FY 2019 HSGP NOFO
or the EHP review process, including the submittal of EHP review materials, should be sent to pdehpinlb(thli.ma.dhs.gov. ER? Technical Assistance, including the EFIP Screening Fonn, can be found online at https://www. lema.gov/rned ia-I ibrary/assets/documents/90 195.
Systems Information
Grants.gov
For technical assistance with Grants.uov, call the customer support hotline 24 hours per day, 7 days per week (except federal holidays) at (800) 518-4726 ore-mail at [email protected].
Non-Disaster (ND) Grants
For technical assistance with the ND Grants system, please contact the ND Grants Helpdesk at ndwantsltima.gov or ($00) 865-4076, Monday through Friday, 9:00 a.m. — 5:00 p.m. El.
Payment and Reporting System (PARS)
DHS/FEMA uses the Payment and Reporting System (PARS) for financial reporting, invoicing and tracking payments. DHS/FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to recipients. To enroll in the DD/EFT, recipients must complete a Standard Form 1 19A, Direct Deposit form.
H. Additional Information
GPD has developed the Preparedness Grants Manual to guide applicants and recipients of grant ftinding on how to manage their grants and other resources. Recipients seeking guidance on policies and procedures for managing preparedness grants should reference the Manual for further information. Examples of information contained in the Pteparedness Grants Manual include:
• Conflicts of Interest in the Administration of federal Awards and Subawards; • Extensions;
• Monitoring:
• Procurement Integrity; and
• Other Post-Award Requirements.
In response to recent disasters, FEMA has introduced a new lifelines construct, in order to enable the continuous operation of government functions and critical business essential to human health, safety, or economic security during and after a disaster. To learn more about lifelines, please refer to the Preparedness Grants Manual, or visit http:/Avww. iema.gov/national-planning-frameworks.
FY 2019 HSGP NOFO
EXHIBIT G
LOS ANGELES COUNTY/DEPARTMENT OF AUDITOR-CONTROLLER
SHARED SERVICES DIVISION
GRANT PAYMENT REQUEST
SECTION k SUBIIITTING YOUR �T . . ., ..
Please submit Grant Payment Request Form along with legible supporting documents to: 1. Grant Name & Year:
Grants(@auditor.lacoun�.gov I I
In the event e-mail is not available, you can mail your Grant payment request to (please do not fax or send duplicates):
Department of Auditor-Controller
Shared Services Division/ Attn: Grants Unit I I 3470 Wilshire Blvd., Suite 812 Los Angeles, CA 90010
am;;" , _.... B: -· ___ II t;J ·-.,."-"' ..
1. Sub-recipient's Name: (reimbunsement check will be made payable to a payee entered 13. Taxpayer ID#: 4. Contact's Name:
·-·
2. Mailing Address (please let us know where you want your check delivered, including attention line if necessary)· 4. Contact's phone:
4. Contact's e-mail:
: . SECTION C! DETAIL PAYMENT REQUEST iNFORIIATioN --'-' ·- . '
4. EHP required? 6. PURCHASE METHOD
1. SOLUTION AREA 2. PROJECT# (Environmental & Historic 5. VENDOR'S INVOICE# (including Training) 7.CLAIM (e.g. equipment, training, (e.g. 011.22) Preservation) (Maximum of 5 Invoices) AMOUNT planning, exercise, organization) (indicate the
If Competitive, amount per each
No Yes Indicate the # of Non-Competitive Sole Source line) (attach State bids. Bid
Approval)
$ 8. TOTAL
. �-- -
. -- - · · - · - - ---- - - -.�
.
-
SECTION E: FOR SSD USE ONLY- -
I certify thal (please use the checkbox).
3. 4.
D 1. I am the duly autholized officer of the claimant herein and this claim is ,n all respect true and correct. All expenditures were made ,n accordance with applicable laws. rules, regulations and grant conditions and assurances
□ 2. All instructions for this form were followed and all the support,ng documentation (per instructions) Is included with t111s claim
------------------ AUTHORIZED SIGNATURE DATE
-------------- AUTHORIZED PRINTED NAME AUTHORIZED TITlE
5. AUTHORIZEO CONT ACT INFORMATION (If different from Section B):
PHONE# __________ _
E•MAIL
NOTE: This Form is intended for Internal SSD review purpose only.
Revised on December 2019
STAMP WITH RECEIVED DATE HERE:
ASSIGNED INVOICE NO.:
COUNTY OF LOS ANGELES
DEPARTMENT OF AUDITOR-CONTROLLER/ SHARED SERVICES DIVISION INSTRUCTIONS TO COIIPlE1E THE GRAtn' PAYMENT REQUEST
Purpose of these instructions:
To assist sub-recipients in completing the Grant Payment Request. We appreciate your participation in this program, for questions or suggestions please use our e-mail below to contact us. Please do not send these instructions to us, they are to be used for your guidance only.
ISECllON A: GEN�RAL 111STRUC110NS FOR SUBl■SSION OF GRANt PAYIIENT REQUEST In numeral 1 of this section, please enter the name and year of the grant program that you are submitting for payment. In addition, please help us expedite the process of your Homeland Security claims by:
• Completing the Grant payment request correctly and according to these instructions. • Submitting your Grant payment request using our e-mail-> [email protected] (please do not fax documents). • Sending your Grant payment request only once (we do not require original documents and duplicates will slow down our process). • Using the checkboxes to ensure all the required supporting documents and files accompany your Grant payment request. Supporting documents are flagged for your convenience with a checkbox within the corresponding areas. • Ensuring that all documents attached to your Grant payment requests are legible. • Submitting Grant payment request timely. We do not guarantee the process of Grant payment requests that are submitted late or too close to the final due date. Reimbursable expenditures need to be charged within the performance period of the grant and submitted to us as soon as they are incurred.
!SECTION B: SUB-RECIPIENT'S INFORIIATIQN
The following numerals provide the Instructions to fill in the corresponding numeral in the form:
1. Please enter the name of the agency requesting for payment. The name of the agency should be typed according to its signed agreement and as you need it to appear in the payee line of the reimbursement check.
2. 3.
4. Please enter the complete address (street number and name, city, zip code) and attention line where you will need to receive the reimbursement check. Please note that this is not necessary for L.A. County departments.
Please enter the tax ID of the governmental entity requesting payment. Please leave blank for L.A. County departments.
Please enter the information of the person that can assist us with detail claim questions. �- - .. . . .- -- -- -
- - - -
In order to expedite your Grant payment request, in this area's grid, include a maximum of five (5) invoices or reimbursements charges (one charge or one Invoice per line). The invoices or charges need to share the same solution area, project#.
The following numerals provide the instructions to fill in the corresponding numeral in the form:
1. Enter the solution area corresponding to the claim. This information is found in the latest budget of the grant. Examples of solution areas are:
equipment. training, planning or exercise.
2. Enter the project# corresponding to the claim. This information is found in the latest budget of the grant. An example of Item# is 17.020.
4. Check with an X under either yes or no according to the claim's Environmental & Historical Preservation (EHP) requirements from the State. EHP approval needs to be obtained from the State prior to the start of the project on certain equipment items (see AEL description) or training/exercise projects. Please attach the following:
a) D State EHP Approval: if required by the state for your claim.
