of Grant No. SC14381
Schedule A - Description (continued)
Sobriety Checkpoint Grant Program for 2013.2014
Phase It: Mobilization (December 13, 2013 — January 1, 2014 and August 15, 2014 — September 1, 2014)
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 G 1 Z 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 ail operations will suffice. when using the OTS press release
template provided by SafeTR C, grantee should forward press releases, media advisories, alerts, and other press
materials to SafeTREC concurreniiy 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 lancer at piotcvots.ca.gov Tor his review. Optimum
lead-time would be 10 — 20 days prior to the operation. The approved press release sAobia afso ae sent to 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 dru impaired drivers In addition to alcohol -impaired drivers, it Is highly
recommended that al personnel assigned o staff the greeting lane of the checkpoint be Drug Reco nation Experts
(DREs) and/or Advanced Roadside Impaired Driving Enforcement (ARIDI_) trained sworn officers. A� the very minimum,
all officers contacting drivers In the greeting lane should be NHTSA 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, 2014.
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 mobilizationperiods. Submit the data by
the end of the applicable quarter. If multiple checkpoints are conductea curing me quarter, summarize(total) the
checkpoint statistics.
17. Issue to the media a post -operational news release reporting the results of the checkpoint. Any drugg-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:/twww.safetrec.berkelay.odulcheckpointgrants/2013 2014checkpolnt.html
20. Compplete 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
SafeTREC following the end of the applicable calendar quarter.
page 4
San Rafael, City of
Schedule B - Detailed Budget Estimate
Sobriety Checkpoint Grant Program for 2013-2014
Grant No. SC14381
The San Rafael, City of will conduct a total of 4 sobriety checkpoints in San Rafael as described in Table B
below.
Table B
Number of Cost Per Checkpoint Total Cost
Checkpoints
Winter Holiday Mobilization,
December 13, 2013 —January
01, 2014
(should be a minimum of one 1 $11,500.00 $1
checkpoint)
Labor Day Holiday
Mobilization, August 15, 2014 —
September 01, 2014 (should $11,600.00 $11,500,00
be a minimum of one
checkpoint)
Number of checkpoints outside
the mobilization periods 2 $11,500,00 $23,000.00
Total Number of 4,; Maximum Reimbursable
Checkpoints
Amount for Checkpoints
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
$0100
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
(Maximum RalmbursableAmouat for CheckP01?118 +Maximum Re;mb1jrsabjeAjnt')Ur;t for Checkpolnt Supplies}
$46,000.00
page 5
San Rafael, City of Grant No. SC14381
Schedule B-1 - Budget Narrative
Sobriety Checkpoint Grant Program for 2013-2014
San Rafael, 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 checkpoint and the grant total
stated in Schedule B- Detailed Budget Estimate. Only actual benefits accrued from overtime hours will be covered
(e.g., retirement, medicaifdental/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; supplanting is not allowable. The grant
covers only the costs of police department personnel. Grants do not cover contractual services. Grant -funded operations
may be conducted by personnel such as an officer, sergeant, corporal, deputy, community service officer, dispatcher,
clericalladministrative, 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'
TS approved checkpoint supplies (cones, signage, vests, PAS devices /supplies and lighting equipment) are
reimbursable provided that: 1) the total costa supplies, including tax and shipping, does not exceed the awarded
amount specified in Schedule B, and 2) the unit prices of checkpoint supplies do not exceed OTS established unit costs.
Download the Checkpoint Supply Policy from the SafeTREC website to ensure compliance of checkpoint supply
purchases. Other direct costs are not reimbursable, except for QTS- approved checkpoint supplies.
Indirect costs are not reimbursable.
Reimbursements are contingent upon the following (exceptions must be approved by SafeTREC):
I. The applicable post -operational data have been submitted using SafeTREC's on-line reporting
system.
ii. The claim form is correctly filled out, using the SafeTREC Excel -based form.
Ill. 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 reports) 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. An invoices) for the amount of checkpoint supplies is attached to the claim. The invoice must contain a
sufficlent description of the purchased item(s), quantity, and unit cost.
vii. The claim is signed by the Authorizing Official (Sox B of the grant cover page) or Individuals Authorized
to Sign Claims (Box D) as designated in the grant cover page.
viii. 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.
ix. The final claim Is submitted no later than October 31, 2014,
page 6
San Rafael, City of
Schedule C • Terms and Conditions
Sobriety Checkpoint Grant Program for 2013-2014
A. INDEMNIFICATION
Grant No. SC14381
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. NOWASSIGNABILITY
The obligations of the applicant agency under this Contract are not assignable to any third party.
D. USE OF UNIVERSITY NAME/TRADEMARKS
Applicant Agency shall not use the name of the University of California, or any abbreviation thereof, or any
name of which "University of California" is a part, or any trademarks of the University, in any commercial
context, such as may appear on products, in media (Including web sites) and print advertisements in cases
when such use may imply an endorsement or sponsorship of the Applicant Agency, its products, or services. Al
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.
page 7
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. 3 • h
DATE OF MEETING: September 16, 2013
FROM: Alan Piombo, Lieutenant
DEPARTMENT: San Rafael Police Department
DATE: August 28, 2013
TITLE OF DOCUMENT: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE EXECUTION
OF THE GRANT CONTRACT WITH THE UNIVERSITY OF CALIFORNIA BERKELEY SAFE TRANSPORTATION
AND EDUCATION CENTER FOR A $46,000 GRANT TO FUND A POLICE DEPARTMENT SOBRIETY
CHECKPOINTS PROGRAM IN SAN RAFAEL FROM OCTOBER 1, 2013 THROUGH SEPTEMBER 30, 2014.
rZ`E:,
Department Head (signature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY
AGENDA ITEM:
City Manager (signature)
NOT APPROVED
REMARKS:
APPROVED AS TO FORM:
City Attorney (signature)
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. 3.h
DATE OF MEETING: September 16, 2013
FROM: Alan Piombo, Lieutenant
DEPARTMENT: San Rafael Police Department
DATE: August 28, 2013
TITLE OF DOCUMENT: A - RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING USE OF
STATE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY GRANT FUNDS IN THE AMOUNT OF
$46,000.00 FOR A "SOBRIETY CHECKPOINT GRANT PROGRAM" ENFORCEMENT CAMPAIGN
FROM OCTOBER 1, 2013 THROUGH SEPTEMBER 30, 2014.
`Department Head (signature)
*** *** *** *** *** *** *** *** *** *** *** *** *** *** *** ***
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY
AGENDA ITEM:
City Manager (signature)
NOT APPROVED
REMARKS:
APPROVED AS TO FORM:
City Attorney (signature)