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HomeMy WebLinkAbout1996-290 1 2 3 4 5 6 7 8 9 10 11 12 RESOLUTION NO. 96-290 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CHIEF OF POLICE TO FILE A GRANT APPLICATION WITH THE DEPARTMENT OF JUSTICE, OFFICE OF COMMUNITY ORIENTED POLICING SERVICES (COPS) FOR ADDITIONAL COMPUTER TECHNOLOGY PURSUANT TO THE COPS MORE '96 GRANT PROGRAM. CONTINGENT UPON RECEIVING APPROVAL TO EXPEND STATE FUNDING RECEIVED FROM THE CITIZENS FOR PUBLIC SAFETY PROGRAM (COPS) SHOULD THE WAIVER OF THE REQUIRED CITY MATCH NOT BE APPROVED. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1: The Chief of Police of the City of San Bernardino is hereby authorized and directed to submit an application to accept on behalf of the City a grant from the Department of Justice, Office of Community Oriented Policing Services (COPS) for additional computer technology pursuant to 13 the COPS More '96 Grant Program. Acceptance of any grant award 14 will be contingent upon receiving approval to use state funding 15 from the Citizens Option for Public Safety Program (COPS) or 16 17 18 19 20 21 22 23 24 25 26 27 28 receiving the requested waiver of local match funds. I hereby certify that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San joint regular meeting thereof, held on the 16th Bernardino at a day 0 f September , 1996, by the following vote; to wit: III III III III III III III RES 96-290 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CHIEF OF POLICE TO FILE A GRANT APPLICATION WITH THE DEPARTMENT OF JUSTICE, OFFICE OF COMMUNITY ORIENTED POLICING SERVICES (COPS) FOR ADDITIONAL COMPUTER TECHNOLOGY PURSUANT TO THE COPS MORE '96 GRANT PROGRAM. CONTINGENT UPON RECEIVING APPROVAL TO EXPEND STATE FUNDING RECEIVED FROM THE CITIZENS FOR PUBLIC SAFETY PROGRAM (COPS) SHOULD THE WAIVER OF THE REQUIRED CITY MATCH NOT BE APPROVED. COUNCILMEMBERS AYES NAYS ABSTAIN ABSENT NEGRETE X CURLIN X ARIAS X OBERHELMAN X DEVLIN X ANDERSON X MILLER X The foregoing resolution is 7?a(lkL'{!~~ 1t.J~Jftdt;;rJ.., . Cjty C rk ~~ hereby approved thi s /! t:l day September ,1996 . of -( e;;~A~U#4 om Minor, Mayor City of San Bernardino Approved as to form and legal content: 22 JAMES F. PENMAN City Attorney 23 24 25 26 27 ) f le~"'7 by: ~ /! /' / U 28 RES 96-290 ATTACHMENT A Citizen's Option for Public Safety (COPS) Expenditure Plan for FY 1996/97 Document Imaaina Enhancements $70,112 Hardware Needed: (13) 75 MHz pentium computers with 17" color monitors (2) HP Laserjet 5SI printers with accelerator cards (1) 24-port 1 OBase- T on-line concentrator 3com, model 5124M-TP $53,300 $ 9,500 $ 2,112 Software Needed: (13) Pathworks site licenses $ 5,200 The department is currently implementing phase I of a document imaging project designed to streamline and expedite the processing, assignment and investigation of crime and traffic reports. The Information Management Initiative and Document Imaging Users subcommittee have identified a critical need for additional computers in the Records and Detective Bureaus to attain the optimum benefit of the imaging system for the department. The proposed hardware and software enhancements are needed to ensure the timely processing of incoming crime and arrest reports, field interviews and traffic citations; eliminate delays for detectives in accessing, retrieving and printing cases assigned for follow up investigation and approach our goal of providing one computer per each two employees assigned to the Detective Bureau; and provide timely availability to stored police records to all department units. Delays in processing and providing crime related information endanger public safety through the potential pre-arraignment release from custody of persons arrested on felony charges pending the review of arrest reports by the District Attorney's Office. Local Match - COPS Universal Hirina Grant $ 70,000 The Police Department has received approval for the COPS Universal Hiring Grant for 11 additional police officers submitted in July 1996 to the U.S. Department of Justice, Office of Community Oriented Policing Services. The City's local match has been reduced to 10-percent or approximately $70,000 in year one of the grant. RES 96-290 Local Match - COPS More Grant Hardware Needed: (80) laptop computers Software Needed: (80) Site license for report preparation program (80) Site license for Penal Code program (80) Site license for Vehicle Code program (80) Site license for California Peace Officers Legal Sourcebook program (80) Site license for SBPD Policy Manual program Training, Maintenance & Supplies: Windows and word processing training (on-site) Computer supplies Project Total 25-percent Local Match $ 63,613 $181,360 $ 25,360 $ 2,607 $ 2,607 $ 5,200 $ 2,514 $ 28,016 $ 6,789 $254,453 $ 63,613 The police department will be submitting a COPS More grant application to the U.S. Department of Justice designed to make re-deployment of police officers for community policing more effective. The intent of the grant is to leverage technology investments to produce additional officer time saved to apply toward community policing. The local 25- percent match of $63,613, if not waived, will be paid out of State COPS funds. The department will be proposing to purchase laptop computers to issue to patrol officer call takers during briefings to automate, streamline and speed up many of the clerical and informational tasks