Revised on 11/20/2017
!SECTION
5. If the expenditures
C: (Continued)
that you are claiming were purchased thru a vendor or contractor, please enter the invoice# in the grid area. Please note that you are responsible for following acceptable purchasing policies and for documenting your procurement process. Additionally please include the following documentation with your claim:
a) D Copy of the invoice: Please attach an invoice that provides sufficient information to be used as a cross reference with the items described in your grant line item and AEL #. When the invoice includes items that are not being claimed or that belong to different claims or grants, please circle and designate on the invoice the items that you are requesting for reimbursement. Each item circled must have a project#, a funding source, and a total. Purchase orders and price quotes will not be accepted in the place of the invoice. b) D Copy of the purchase order
c) D Print out of the corresponding AEL # (Authorized Equipment List number). The AEL listing can be found at:
https://www.rkb.us/fema_grants.cfm
d) D Proof of payment of the Invoice: The proof of payment for L.A. County Departments is the printout from e-CAPS showing that the check cleared the bank. The proof of payment for other than L.A. County Department is the corresponding copy of the bank's cleared check . e) D Calculations for use tax paid: When use tax is paid, clearly show the calculations of the use tax in the invoice included in your claim. f) □ Proof of payment of the use tax: Please provide official documents which authenticate the remittance of the use tax to the state, the amount and the reference to the invoice being claimed.
g) □ Federal Debarment Listing: Please provide a screen print out of the queried Federal Debarment Listing at http://www.sam.gov/portal/public/SAM. (you will need a usemame and a password; if you don't please create an account) . The listing needs to be queried prior to the selection of the vendor.
6. If you are claiming services, supplies, training related costs, or any other type of items purchased thru a vendor or contractor or government agency, please indicate with an X the method that you used to acquire the items (do not leave blank or mark more than one). Please note that competitive bid, non-competitive bid or sole source are the only valid purchasing methods. a) D Competitive Bid: for projects that received more than one bid. Please indicate number of bids received (must be more than one). b) D Non-Competitive Bid: for single bid purchases of $250,000 or more (effective June 21, 2018) to a single vendor or a single project, please attach the approval from the State. The approval needs to be requested from the State prior to the start of the project. c) D Sole Source: for non-bid purchases of $250,000 or more effective (June 21, 2018) to a single vendor or a single project, please attach the approval from the State. The approval needs to be requested from the State prior to the start of the project.
7. Enter the amount of your claim after you verify that your budget is sufficient to cover your request. When the amount of the budget is not sufficient, please let your Program Coordinator know of the possible need for budget modification.
8. Enter the ''Total Amount" by adding the subtotal claims included in each line. - I
• • • • - • -
- " - - - -- - -
The following numerals provide the instructions to fill in the corresponding numeral in the form:
1. Please read and check the box provided if you are an authorized signor.
2. Please read and check the box provided if you are an authorized signor.
3. Please sign the Grant payment request if you are an authorized signor of your agency. 4 & When the authorized person is the same as the contact person in Section B you do not need to enter the authorized contact information. If the
5. authorized person and the contact person in Section B are different, please enter all the fields in this area as requested.
Revised on 11/20/2017
- - - ---- - - -- - - - - - - - - - - - - - -
' . - ' -;; - - .. ' - : - . . . .. .. ., - -: . \ "
. - --· -· --- - - - - - - - -- - - . - . -- - - - - - - - -- - - For Equipment Claims:
a) D Equipment Inventory Listing (Print out & Excel File): Please include both the printout of the listing and the corresponding excel file with your claim. The excel file is used to submit your claim with the state and the printout as backup document for audits. If there is no serial # for your equipment please assign a valid ID tag, or write "Consumable" (if it applies) or write N/A. please do NOT leave the corresponding space blank. •
1 Please refer to the Instructions to Equip lnty Tab for completion procedures of Equipment Inventory.
Additionally, please enter the appropriate CBRNE Mission (Chemical, Biological, Radiological, Nuclear, or Explosive) in the column titled "Equipment Description & Quantity". This only applies to vehicles with AEL # 12VE-OO-MISS (Vehicle Specialized Mission:CBRNE).
You need to inform us of any changes on the items above • 1 . This applies to each piece of equipment added in the Inventory Listing, including when the items are disposed and/or no longer useful. We will update the master inventory listing (per grant requirement) according to the information you give us. Please make sure that you include all the attachments that are necessary to provide us with the requested information.
For Training Claims:
a) D State Sole Source Approval: If you are claiming training related costs thru a Non-Competitive Bid or Sole Source training provider, regardless the purchased amount, please attach the State's approval (effective December 03, 2018). The approval needs to be requested from the State prior to the start of the project.
State-Sponsored Training Reporting Form (with the tracking request#): Please add this form along with the Training Request Form Training Officer (POC), which you completed at the website, to the claim's backup documentation. All the backup documentation submitted for the training claim needs to agree with the training period and the detail description on the Training Reporting Form and the line item of the Grant. Training request #'s must be obtained from the State prior to the start of the project. c) D Receipts and paid invoices: please include the complete copy of the receipts and paid invoices with your claim for itemized costs such as air plane tickets, hotel stays, instructor's fees, workshop cost, facilities fees, consulting services, etc. Additionally, you will need to include the documents requested in numeral 5 under Section C.
If you are including personnel cost with your training claim, please add the following:
d) D Personnel List (Print out & Excel File): Please include both the printout of the listing and the corresponding excel file with your claim. The excel file is used to submit your claim with the state and the printout as backup document for audits. e) D Documents that certify completion of the training: please attach supporting documents that show the class name, dates of training, # of hours of the training class, printed name and signature of individual taking the class and approval signature from supervisor or trainer (attach the information for backfilled positions also). Examples of documents that certify completion of training are:
f) □
g) □
h) 0
i
) □
• Attendance sheets (signed by employee and instructor) • Sign in sheets (same as above) • Signed training certificates Summary Listing of Charges: Please use the Training Summary Sheet form provided in this claim packet that clearly shows the breakdown of the training charges per employee and that match the total claimed. This form includes the following: employee name, assignment, job title, date, salary, hours claimed, regular rate, overtime rate, employee benefits rate, claim amount per employee, clear calculations of amount claimed per employee and total (equal to the amount claimed).
Please ensure that the Training Summary Sheet is verified/approved by an authorized signatory, with printed name and title, and dated.
Backup for the Benefits Rate: If you are adding benefits to your claim, please make sure that you include the official calculation for the rate used.
Timecards: Include a printout of the corresponding timecards. Manual timecards need to indicate the# of hours charged per day to the grant, supervisor's signature, employee name and signature. Automatic system generated timecards need to be approved and include the name of the employee and hours charged per day to the grant.
Explanation of timekeeping codes: When the supporting documentation (timesheet, payroll register, etc.) includes timekeeping codes please provide a printout with the explanation of the usage as detailed as possible.
Revised on 11/20/2017
j) □
k) 0
Payroll register: The payroll register needs to clearly support and explain the amount claimed per employee. It also needs to show the salary, hourly rate, employee benefits and overtime rate.
Roster of backfilled positions: When you are claiming overtime for a backfilled position, please attach the backfilled roster to your claim.
