HomeMy WebLinkAboutCC Resolution 12411 (Traffic Safety Grant Funds)RESOLUTION NO. 12411
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING USE OF
STATE OF CALIFORNIA OFFICE OF TRAFFIC GRANT FUNDS IN THE
AMOUNT OF $24,408.60 FOR A "SOBRIETY CHECKPOINT" ENFORCEMENT
CAMPAIGN OCTOBER 2007 THROUGH SEPTEMBER 2008
Whereas, the State of California, Office of Traffic Safety granted the City of San
Rafael $24,408.60 in grant funds; and
Whereas, this grant money may be spent to pay overtime costs associated with
the "Sobriety Checkpoint" enforcement campaign; and
Whereas, the City of San Rafael will conduct two "Sobriety Checkpoint"
enforcement operations using the funds provided by OTS during the months of
October 2007 through September 2008; and
Whereas, the Department will use those funds for overtime personnel costs of
traffic sergeants, police officers, police service specialists, dispatchers and
administrative personnel.
NOW, THEREFORE BE IT RESOLVED, that the City Council approves the use
of $24,408.60 in grant funds.
I, Esther C. 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 17th day of December, 2007
by the following vote, to wit:
AYES: COUNCILMEMBERS: Brockbank, Connolly, Heller, Miller & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER C. BEIRNE, City Clerk
a°
The Regents of the University of California
School of Public Health, Berkeley,
y GRANT NUMBER
with Primary Funding from the
California Office of Traffic Safety SCO8381
a sa
GRANT
1. Title of Program
SOBRIETY CHECKPOINT PROGRAM FOR LOCAL LAW ENFORCEMENT AGENCIES
2. Name of Applicant Agency 4. Period of Contract
SAN RAFAEL, CITY OF Month - Day - Year
3. University of California Berkeley, Traffic Safety Center From: 10/01/07
To: 09/04/08
DAVID RAGLAND, DIRECTOR, UC BERKELEY TRAFFIC SAFETY CENTER
5. Description of Program
The goal of the Sobriety Checkpoint Program for Local Law Enforcement Agencies is to reduce the number of victims killed and injured in
alcohol involved crashes in cities participating in this program. The period of this grant contract ("Contract'), October 01, 2007 to
September 04, 2008, encompasses two national mobilization periods: the Winter Holiday Mobilization period, December 14, 2007 -
January 03, 2008 and the Labor Day Mobilization period, August 17, 2008 - September 03, 2008. The San Rafael Police Department will
conduct sobriety checkpoints in San Rafael in accordance with this Contract. The Contract includes the attached Schedules A -
Descriptions, B - Budget Estimate, Schedule B-1 - Budget Narrative, and Schedule C - Terms and Conditions.
6. Federal Funds Allocated Under This Grant Shall Not Exceed:
$24,408.60
7. Approval Signatures (Bv sianino this naae. Aaencv 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: Brian C. Donohue Phone: 510 642-3128 Name: Matthew Odetto
Title: Business Contracts Administrator Fax: 510 642-8604 Title: Chief of Police
Address: Business Contracts Office Address: P.O. Box 151560
6701 San Pablo Avenue, MC 5600 San Rafael, CA 94915 - 1560
Berkeley, CA 94720-5600
Email: donohue@berkeley.edu Email: 272@srpd.org
(Signature)
(Date) (Signature)
Phone: (415) 485-3000
Fax: (415) 485-3043
i1�t�ly�
(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: San Rafael, City of Phone: (415) 485-3000 Name:�j �� r --f2 r4 Lt(41 Title:
Office: San Rafael Police Department
Address: P.O. Box 151560 (Signatures (Date)
San Rafael, CA 94915 - 1560
Tax ID #: 94-6000424 Name:
Contact Person: David Starnes
Email: dave.starnes@srpd.org
(Signature)
Page 1
Title:
(Date)
San Rafael, City of
GOALS
Grant No. SC08381
Schedule A - Description
Sobriety Checkpoint Program for Local Law Enforcement Agencies
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 minimum of two and a maximum of 2 sobriety checkpoints by 09/04/08.
NOTE: For combination DUI/DL checkpoints, applicant agencies must issue press releases that
indicate DL's 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 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. OTS does not fund or support independent DL
checkpoints or DUI/Driver License checkpoints operating before 1800 hours.
Notify the TSC in advance if the agency: a) cannot conduct a minimum of one checkpoint during each of
the two mobilization periods (at least one must be conducted per mobilization period), b) wishes to
conduct additional checkpoints than those listed in Schedule B).
2. To participate in TSC's pre -operational training classes for officers and support personnel selected to
participate in checkpoints. Finance departments are urged to attend.
3. To collect and report data for checkpoints conducted during the Winter and Labor Day mobilization
periods using the OTS -137 data form; and to submit the OTS -137 data form(s) by the deadlines
established by the TSC. Applicant agencies will not receive reimbursement for claimed costs until they
submit these forms.
4. To collect and report data for checkpoints conducted outside the mobilization periods, using the
OTS -138 data form and to submit the OTS -138 data form(s) following the end of the applicable
quarter(s). Applicant agencies will not receive reimbursement for claimed costs until they submit these
forms.