currently performed by field officers. The laptops will be equipped with word processing software enabling officers to complete police reports currently completed by hand, complete macros and standardized narratives to reduce report preparation time, and provide automated data bases of the Penal Code, Vehicle Code, Legal Source Book, crime patterns and suspects, and referral services. Utilization of these technology tools will make patrol officers more efficient and effective and generate savings in officer time to dedicate to community policing efforts. RES 96-290 Renovation/Furnishina Community Service Offices $ 15,000 Renovation and furnishing our seven Community Service Offices will provide a professional work environment for police officers to interact with the public. Costs include essential office furnishings and equipment, computer equipment, stenciling and signage, tape recorders for officers to dictate reports, and incidental costs. Additional BMET Bicvcles $ 2,900 Equipment Needed: (2) Mountain Bicycles equipped for field police activities, maintenance, replacement equipment and supplies We currently have ten Problem Oriented Policing (POP) officers that utilize eight existing police bicycles as highly mobile and visible enforcement tools. Two additional bicycles plus maintenance, replacement equipment and supplies are needed to fully equip the unit. A bicycle for each officer will maximize their deployment, effectiveness and responsiveness to community problems. Administrative Overhead $ 2,114 AB 3229 (Brulte) authorizes the charging of 0.5% of the total COPS funds for city administrative overhead costs associated with the grant. This expenditure will offset in part the costs associated with procuring authorized equipment and software and payroll process expenses for overtime expenditures. Overtime Costs $199,073 Overtime expenditures for department personnel, above approved General Fund overtime appropriations, will support proactive, directed crime suppression programs; i.e. saturation patrols following crimes with high community interest to prevent retaliation, stakeouts and surveillances, and curfew enforcement programs utilizing a joint-agency, regional curfew center concept. Funds not otherwise expended as proposed will be allocated for additional overtime expenditures. The department estimates that between $199,073 and $262,686 will be available for overtime expenditures. AGGREGATE TOTAL $422,812 RES 96-290 .......~-' 'DEMON: '. '.., 0....... . ..'tNGs"~ ^.. . '.,.>'," - ~'~Y:-':'?--'5;i~~' <'-./''.'i)>'. -;- , ^. The San Bernardino Police Department's Patrol Division has a staff of approximately 130 full time police officers/call takers. These officers respond to approximately 180,000 calls for service every year. They write in excess of 45,000 crime reports annually. On average, less than 8 percent of these officers time is unstructured. That means these busy officers have .less than one hour a day for proactive enforcement/problem solving. Goals and Objectives: It is the goal of this grant proposal to identify a program to provide an extra 7.80 man years to the current patrol force, from the existing pool of personnel, by automating several daily crime reporting tasks. This proposal has the following objectives: Identify high volume daily tasks that consume time. Select tasks that can be reduced with automation. Identify the automation process to reduce these tasks. A grant application committee was formed. The committee included ~6-290 a police captain and a police officer assigned to the Patrol Division. The committee reviewed several different tasks performed by officers. Using the experience of the officer, who uses a laptop computer in the field, and the experience gained from talking to other officers using laptop computers time values were assigned to different tasks. The grant application committee identified the following tasks that have been targeted for field automation: 1. Field Arrest Reports 2. Driving Under The Influence Reports 3. Traffic Accident Reports 4. Crime Report Form Automation 5. Burglary Reports 6. Missing Persons Reports 7. Reference Material In The Field 8. Additional Time On The Beat Solutions: Field Arrest Reports Patrol officers respond to approximately 4,300 requests each year RES 96-290 from citizens who have arrested suspects. Typically, these are usually security personnel from local businesses who have arrested people who they have witnessed committing a crime. Reports documenting these arrests are routine and must contain specific documentation about the elements of the crime, the arrest, the disposition of evidence and the disposition of the suspect who was arrested. These events normally require about 90 minutes to complete. This program plans to reduce the processing time of these events by at least 20 minutes each. Using a laptop computer with a word processing program, officers will use a template document to prepare the forms necessary to document these arrests. With a template document at least 20 minutes can be saved over the manual method of preparing these reports. This will result in a savings ox 1433 man hours per year. Driving Under The Influence Reports Patrol officers arrest approximately 500 intoxicated drivers every year. complete. These lengthy reports require about 90 minutes to RES 96-290 This program plans to reduce the processing time of these