The roster needs to include the name of the backfilling employees, a short description of duties performed, the corresponding employee whose duties were covered and the dates accordingly. Please make sure that the roster is signed and that you include documentation corresponding to the employee covered by the backfilling position.
For Planning Claims:
a) D Deliverable (or final product): Please include with your claim the final product of the planning activity (deliverable) that was identified in the grant award.
b) 0
c) D
d) 0
Signed Certificate of Completion: The certificate of completion can be an e-mail confirming that the planning activity was completed.
Invoices: If your planning claim includes charges invoiced by vendors, please see requirements and documents you need to attach to your claim form under Section C (numeral 5 and numeral 6).
Supporting Documentation for Personnel Cost: When your planning claim includes personnel cost, please see d) to i) under Training Claim (supporting documents needed) and add to the documentation.
For Exercise Claims:
a) D Proof of State Approval of After Action Report (AAR): In order for your AAR to be approved you have to submit it to the State using the ODP Portal (see link below), within 90 days after completion of the exercise. You need to notify the State when the AAR is uploaded so they can proceed with the approval process.
https://hseep.dhs.gov/DHS _ SSO/
b) D Invoices: If your exercise claim includes charges invoiced by vendors please see requirements and documents you need to attach to your claim form under Section C (numeral 5 and numeral 6).
c) D Supporting Documentation for Personnel Cost: When your exercise claim includes personnel cost, please see d) to i) under Training Claim (supporting documents needed) and add to the documentation.
For Organization Claims: Please see above b) and c) under Exercise Claims Revised on 11/20/2017
GRANT NAME:
SUB-RECIPIENT:
DATE OF REPORT: _____________ _
Grant Project
Vear Number
AEL
No.
Description of Property
N Grants/SUbretiplent Monltoring/Forms/Propery & Equipment Inventory Llstina Revl�d 12/2019
Serial #or
Other ID#
GRANT PROPERTY AND EQUIPMENT INVENTORY LISTING
SAFECOM
Consult
{Yes/No/NA)
Source of
Property
{SHSP or
EMPGGrant
Drn•r::an1\
Department
{TIiie Holder)
Vendor
Name
Invoice
Number
Ac.9.ulsltlon
Date Cost
"of FED
Participation
Location
P.
Use & Condition Disposition
of
{N=New, Date Sale Price
DzDeployed,
O=Outof
�rvlr•. L=I net
Equipment Inventory Listing
Procedures for Completion
OBJECTIVE: To provide an equipment inventory listing that links the State Homeland Security Workbook, to the Equipment Ledger and to the Equipment Listing to simplify the tracking and accountability; and to eliminate duplication and confusion.
Field
(1)
(2)
(3)
(4)
(5)
(7)
(8)
(9)
(10)
(11)
(12)
(13)
(14)
(15)
(16)
(17)
(18)
(19)
(20)
(21)
Date Element
Grant Name
Sub-Recipient
Date of Report
Grant Year
Project#
AEL No.
Description
Serial # or Other ID #
Safecom consult
Source of Property
Title Holder
Vendor Name
Invoice Number
Acquisition Date
Acquisition Cost
% of Fed Part
Location
Use & Condition
Disposition data
Sale Price
Procedure
SHSP or EMPG
Name of your agency
Date report completed {1}
Grant Year of funds used to purchase equipment
Project Number (from Grant Workbook Project Sheets)
Authorized Equip Listing No (from Grant Workbook)
Description of the equipment
Serial # or Other identification # used
Fill out either by Yes, No, or N/A
Funding source, i.e, SHSP, EMPG, etc.
Name of agency (City/Department)
Name of the vendor
Invoice number
Date equipment acquired
Cost of the individual equipment item
Fed participation in the cost of equipment
Location of equipment
Use & condition {2}
Date of disposition
Sale price, If applicable, or N/A for not applicable
The Equipment Inventory Listing must be completed in its entirety to meet the objective of the form.
Note {1}: This date should be the date the physical inventory of equipment was taken and the results reconciled with the equipment records (at least once every two years).
{2} Indicate: N = New, D = Deployed, 0 = Out of Service, L = Lost & S = Stolen Distribution
Copy maintained in sub-recipient file
Copy forwarded to Shared Services Division
Grant Name
Jurisdiction Name:
Training Provider:
OHS Approved Course Title:
Non-SLGCP Course Title & OHS Tracking No.
(requires pre-approval thru OEM)
Date of Course:
Class/ Exercise Duration/Hours:
Uf.tjQ. iMBJ.QlB NAME WHi�Mm
1 2
3 4
5 6
7 8
9 10
GRAND TOTAL
Approved by
Authorized s;gnature
Pnnt Name and Title
TRAINING TRAINING
REQUEST• START DATE
IlII&
, nor T-n,w\
Dato
Training Summary
Sheet
TRAINING END
DATE
J&6Bl
MnllD!l
.QI B5RATE 2I.B.!Ii QI.W
$ $
mlm1DIL
..&:ul!lL
f2r.
£_......_ emnklVH1
Benafthl? A.a ........ 1:1 ... �
TOTAL
$
s
-
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
PLANNING ROSTER
Project Planning ActiVity Solution Area Olsclpffne Funding Source Total1Cost Total Claimed cash Request Final Product Sub-Category Number -
I GRAND TOTAL '$ I I I I
Approved by:
Authorized Signature
Print Name and Title Date
FMFW v1 .09- 06/09
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
EXERCISE ROSTER
Project Exercise Tltle Funding Source Solution Area Discipline cash Request Total Cost Total Oaimed Conducted By Date of Exercise Type Exercise Role Date AAR entered Into HSEEP Sub-category Number Exercise - -
GRAND TOTAL I !$
Approved by:
Authorized Signature
Print Name and Title Date
FMFW v1 .09-06/09
8. Notes on Personnel Cost:
In general, costs associated with:
D Work performed under contract for a specific deliverable DOES NOT count against the personnel cap, however,
D Work performed under contract for an undefined period, such as for personnel costs supporting operational activities, including general planning, training or exercise activities DO count against the personnel cap; and
D Work performed by all non-contractor personnel, including for full- or part-time staff and operational overtime DO count against the personnel cap.
The following examples would not count towards the personnel cap:
□ Vendor installation of a radio tower;
□ Vendor training on new equipment purchased;
□ Contractor hired to create an Emergency Operations Plan; □ Contractor hired to provide deliveries of ICS 400; and D Contractor hired to assist with planning, training, evaluating, and reporting the effectiveness of a specific exercise.
The following examples would count towards the personnel cap:
D Contractor hired to be the State's WMD training instructor with no specific deliverables under contract;
□ Contractor hired to facilitate unidentified number of exercises throughout the performance period;
□ Contractor hired to be the part-time auditor of Homeland Security Grants throughout the year; and □ Contractor hired to be an intelligence analyst.