5. To submit to the TSC all appropriately completed and requested documentation for claims made.
These include completed claim forms and supporting documentation as listed in Schedule B-1 of this
Contract. The Agency must claim only reimbursable costs per Schedule B-1, e.g., the cost of each
checkpoint does not exceed the Maximum Allowed Cost per Checkpoint. Other direct costs and
indirect costs are not reimbursable. Only authorized individuals (as listed in Boxes B and D in the
contract cover sheet) may sign the claim forms.
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
San Rafael, City of Grant No. SCO8381
Schedule A - Description (continued)
Sobriety Checkpoint Program for Local Law Enforcement Agencies
MEDIA OBJECTIVES
1. After December 19, 2007, issue a press release announcing the kick-off of this
grant, using the TSC -provided template.
2. During the mobilization periods (December 14 - January 3 and August 17- September 3), if an AVOID
media campaign is active in your county, notify your AVOID Regional Coordinator of checkpoint
locations, dates and times as early as possible in advance of all planned checkpoints. Your AVOID
Regional Coordinator will issue press releases including checkpoints conducted during the mobilization
periods to all maior media outlets in the region.
3. Also during the mobilization periods, develop and distribute to local community oaoers a press release
for each checkpoint operation, or, 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. If
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, that press release must be submitted for review and approval to the
OTS Public Information Officer at Dio Ots.ca.00v at least 14 days in advance of the operation.
4. For checkpoints conducted outside the mobilization periods, develop and distribute to local media a
press release for each checkpoint operation, or, 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. If 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, that press release must be submitted for review and
approval to the OTS Public Information Officer at DiO ots.ca.aov at least 14 days in advance of the
operation
5. Use NHTSA's DUI tagline, "Drunk Driving, Over the Limit. Under Arrest" and to use OTS's tagline
"Report Drunk Drivers. Call 911" on all news releases and checkpoint publication materials.
6. 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, 2007 — November 30, 2007)
1. Review the Contract to ensure compliance with Contract provisions.
2. Provide information to the TSC in a timely manner to expedite issuance of a University of
California, Berkeley purchase order. The purchase order must be issued to the agency before
reimbursable costs are incurred for operation of the checkpoint(s).
3. Consult the TSC and OTS web sites and read any 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. Attend TSC's pre -operational training.
6. Plan checkpoint staffing, i.e., supervisors, officers, clerical staff, community service officers, or lab
technicians, as needed to staff each sobriety checkpoint on an overtime basis.
Page 3 � � - --• ---
San Rafael, City of Grant No. SC08381
Schedule A - Description (continued)
Sobriety Checkpoint Program for Local Law Enforcement Agencies
Phase II: Mobilization (12/14/07— 01/03/08 and 08/17/08 — 09/03/08)
7. After December 19, 2007, issue a press release announcing the kick-off of this
grant, using the TSC -provided template.
8. During the mobilization periods (December 14 - January 3 and August 17- September 3), if an AVOID
media campaign is active in your county, notify your AVOID Regional Coordinator of checkpoint
locations, dates and times as early as possible in advance of all planned checkpoints. Your AVOID
Regional Coordinator will issue press releases including checkpoints conducted during the mobilization
periods to all maior media outlets in the region.
9. Also during the mobilization periods, develop and distribute to local community DaDers a press release
for each checkpoint operation, or, 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. If
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, that press release must be submitted for review and approval to the
OTS Public Information Officer at Dio anots.ca.aov at least 14 days in advance of the operation.
10. For checkpoints conducted outside the mobilization periods, develop and distribute to local media a
press release for each checkpoint operation, or, 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. If 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, that press release must be submitted for review and
approval to the OTS Public Information Officer at Diona ots.ca.aov at least 14 days in advance of the
operation
11. Use NHTSA's DUI tagline, "Drunk Driving, Over the Limit. Under Arrest" and to 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 any 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 04, 2008.
Phase III: Post Operational Data Collection (at the end of each mobilization period and each applicable
calendar quarter)
17. Prepare data collected at the checkpoints using forms downloaded from the TSC web site at:
http://www.tsc.berkeley.edu/checkpointminigrants/.
18. Submit to the TSC, Form OTS -137 for checkpoints conducted during the Winter Holiday Mobilization.
Similarly, submit to the TSC, Form OTS -137 for checkpoints conducted during the Labor Day
Mobilization.
19. Submit to the TSC Form OTS -138 for checkpoints conducted outside the mobilization periods. Submit
the Form OTS -138 following the end of the applicable quarter. If multiple checkpoints are conducted
during the quarter, summarize (total) the checkpoint statistics on a single form and send to the TSC.
Phase IV: Claim Submission (at the end of the applicable calendar quarter)
20. Compile overtime costs for operation of the grant funded checkpoints.
21. Obtain the claim forms from the TSC web site at: http://www.tsc.berkeley.edu/checkpointminigrants/.
22. Complete the claim forms titled, "Agency Information," "Claim," and "Claim Detail."
23. Obtain the signature of any of the authorized individuals depicted in Boxes B and D of the contract
cover sheet.