reports, while increasing the quality of the reporting by automating the production of the reports in a laptop computer using a word processing program. Using a template document at least 20 minutes can be saved over the manual method of preparing these reports. This will result in a savings of 166 man hours per year. Traffic Collision Reports There are over 3,700 traffic accidents documented every year in San Bernardino. Traffic collision reports are prepared in a manner prescribed by the California Highway Patrol. The format for these reports is always the same and is very detailed. It can take 45 minutes to several hours to complete a collision report. This program plans to reduce the processing time of these reports, while increasing the quality of the reporting by automating the production of the reports in a laptop computer using a word processing program. Using a template document as much as 35 minutes can be saved on detailed reports. Because there are several different types of collision reports time RES 96-290 savings are different based on the type of report. The committee identified that, conservatively, about 15 minutes could be saved on non-injury traffic accidents, and about 35 minutes could be saved on injury collision investigations along with hit-and-run crime reports. The combined reduction in paperwork will result in a savings of 1658 man hours per year. Crime Report Form Automation The Police Department uses over 88 different forms and produces in excess of 45,000 crime reports annually. By providing "front line" Patrol Division officers with laptop computers, we can automate several of our departmental forms. By automating these forms we reduce some of the overhead associated with preparing these documents. Such tools as "one time entry," templates and "click and drag" technology will result in a savings of at least 932 man hours. Burglary Reports Officers produce approximately 3200 residential and commercial burglary reports each year. Typically, these reports use a standard format that describes elements of these specific crimes RES 96-290 along with a summary of the loss. These events normally require about 30 to 45 minutes to complete. Providing a template document, we expect to reduce the processing time of these reports by at least 10 minutes each. This will result in a savings of at least 533 man hours per year. Missing Persons Reports Approximately 1300 people (mostly adults) are reported missing to the Police Department each year. Because of the possibility of foul play, a series of specific questions must be covered in each report. Like the other reports identified in this proposal, these reports use a standard format that describes elements of these specific events. These events normally require about 20-30 minutes to complete. Providing template documents (report forms, narrative, and All Points Bulletin forms), we expect to reduce the processing time of these reports by at least 10 minutes each. This will result in a savings of at least 216 man hours per year. Reference Material In The Field RES 96-290 The State of California's Office of the Attorney General publishes a "Legal Resource Guidebook For Police Officers." The Police Department owns several copies of this large (500 .page) document. However, it is too costly and logistically impossible to manually update enough copies of this tool to give one to each patrol officer. The San Bernardino Police Department also publishes a 22 chapter Standard Operating Procedures manual. Like the legal resource it is just to complex a project to maintain personal copies of this reference/guidelines book. Therefore, officers are encouraged as necessary to return to the station and use these tools which are available in patrol report writing areas. After polling our officers, we feel it is conservative to say that our officers return to the station on "follow-up, yet out of service" status about twice a week to use these tools. While these trips might be very brief, they cause an officer to leave his/her beat and drive to the station. The City of San Bernardino is 60 square miles in size. With 5 major team areas, it takes an average of 15 minutes to arrive at the station from the mid-points of the beats. ~~ 7U-L7U The State of California publishes, through a private vendor, a computerized version of the Legal Resource Book. This computerized additional is easily maintained and installed by a computer user. It provides guidelines for investigations, elements of crimes and important recommendations for successful report writing. The Attorney General and many District Attorney's Offices encourage officers to use this book as a basic part of their investigation library. This proposal would place a copy of this book in each laptop computer issued to a patrol officer. Additionally, the vendor who provides this computerized guide will provide a computerized copy of the Police Department's Standard Operating Procedures manual. This computerized manual will also be available on each laptop computer. With this information available in the field at the scene of investigations we effectively remove the need to return to the station to look at these materials. With 130 sworn personnel within Patrol Division and an average use of twice a week, we expend at least 3380 man hours traveling to the station from the respective patrol beats. Removing the need to return to the