CALIFORNIA GOVERNOR'S OFACE OF EMERGENCY SERVICES (Cal OES) • Total Salary &
Project Employee Name Project/ Deliverable Funding Discipline Solution Area Solution Area Sub Dates of Payrol I Benefits charged Total Project REIMB Total Cost Charged Source category Period for this Reporting Hours Request# to Grant Period
- - N/A -
·-
F ��w v1.1;a - 2015
,,
I ,_
;
'c,
�'
,.
i '
�
'
�
'
FMFW vl.lSa - 2015
ANmI
EXHIBIT H
a4Iv•rL. •
Work Order No. 8.6 lB Attachment D Sub-Recipient Monitoring Instrument Page 21 of 54 Sub-Recipient Monitoring Instrument
Project Title
Los Angeles County Homeland Security Grant
Monitoring Reports tot Fiscal Years 2016-17 and 2017-18 A. TRAINING
Objective
To determine that the Training expenditures were appropriately documented and the activities aligned with the projects goals and objectives. If the Training activities involved using consultants or contractors, determine if the Sub-Recipient followed the appropriate procurement policies. Use Work Sheets I and 3. (See Attachment E — Sub-Recipient Monitoring Worksheets.)
Verification Yes No Comment
1. Did the Sub-Recipient receive funding for training
expenditures? (If yes, then continue.
2. Did the Sub-Recipient receive prior approval from —
the State either via email or other documentation
and did it include the training course name and
number?
3. Did the project requite an Environmental, Historical, Preservation fEHP) approval?
If so, did the Sub-Recipient receive prior approval
from the State before conducting the training?
4. Did the Sub-Recipient appropriately document the —
Training expenditures using employee timecards,
sign-in sheets, and certificates of training?
5. If the Training expenditures relate to the use of
consultants/contractors, did the Sub-Recipient
follow proper procurement procedures to hire the
consultants or contractors?
6. Did the Sub-Recipient accurately report the —
Training expenditures in their accounting records?
7. II the project included overtime expenditures for —
training answer 7.a and 7,b.
a) Did the Sub-Recipient maintain employee —
timecards to appropriately document the overtime
expenditures?
b) Did the Sub-Recipient accurately report the —
overtime expenditures in their accounting records?
Work Order No. 8-61S Attachment D
Sub-Recipient Monitoring Instrument Page 22 of 54
8. If the project included backfill expenditures for — — training, answer 8.a and 8.b.
a) Did the Sub-Recipient appropriately document
the backfill expenditures using employee
timecards, sign-in sheets?
b) Did the Sub-Recipient accurately report the
expenditures in their accounting records?
9. Were the employee timecards utilized in training
activities signed and dated by a direct supervisor?
10. Were The training expenditures consistent with the — State approved grant award and)or post award
modification(s) as identified on Attachment G —Sub
Recipient Expenditures?
11 Ensure that Sub-Recipient corrected areas of non- —
compliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reports maintained by HSGA.
a) If the project prior Grant Year monitoring report =
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) if the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not been
resolved and what the Sub-Recipient is doing to
resoTve the prior year finding and indicate such in
the_current_report.
B. PLANNING
Objective
To determine that the Planning expenditures were appropriately documented and that the activities aligned with the project’s goals and objectives. if the Planning activities involved using consultants or contractors, determine if the Sub-Recipient followed the appropriate procurement policies. Use Worksheets I and 3. (See Attachment E — Sub-Recipient Monitoring Worksheets.)
Verification ]No Comment 1. Did the Sub-Recipient receive funding for Planning expenditures? (If yes, then continue.)
2. Did the Sub-Recipient appropriately document the
Planning expenditures providing copies of the
support documentation that indicated the efforts
made to produce the final product and a copy of the
product produced?
3. If the Planning expenditures relate to the use of —
consultants or contractors, did the Sub-Recipient
follow proper procurement procedures to hire the
Work Order No. 8-61B Attachment D
Sub-Recipient Monitoring Instrument Page 23 of 54
consultants or contractors?
4. Did the Sub-Recipient accurately report the
Planning expenditures in their accounting records?
5. If the project included overtime expenditures for
planning, answer 5.a and 5.b,
a) Did the Sub-Recipient maintain employee —
timecards to appropriately document the overtime
expenditures?
b) Did the Sub-Recipient accurately report the —
overtime expenditures in their accounting records?
6. If the project included backfill expenditures for —
planning, answer 6.a and 6.b.
a) Did the Sub-Recipient maintain employee
timecards to appropriately document the backfill
expenditures?
b) Did the Sub-Recipient accurately report the
expenditures in their accounting records?
7. Were the employee timecards, utilized in Planning —
activities signed and dated by a direct supervisor?
B. Were the Planning expenditures consistent with the — State approved grant award and/or post award
modification(s) as identified on Attachment G - SubRecipient Expenditures?
9. Ensure that Sub-Recipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring
reports maintained by HSGA.
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not been
resolved and what the Sub-Recipient is doing to
resolve the prior year finding and indicate such in
the current report.
C. EXERCISES
Objective
To determine that the Exercise activities were appropriately documented and were aligned with the project’s goals and objectives. If the Exercise activities involved using consultants or contractors, determine if the Sub-Recipient followed the appropriate procurement policies. Use Worksheets 1 and 3. (See Attachment E — Sub-Recipient Monitoring Worksheets.)
Work Order No. 8-618 Attachment D Sub-Recipient Monitoring Instrument Page 24 of 54 Verification )Yes No Comment
1. Did the Sub-Recipient receive funding for
Exercise expenditures? (If yes, then continue.)
2. Did the Sub-Recipient appropriately document the
Exercise expenditures by submitting an After
Action Report (MR) to the HSEEP for the
exercise activities? (Only copy of e-mail from Cal
OES is required for approval of the AAR.)
3. Did the project require an Environmental, —
Historical, Preservation (EHP) approval?
If so, did the Sub-Recipient receive prior approval
from the State before conducting the exercise?
4. If the Exercise expenditures related to the use of consultants or contractors, did the Sub-Recipient follow proper procurement procedures to hire the
consultants or contractors?
5. Did the Sub-Recipient accurately report the
Exercise expenditures in their accounting
records?
6 If the project included overtime expenditures for
exercises answer 6.a and 6.b.
a) Did the Sub-Recipient appropriately document
the overtime expenditures using employee
timecards?
b) Did the Sub-Recipient accurately report the
overtime expenditures in their accounting
records?
7. If the project included backfill expenditures for — — exercises, answer 7.a and 7.b
a) Did the Sub-Recipient appropriately document —
the backfill expenditures using employee
timecards?
expenditures
b) Did the Sub-Recipient accurately report the — —
in their accounting records?
8. Were the employee timecards utilized in exercise —
activities signed and dated by a direct supervisor?
9. Did the Sub-Recipient enter the AAR and — —
Improvement Plan on the State Office of Domestic
Preparedness secure portal within 60 days
following completion of the exercise?
10. Were the exercise expenditures consistent with
the State approved grant award and/or post
Work Order No. 8-618 Attachment D
Sub-Recipient Monitoring Instrument Page 25 of 54
award modification(s) as identified on Attachment
G — Sub-Recipient Expenditures?
11 Ensure that Sub-Recipient corrected areas of
non-compliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reports maintained by HSGA.
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Gtant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Sub-Recipient is
doing to resolve the prior year finding and indicate
such in the current report. —
0. EQUIPMENT
Objective
To determine that the Equipment expenditures are supported by invoices and that a listing of equipmenUproperty is maintained by the Sub-Recipient. To determine that the purchases aligned with the project’s goals and objectives. Use Worksheets 2 and 3. (See Attachment E — Sub-Recipient Monitoring Worksheets.)