24. Attach to the claim forms: a) the personnel time sheets supporting the overtime personnel costs for
each checkpoint and b) the ledger report(s) supporting the actual costs incurred for the checkpoints
covered by the claim.
25. Mail the claim forms for the quarter, the personnel time sheets and the ledger report to the TSC
following the end of the applicable calendar quarter.
page 4
San Rafael, City of Grant No. SCO8381
Schedule B - Budget Estimate
Sobriety Checkpoint Program for Local Law Enforcement Agencies
The San Rafael, City of will conduct up to 2 sobriety checkpoints in San Rafael as described in Table B below.
Table B
Maximum No. Maximum Allowed Total Cost
Checkpoints Cost / Checkpoint
Winter Holiday Mobilization,
December 14, 2007 — January
03, 2008 (minimum one 1 $12,204.30 $12,204.30
checkpoint)
Labor Holiday Mobilization,
August 17, 2008 — September 1 $12,204.30 $12,204.30
03, 2008 (minimum one
checkpoint)
Number of checkpoints in the
months outside the mobilization 0 $12,204.30 $0.00
periods
MaximumN'Umber of 2 Maximum Reimbursable $24,408.60
Checkpoint's Amount (Grant Total)
page 5
San Rafael, City of Grant No. SC08381
Schedule B-1 - Budget Narrative
Sobriety Checkpoint Program for Local Law Enforcement Agencies
The San Rafael, City of will be reimbursed for personnel costs to conduct the checkpoints. Other direct costs
and indirect costs are not reimbursable.
Budgeted grant activities will be conducted by personnel on an overtime basis. Grant -funded operations may
be conducted by personnel such as an Officer, Lieutenant, Sergeant, Corporal, Deputy, Community Services
Officer, Dispatcher, etc. depending on the titles used by the agency. Personnel will be deployed as needed to
accomplish the grant goals and objectives. Personnel categories not listed in the application form may be
assigned to the checkpoint on an overtime basis.
Overtime reimbursement will reflect actual costs (OT hourly rate and overtime benefit rate) of the personnel
conducting the appropriate operation(s) up to the amount of the approved cost estimate per checkpoint of
$12,204.30. The maximum allowed cost per checkpoint is based upon the overtime rates submitted by the
grantee.
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.
Reimbursements are contingent upon the following:
i. The applicable OTS -137 or OTS -138 report has been submitted.
ii. A press release for each checkpoint has been submitted; or, if multiple checkpoints are conducted
within a seven-day period, a press release for the seven-day period has been submitted.
iii. Claim forms titled, "Agency Information," "Claim," and "Claim Detail" are complete and correctly filled
out.
iv. Personnel overtime slips supporting the overtime personnel costs for each checkpoint are attached to
the claim.
V. A ledger report(s) supporting the actual costs incurred for each of the checkpoints covered by the claim
is attached to the claim.
vi. The claim is signed by the Authorizing Official of the Applicant Agency or by one of the Additional
Individuals designated by the Authorizing Official to sign claims, as designated in the contract.
vii. Changes in the Authorizing Official of the Applicant Agency or the designation of an additional
individual(s) to sign claims are documented in accordance with TSC documentation requirements.
viii. The final claim is submitted no later than October 15, 2008.
Page 6 _ . .
San Rafael, City of Grant No. SC08381
Schedule C - Terms and Conditions
Sobriety Checkpoint Program for Local Law Enforcement Agencies
A. INDEMNIFICATION
Applicant Agency agrees to indemnify, defend, and save harmless the State of California, its officers, agents,
and employees, the Regents of the University of California, its officers, agents, and employees from any and all
claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any
other person, firm, or corporation furnishing or supplying work services, materials, or supplies in connection with
the performance of this Contract, and from any and all claims and losses accruing or resulting to any person,
firm, or corporation who may be injured or damaged by Applicant Agency in the performance of this Contract.
B. GOVERNING LAW
This Contract shall be governed by and construed in accordance with the laws of the State of California.
C. NON -ASSIGNABILITY
The obligations of the applicant agency under this Contract are not assignable to any third party.
D. USE OF UNIVERSITY NAME/TRADEMARKS
Applicant Agency shall not use the name of the University of California, or any abbreviation thereof, or any
name of which "University of California" is a part, or any trademarks of the University, in any commercial
context, such as may appear on products, in media (including web sites) and print advertisements in cases
when such use may imply an endorsement or sponsorship of the Applicant Agency, its products, or services. All
uses of the University's name and trademarks, therefore, must first receive prior written consent of The Regents
of the University of California through the Office of Marketing & Business Outreach. This policy is in compliance
with the State of California Education Code Section 92000.
E. TERMINATION
Each party has the right to suspend, terminate or abandon the execution of any work by the Applicant Agency
without cause at any time upon giving prior written notice. In the event that this Contract is suspended,
terminated, or abandoned, the Regents of the University of California shall pay the Applicant Agency for
services provided hereunder prior to the effective date of said suspension, termination, or abandonment. Said
payment shall be computed in accordance with the Payment 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