Verification Yes No Comment
1. Did the Sub-Recipient receive funding for
Equipment expenditures? (If yes, then continue.)
2. Did the project require an Aviation,
Environmental, Historical, Preservation, Sole
Source or Watercraft approval?
If so, did the Sub-Recipient receive prior approval
from the State before purchasing the equipment?
3. Did the Sub-Recipient maintain invoices to
support the Equipment expenditure(s)?
4. Did the Sub-Recipient follow proper procurement — —
procedures to purchase the equipment and were
the items listed in the Federal “Authorized
Equipment List” (AEL)?
5 Did the Sub-Recipient accurately report the —
Equipment expenditure(s) in their accounting
records (including a copy of the cancelled check
or equivalent)?
6. Did the Sub-Recipient maintain an equipment
inventory that listed the following?
a) Description of equipment
Work Order No. 8-61B Attachment D Sub-Recipient Monitoring Instrument Page 26 of 54 b) Serial NumberlEquipment Number
c) AEL No.
d) Fund sourcelGrant year
e) Title holder
f) 100 percent of federal participation. If no, —
then identify percentage.
g) Acquisition date
h) Acquisihon cost
i) Equipment location (as of a specific date) =—
j) Use and Condition ot equipment (as of a =
specific date, useful life, etc.)
k) Disposition data including date & sale price, —
fif applicable)
7. Did the Sub-Recipient conduct an inventory of — =
equipment purchased with Cal 065 grant funds
at least once every two years?
8. Was the equipment physically inspected to
ensure:
a) The equipment existed and agreed to inventory listing. b) The equipment worked and that adequate
trained staff ate availabre to operate the
equipment.
9. Did the Sub-Recipient maintain the equipment in —
a secure location?
10. did
For property other than equipment (i.e., supplies), —
the Sub-Recipient have controls and
accountability to safeguard and ensure that the items are used solely for authorized purposes?
11. If
Did the Sub-Recipient dispose of the equipment? —
yes, answer 11,a and 11.b.
a) Was the disposition consistent with federal —
regulations?
b) What is the status of the proceeds received
from the disposal?
12. Did the Sub-Recipient have a policy for damaged, — — destroyed, lost or stolen equipment including but
not limited to informing the County/Cal QES, steps to replace the equipment and an —
Work Order No. B-61B Attachment 0
Sub-Recipient Monitoring Instrument Page 27 of 54
investigative process?
13. Were the equipment expenditures consistent with —______________________ the State approved grant award and/or post
award modification(s) as identified on Attachment
G — Sub- Recipient Expenditures?
14. Ensure that Sub-Recipient corrected areas of
non-compliance that remain outstanding and were
reported as findings in prior Grant Year
monitoring reports maintained by HSGA,
a) if the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Sub-Recipient Is
doing to resolve the prior year finding and indicate
such in the current report.
E. ORGANIZATION
Obective
To determine that the Organization expenditures were appropriately documented and that the activities aligned with the project’s goals and objectives. If the Organization activities involved using consultants or contractors, determine if the Sub-Recipient followed the appropriate procurement policies. Use Worksheets 1 and 3. (See Attachment E — Sub-Recipient Monitoring Worksheets.)
Verification Yes No Comment
1. Did the Sub-Recipient receive funding for
Organization_expenditures?_(If_yes,_then_continue.)
2. Did the Sub-Recipient appropriately document the
Organization expenditures providing copies of the
support documentation that substantiated
expense?
3. If the Organization expenditures relate to the use of consultants or contractors, did the Sub-Recipient
follow proper procurement procedures to hire the
consultants_o_contractors?
4. Did the Sub-Recipient accurately report the
Organization expenditures in their accounting
records?
5. If the project included overtime expenditures for
Organization,_answer_5.a_and_5.b.
a) Did the Sub-Recipient maintain employee
timecards to appropriately document the overtime
expenditures?
b) Did the Sub-Recipient accurately report the
overtime_expenditures_in_their accounting_records?
6. If the project included backfill expenditures for
Organization,_answer6.a_and6.b.
a) Did the Sub-Recipient maintain employee
Work Order No. 8-618
Sub-Recipient Monitoring Instrument
Attachment D
timecards to appropriately document the backfill
expenditures?
b) Did the Sub-Recipient accurately report the
expenditures_in_their_accounting_records?
7. Were the employee timecards, utilized in Organization activities signed and dated by a direct supervisor? —______________________ 8. Were the Organization expenditures consistent with the State approved grant award and/or post award
modification(s) as identified on Attachment G -Sub
-_Recipient_Expenditures?
9. Ensure that Sub-Recipient corrected areas of non
compliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reports_maintained_by_HSGA.
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and indicate
such in the current report as resolved. —
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not been
resolved and what the Sub-Recipient is doing to
resolve the prior year finding and indicate such in the current report. =
Quote for:
San Marino Police Department
Attn:
Tim Tebbetts
Reference:
Mobile Units (Grant Funded), 5 Years Hosting
Quote By:
Daniel Ramsden
Date:
02-12-21
Vigilant Solutions, LLC
1152 Stealth Street
Livermore, California 94551
(P) 925-398-2079 (F) 925-398-2113
Issued To: San Marino Police Department - Attention: Tim Tebbetts Date: 02-12-21 Project Name: Mobile Units (Grant Funded), 5 Years Hosting Quote ID: DAR-1392-04
PROJECT QUOTATION
We at Vigilant Solutions, LLC are pleased to quote the following systems for the above referenced project:
Qty Item # Description
(2) Mobile LPR SYS-1
CDM-3-234-RHD
Mobile LPR 3-Camera Reaper High-Definition System (Expandable to 4 Cams) Hardware:
● Qty=1 8mm lens package
● Qty=1 12mm lens package
● Qty=1 16mm lens package
● VLP-5200 Processing Unit
● Wiring harness w/ ignition control (Direct to Battery) o Single point power connection
● Field installed GPS antenna
Software:
● CarDetector Mobile LPR software application for MDC unit o LPR vehicle license plate scanning / real time alerting o Full suite of LPR tools including video tool set
(2) VS-LBB-02-E LPR Camera Mounting Brackets - Light Bar Mounting Style - Complete Set ● LPR Camera Mounting Bracket - Rooftop under light bar ● Compatible with most Whelen, Code3, TOMAR, Federal Signal, Arjent S2 Light Bars ● Mounts up to four (4) LPR cameras
(5) VSBSCSVC-02 Vigilant LPR Basic Service Package for Hosted/Managed LPR Deployments ● Managed/hosted server account services by Vigilant
o Includes access to all LEARN or Client Portal and CarDetector software updates ● Priced per camera per year for 15-30 total camera units ● Requires new/existing Enterprise Service Agreement (ESA) (5) VSPK1SVC-02 Vigilant LPR Standard Service Package for Hosted/Managed LPR Deployments ● Optional Service Package Benefits
o Extended access to Vigilant 'Private Data' via CarDetector Mobile Hit Hunter o Unlimited access to Vigilant's Mobile Companion LPR application for Smartphones ● Priced per camera per year for 15-30 total camera units ● Requires Basic Service Package
(2) SSU-SYS-COM Vigilant System Start Up & Commissioning of 'In Field' LPR system ● Vigilant technician to visit customer site
● Includes system start up, configuration and commissioning of LPR system ● Applies to mobile (1 System) and fixed (1 Camera) LPR systems (1) VS-TRVL-01 Vigilant Travel via Client Site Visit
● Vigilant certified technician to visit client site
● Includes all travel costs for onsite support services (2) VS-SHP-01 Vigilant Shipping Charges
● Applies to each Mobile LPR System
● Shipping Method is FOB Shipping
(2) Installation Installation of mobile units at Yorba Linda facility (1) Sales Tax 9.5% sales tax on hardware (San Marino, Ca) Subtotal Price $51,738.05
Quote Notes:
1. All prices are quoted in USD and will remain firm and in effect for 60 days.
2. Returns or exchanges will incur a 15% restocking fee.
3. Orders requiring immediate shipment may be subject to a 15% QuickShip fee.
4. All hardware components to have standard One (1) year hardware warranty.
5. All software to have standard one (1) year warranty for manufacturer defects.
6. This Quote is provided per our conversation & details given by you - not in accordance to any written specification.
7. This Quote does not include anything outside the above stated bill of materials.
8. Sales tax included.
9. Install included for Yorba Linda facility.
10. 5 years of hosting included
11. 1 year of warranty included.
Quoted by: Daniel Ramsden - 925-398-2079 - [email protected] Total Price $51,738.05
THIS PAGE LEFT BLANK INTENTIONALLY
16 February, 2021
San Marino Police Department
Timothy Tebbetts, Sergeant
Dear Sgt. Tebbetts,
I am very happy to hear that you are considering Vigilant Solutions as your provider, and I am pleased to present you with the following elements which should support a sole source justification for Vigilant Solutions’ LEARN database, unlimited access to Vigilant’s private LPR data, unlimited licenses to the Vigilant Mobile Companion, and access to FaceSearch facial recognition. All of the following are unique and/or exclusive elements to Vigilant’s offering.
• Vigilant Solutions owns and manages the single largest license plate recognition (LPR) data sharing initiative in the world, known as LEARN. LEARN consists of over 23 billion LPR scans, and is growing at a rate of over 250 million monthly scans. This data consists largely of privately collected LPR data owned by Vigilant and made available for law enforcement consumption exclusively via LEARN.
• Vigilant Commercial Data is significant, producing about 295,000 records every 30 days in your area.
In the same area, there are over 29 milllion records dating back to 2008. In addition, you will instantly have access to the nearly 12 billion nationwide LPR detections and over 2 billion detections in Southern California from our Commercial data. New records get cross referenced to Cal_DOJ, NCIC, and any other hotlists you upload, allowing you to receive real time of alerts in and outside of your jurisdiction on vehicles of interest. We see 18-22% of all vehicles nationwide within 30 days (based on the number of unique vehicles we scan nationwide each month vs. the number of vehicles that are in the US). You will also be able to use this data for investigative purposes, which has shown to be a crucial information source towards lead generation.
• The Vigilant Reaper High Definition (RHD) cameras have the ability scan black and yellow plates, paper plates, and improves the clarity of daytime and nighttime imaging. • Vigilant Solutions LPR and facial recognition offerings are cloud-based eliminating any requirements of server hardware, database expertise, and software maintenance from the Agency. This hosted offering is made available by Vigilant in a secure data center with full backup and redundancy. This service from Vigilant provides data storage, database optimization, and software updates. • Vigilant Solutions LPR and facial recognition offerings are cloud-based eliminating any requirements of server hardware, database expertise, and software maintenance from the Agency. This hosted offering is made available by Vigilant in a secure data center with full backup and redundancy. This service from Vigilant provides data storage, database optimization, and software updates. • LEARN has the ability to query by year, make, and model. • LEARN offers an exclusive application known as Stakeout that allows for a user to enter an address to see all “visits” to this location. Users may select visits and virtually “stakeout” a location, seeing all LPR scans collected by a driver on a given “visit”.
• LEARN offers an exclusive reporting option in its Stakeout application allowing for multiple points of interest to be defined on a map, with corresponding geo-zones and times/dates, for the location of “common plates” that are seen in more than one of the locations of interest. This feature allows for investigations into pattern crimes (robberies, burglaries, sex offenses, etc) for generating leads into the identification of serial offenders and the identification of associated members of organized criminal enterprises.
• LEARN offers an exclusive investigative utility known as Associate Analysis. A query on a known plate can be sent for Associate Analysis to identify other vehicles commonly seen in close proximity to the suspect vehicle. This is very useful in identifying possible associates of a known suspect, or perhaps establishing a pattern of surveillance between a perpetrator and a victim. • LEARN offers an exclusive application known as Locate Analysis which is designed to provide a probabilistic assessment of where to most likely locate a suspect vehicle. Locate Analysis groups LPR detections around addresses, tells you how many visits to these addresses have been conducted by an LPR-equipped vehicle, tells you how many times a suspect vehicle has been seen at each location, tells you if the suspect is more likely to be seen during the day or night at each location, tells you the most recent and most popular locations, provides you with an interactive and chronological map view, and also compiles all of this information into a simple Locator Score, giving immediate and actionable information on where and when you are most likely to find your suspect. • Vigilant Solutions is the only vendor to provide the ability to administer software updates to fieldinstalled mobile LPR systems directly from the back-office. Software updates from Vigilant are made available to Agency Managers in LEARN, and can then be pushed out to vehicles in the field via standard LEARN server-to-vehicle communications. This feature saves time for the Agency in administering field software updates.
• Vigilant Solutions is the only LPR vendor that offers mobile LPR systems using a Digital Signal Processor (DSP). This is important to the Agency because a DSP unit is a solid-state device that contains no moving parts including the processor, motherboard, or memory. The DSP is designed for ruggedized mobile conditions and is resistant to failure due to shock and other adverse conditions commonly seen in a patrol vehicle.
• Vigilant Solutions offers an exclusive feature in its mobile LPR system known as the Mobile Hit Hunter (MHH). Similar to MAS, MHH enables the Agency to match recent LEARN data against the Agency hotlists and distribute any resulting “hits” to MHH-equipped patrol vehicles that are within a two-mile radius of the suspect vehicle. This service greatly enhances the efficiency of officers on patrol. • Vigilant Solutions’ FaceSearch offers an exclusive facial recognition platform leveraging over 350 different “vectors” or measurements of the human face for matching of unknown (probe) images against known (gallery) images.
• Vigilant Solutions’ FaceSearch offers an exclusive and pre-populated facial image gallery of over 14 million images from mugshots, sexual offender registries, CrimeStopper websites and other sources. • Vigilant Solutions offers an exclusive smartphone application known as the Vigilant Mobile Companion. The Mobile Companion allows for an agency user to capture LPR and facial recognition records using the phone’s camera, perform simple queries and complex LEARN analytics, access Mobile Hit Hunter, and FaceSearch.
The above qualifications demonstrate why Vigilant Solutions’ LEARN software-as-a-service is uniquely qualified to meet the needs of the San Marino Police Department.
We look forward to serving you.
Best Regards,
Daniel Ramsden, Southern California Regional Manager
[email protected]
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VIGILANT SOLUTIONS, LLC
DUNS Unique Entity ID
603673117
SAM Unique Entity ID
NGYKYGHR7NU1
CAGE/NCAGE
4JHF2
Registration Status
Active
Expiration Date
Jan 16, 2022
Purpose of Registration
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12/15/21, 10:53 AM SAM.gov | Entity
https://sam.gov/entity/603673117/coreData?status=active&emrKeyValue=1888025~1595257791892696 Physical Address
1152 Stealth ST
Livermore, California
94551-9300, United States
Mailing Address
1152 Stealth Street
Livermore, California
94551-7311, United States
*The DUNS number is currently the official Unique Entity ID Version
Current Record
BUSINESS INFORMATION
Doing Business As
(blank)
URL
http://www.vigilantsolutions.com
State / Country of Incorporation
California, United States
Division Name
Vigilant Solutions, Llc
Division Number
0 Congressional District
California 15
Registration Dates
Activation Date
Jul 20, 2020
Submission Date
Jul 20, 2020
Initial Registration Date
Sep 11, 2006
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MOTOROLA SOLUTIONS, INC.
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Registrants in the System for Award Management (SAM) respond to the Executive Compensation questions in accordance with Section 6202 of P.L. 110-252, amending the Federal Funding Accountability and Transparency Act (P.L. 109-282). This information is not displayed in SAM. It is sent to USAspending.gov for display in association with an eligible award. Maintaining an active registration in SAM demonstrates the registrant responded to the questions.
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STEVE CINTRON , Controller
1152 Stealth Street
Livermore, California 94551-7311
United States
JOE J Harzewski, VP of Sales
1152 Stealth Street
Livermore, California 94551-7311
United States
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Bill Quinlan, Vice President
1152 Stealth Street
Livermore, California 94551-7311
United States
JOE J HARZEWSKI, VP of Sales
1152 Stealth Street
Livermore, California 94551-7311
United States
Past Performance
SHAWN J SMITH , Prresident
1152 Stealth Street
Livermore, California 94551-7311
United States
STEVE Cintron, CFO
1152 Stealth Street
Livermore, California 94551-7311
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STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Efficient, Responsive, and Effective City Services
• Safe Community
• Fiscally Responsible and Transparent City Government
BACKGROUND
The San Marino Police Department is requesting several items to be funded by the Citizens’ Option for Public Safety (COPS) Fund that are needed by the police department. These items include crime scene privacy screens, crime scene portable barrier, evidence room refrigerator, 40 millimeter launchers, and 40 millimeter mounts for each vehicle. In addition, the Police Department would like to implement some new technology needed within the Department such as the Data Lake (crime map) software and Report Stop Data software.
DISCUSSION
Law enforcement officers use a variety of different tools and equipment in the performance of their everyday activities. The equipment being requested provides a level of safety to the officer, while other tools provide a service or level of safety to the community. The requested items are either new items for the Department, or items that need to be replaced due to reaching the end of its useful life. The technology being requested will provide a crime map on the city website, additional training for police personnel, scheduling and accountability of police resources and police equipment, and a reduction of personnel hours in completing and reporting mandated information to the Department of Justice.
TO: Mayor and City Council
FROM: Marcella Marlowe, Ph.D., City Manager
BY: John Incontro, Police Chief
Tim Tebbetts, Police Commander
DATE: January 12, 2022
SUBJECT: APPROVAL OF PURCHASE OF LAW ENFORCEMENT
EQUIPMENT USING CITIZENS’ OPTION FOR PUBLIC SAFETY
(COPS) FUND MONIES
Susan Jakubowski, Mayor
Steve Talt, Vice Mayor
Steven W. Huang, DDS, Council Member
Gretchen Shepherd Romey, Council Member
Ken Ude, Council Member
Crime Scene Privacy Screens
Crime scene privacy screens provide protection to evidence and an amount of privacy for the deceased. The San Marino Police Department recently had an exposed body and no means to provide protection of the crime scene, to preserve evidence, or privacy for the person’s dignity.
The Department resorted to using a canopy and tarps in order to preserve the scene, which were not easily accessible. It is impossible to predict the next incident these privacy screens would be needed, therefore, the purchase of them now is essential in protecting any future crime scenes from becoming contaminated. The screens the Department would like to purchase were not in the fiscal year 2021-2022 budget because the urgency of such screens was not realized until the exposed body incident. The equipment we currently have has been sufficient and stored at the department due to its size an inability to store in the police vehicles. These privacy screens are compact, portable, and can be stored in a patrol unit for quick access.
Crime Scene Portable Barrier
Crime scene portable barriers are plastic barriers that indicate an area is off limits to non-essential personnel and pedestrians at a crime scene. The Department uses crime scene tape, which is very useful and is beneficial for long distances. However, the portable barriers are designed to be free standing and can be used to block off doorways, gates, driveways or other locations that do not have a proper area to tie off crime scene tape. When the Department recently had the exposed body, it required most of our resources to block roadways and pedestrian traffic. It is impossible to predict the next incident this type of barriers would be needed, therefore, the purchase of the barriers now would free up resources to focus on the crime scene or other public safety needs. The barriers the Department would like to purchase were planned to be in the next year’s budget request. After the exposed body and other recent events where pedestrians were walking around police vehicles or crime tape blocking access, the Department realized the immediate need for this item in order to preserve the crime scene. These barriers are compact and portable which can be stored in a patrol unit for quick access.
Mobile Privacy Shelter
The mobile privacy shelter provides protection to evidence and privacy for the deceased in the event of inclement weather conditions. As stated previously, when the Department had the exposed body there were no means to provide protection of the crime scene to preserve evidence or privacy for the person’s dignity. The privacy shelter contains the crime on all four sides in order to prevent evidence from becoming contaminated. The purchase of them now is essential in protecting any future crime scenes from becoming contaminated. The privacy shelter is also used as emergency shelters in the event of critical incidents when officers, witnesses, or victims may be exposed to the elements for long periods of time. Same as the privacy shield, the privacy shelter the Department would like to purchase was not in the fiscal year 2021-2022 budget because the urgency of a privacy shelter was not realized until the exposed body incident.
The privacy shelter was going to be asked for in the next year’s budget request until this incident identified the need for this equipment sooner. The privacy shelter is more compact, portable, and by having four walls can provide a better protection in preserving a crime scene from becoming contaminated.
Evidence Room Refrigerator
The evidence room refrigerator is used to store items of evidentiary value until a court case is adjudicated and the evidence can be disposed of legally and properly. The current refrigerator is over ten years old and just recently started to malfunction. Additionally, due to the COVID-19 restrictions, court cases are being delayed for longer periods of time and the refrigerator is becoming overwhelmed and is running out of room to store evidence for newer cases. The evidence room refrigerator was planned on being in the next year’s budget request until it started malfunctioning and the space available to store evidence lessened. The need of a newer and larger refrigerator now is necessary to keep up with the demands required to store more evidence and for longer periods of time. The purchase of a new refrigerator now would reduce the likelihood of any evidence becoming damaged or unusable by not having a properly functioning refrigerator or the space available to store new evidence.
40 Millimeter Launcher
The purchase of five new single tube 40 millimeter launchers allow all officers on patrol to have access to a less than lethal device when the situation requires it. The 40 millimeter launcher fires a kinetic impact projectile made from soft foam rubber. The 40 millimeter launcher provides a less lethal alternative when confronted with a violent subject. The San Marino Police Department recently had a man with a gun incident where one of these devices was deployed but not used.
Currently, we have two single tube 40 millimeter launchers available for patrol. Recently a member of this Department attended an update course on the 40 millimeter launchers and was informed our current launchers are past their serviceable life and the manufacture no longer supplies parts or armorer training for these devices. These devices are a critical piece of equipment and reduces the likelihood of having to resort to deadly force. If one of our devices becomes inoperable this will greatly reduce our capabilities in the field. The current wait time when ordering these devices are over three months and could increase as the need for these devices grow. The Department was going to request the purchase of three new launchers in the next year’s budget until the Department learned the manufacturer no longer supports our current model. In the event one our launchers becomes inoperable, there is no means to have them repaired and put back in use. The purchase of five will allow each officer on patrol to have a less than lethal device in their vehicle.
Data Lake
The department uses Mark43 as our Computer Aided Dispatch and Records Management System (CAD/RMS). The Mark43 Data Lake offers the ability to extract data through a read-only Microsoft SQL database connection. To create a better interface between the CAD/RMS system and other software utilized by the department this technology will greatly enhance the solving of crimes, the work of our detectives, and inform the community of crimes occurring within the city with a crime map. Mark43’s cloud-hosted Data Lake offers the ability to connect reporting tools, pull custom queries for analysis, or run regular jobs for data extracts without requiring agencies to have to host an on premise data warehouse. Mark43 was implemented in April of 2021 and the Department was not made aware the Data Lake was needed in order to provide support to the crime map and the other listed analytics until recently. If the Department waits
on the purchase of the Data Lake, it will prevent certain aspects of the Mark43 system to be operational. This would not allow the crime map to be functional in order to inform the community of crimes in the city and would also not allow detectives to use the Mark43 to its potential in order to solve crimes.
Veritone
Starting January 1, 2022 officers are required to collect detailed perceived demographic information to comply with the state law regarding information from traffic and pedestrian stops.
The law is the Racial and Identity Profiling Act (RIPA) and the most efficient process is through Veritone software. This software will integrate with our e-citation writers and our CAD/RMS.
RIPA contacts are currently being processed through the Mark43 system and is very time consuming for the officers. The reporting of this information to the Department of Justice is new for this Department. The need for a program to reduce the time an officer is filling out these forms was not known until now. Several local agencies started using Veritone in order to reduce the time it takes an officer to fill out the forms and the time it takes Records to process through the Department of Justice. The purchase of this program and the use of both technologies will decrease the time officers are involved in these field encounters. This technology allows redirecting countless hours of valuable time and resources to continue the most important job of maintaining public safety.
FISCAL IMPACT & PROCUREMENT REVIEW
The total fiscal impact is $21,867.58 and the funding comes entirely from Citizens’ Option for Public Safety (COPS) funds. The Department is requesting an appropriation in the amount of $21,867.58 to Non-Capitalized Equipment account 233-30-4399-0000. The current Fund Balance of the COPS Fund is $495,000. No appropriation is needed from the General Fund. The table below provides the various equipment requests:
Equipment Cost
Crime Scene Privacy Screens $964.80
Crime Scene Portable Barrier $800.42
Mobile Privacy Shelter $835.03
Evidence Room Refrigerator $786.85
40 Millimeter Launchers $5,480.48
Data Lake* $10,000.00
Veritone* $3,000.00
Total $21,867.58
* Data Lake and Veritone programs will both have an ongoing fiscal impact of $10,000 and $3,000 and will be included with the proposed FY 2022-23 budget. Both programs will be funded by the Citizens’ Option for Public Safety Fund, no impact to the General Fund.
The Finance Director has reviewed this report and determined this is in accordance with S.M.C.C.
02.06.05.B.2 as the best interests of the City are served by dispensing with competitive bidding as Data Lake and Veritone programs are part of the proprietary Mark43 program being utilized by the Police Department.
LEGAL REVIEW
The City Attorney’s office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends that the City Council approve the purchase of law enforcement equipment using COPS Fund monies. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the purchase of the law enforcement equipment detailed in the staff report and appropriate $21,867.58 from the COPS Grant Fund to account 233-30-4399-0000 (NonCapitalized Equipment) for such equipment.”
ATTACHMENTS
1. Crime Scene Privacy Shield quotes
2. Crime Scene Portable Barrier quotes
3. Mobile Privacy Shelter quote
4. Evidence Room Refrigerator Quote
5. 40 Millimeter launcher quotes
6. Data Lake quote
7. Veritone quote
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1/4/22, 10:46 AM Sirchie, SCGD20, Scene Guard Gen 2 - Dana Safety Supply htlps://danasafetysupply.com/sirchie-scgd20-scene-guard-gen-2/
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� Pico Rivera Lowe's Open until 9 PM >
Prices, Promotions, styles, and availability may vary. Our local stores do not honor online pricing.
Prices and availability of products and services are subject to change without notice. Errors will be corrected where discovered, and Lowe's reserves the right to revoke any stated offer and to correct any errors, inaccuracies or omissions including after an order has been submitted. iardware / Signs, Letters & Numbers / Signs
Overview
Rubbermaid Commercial
Products 40-in x 13-ft Portable
Crowd Control Barrier
Specifications Reviews
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Rubbermaid Commerclal Products 40-in x 13-ft Portable Crowd Control Berrier llem#1I7�6B2 Model NRCP9S1100YEL
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Two, 5-lnch non-marking wheels and four tocking straps provide mobllity and slabllily
Minimum Qty of 1
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Free Store Pickup
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Pickup on Thu, Jan 6 {Est.) at Pico Rivara Lowe'•
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Quote
Date
12/21/2021
Quote #
202
Name / Address
San Marino Police Department
2200 Huntington Drive
San Marino, CA 91108-2691
West Covina Service Group
1444 W. Garvey Ave, West Covina, CA
91790
Rep Project
Total
Description Qty Total
Data Lake WCSG pricing 10,000.00
$10,000.00
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575 Anton Blvd., Costa Mesa, CA 92626 Quote #002268C
Date of Quote: 1/4/2022
Quote Prepared for: Quote Valid Through: 2/4/2022
San Marino Police Department
c/o Angie Gonzales Term Length: 12 Months
Product: Contact Annual License Officers Total
Veritone Contact Application ($ 100.00) ( 30.00) ($ 3,000.00) Total For Term ($ 3,000.00)
Quote Includes:
12 Month Access to Veritone Contact Application
30 Sworn Officer user seats
Additional user seats can be purchased at $100/user
Customer Success Support (email, phone, chat)
Support: Support is available during business hours via phone, email, and live chat. 'Support' includes technical issue resolution, Q&A with a Veritone Customer Success Manager or agent, and access to helpdesk reference materials. Enhanced support services are available for additional fees, to be quoted upon request.
All licenses to the Veritone products and/or services set forth in this quotation shall be governed by the Veritone Master License Terms and Conditions (GLC) available at https://unlock.veritone.com/license-terms-glc (the “Terms and Conditions”). Acceptance of any purchase order or other contract resulting from this quotation is expressly conditioned upon the end customer’s acknowledgment and agreement to such Terms and Conditions.
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