station saves over 3380 man hours per year. Rt~ ~~-l~O Additional Time On The Beat Presently to effectively reduce report preparation time we allow officers to dictate several of the reports referred to this is proposal. Officers use dictation equipment supplies maintained at the Police Department. By providing the officers with a library of prepared template documents in a laptop computer we reduce the number of times that an officer will need to actual dictate a report in order to be time efficient. We conservatively project that we will reduce at least one trip per shift to the station to dictate reports by providing laptop computers to officers. The 130 officers in the Patrol Division work approximately 182 shifts per year. Using the same 15 minute one-way travel figure we expect to save at least 5915 man hours in travel time. Summary of Savings: crime Report Form Automation 1433 hours 166 hours 1658 hours 932 hours 1 . 2 . 3 . 4. Field Arrest Reports Driving Under The Influence Reports Traffic Collision Reports RES 96-290 5. Burglary Reports 533 hours 6 . Missing Persons Reports 216 hours 7. Reference Material In The Field 3380 hours 8 . Additional Time On The Beat 5915 hours Total Projected Savings: - 14,233 hours Total Man Years Saved: 7.80 Man Years Application of Saved Resources: The 14,233 hours of time that are saved will be spent on 13,000 hours of community policing activities per year. Each of the 130 officers assigned to Patrol Division will be expected to spend 2 to 4 hours per week on projects (see Community Policing Activities Summary for details) . RES 96-290 Application Checklist for COPS MORE '96 .. Applications without these forms will not be considered." ~ Section I. Background Infonnalion n Seelion II. Redeployment Summary Part A Part B Part C Cost-Effectiveness Worksheet Demonstration of Time Savings Community Policing Activities Summary (These three parts must be completed for each item, system, or group of like items requested) ~ Seelion III. Budget Detail Worksheet (Must be completed for each requested item, system, or group of like items) ~ Section IV. Assurances, Certifications, and Disclosure of lobbying Activities Fonns (All three must be completed and signed) o Seelion V. Community Policing Infonnation Worksheet [If applicable: law enforcement agencies that have not previously received either a COPS FAST or Universal Hiring Program (UHP) grant must complete and submit an original and two copies of the separate Community Policing Information Worksheet included in this mailing. In addition, all COPS AHEAD grantees (including those that have received UHP grants) must complete the worksheet. Agencies that have recently applied under Problem-Solving Partnerships and completed the work- sheet do not need to resubmit it with this application.] Applications will be accepted from September 9, 1996 to October 31, 1996. Send your original completed application and two copies to: U.s. Department of Justice Office of Community Oriented Policing Services COPS MORE Control Desk, 8th Floor noD Vermont Avenue, NW Washington, DC 20530 (If you wish to send your application through overnight mail, you must use 20005 as the zip code.! 11 RES 96-290 COPS MORE '96 Application SEcnON I Background Infonnation . Only one needs to be completed per application. · Please type. . If unsure of answer, please do not leave blank. Contact the U.S. Department of Justice Response Center at 1-800-421-6770 for assistance. 12 RES 96-290 Background Infonnalion All requested information must be typed. Applicant Organization's Legal Name: San Bernardino Police Department Applicant Agency EIN Number (Assigned by the IRS): 95 - 6 0 0 0 7 72 (If your department has been assigned an EIN number by the Office of Justice Programs, please use that assigned number. Otherwise, your Internal Rroenue Seroice EIN number should be used,) Applicant Agency OR! Number (Assigned by FBI for UCR Reporting): CAO 3 61 0 0 0 Congressional District (number): ~ n'l'H Are you contracting for law enforcement services? lllI2No 0 Yes If "yes," enter the name and agency informa- tion of the contract law enforcement department in the lAw Enforcement Executive Information section below. Executive ..fUl11lation: Agency Name: Address: Law Enforcement Executive's Name: Lee Dean San Bernardino Police Department 710 North "D" Street/P.O. Box 1559 TItle: Chief of Police City: Telephone: San Bernardino (909) 384-5607 State: CA Zip Code: 92402-1559 FAX: (909) 388-4838 Name of contact person in your department who is familiar with this grant: Captain Robert Curtis Telephone: (909) 384-5606 FAX: ( 909) 388-4838 Government Executive's Name: Tom Minor TItle: Mayor Name of Government Entity: Address: City of San Bernardino 300 North "D" Street City: Telephone: (909) 384-5051 State: CA Zip Code: 92401 FAX: (909) 384-5067 San Bernardino Generalldfunnalion: Type of Police Agency: CJ Municipal 0 State 0 County PO 0 Sheriff 0 Indian Tribal 0 Transit o School 0 University/College (0 Public or 0 Private?) o Public Housing 0 New Start Up (please specify type of agency) o Other (please specify) "Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)" 13 RES 96-290 Has your jurisdiction received other COPS grants? 13 Yes ONo If "yes," under which program(s)? (Choose all that apply.! o COPS: Phase I o COPS AHEAD o COPS FAST o COPS MORE ~ Universal Hiring Program 0 Anti-Gang Initiative/Youth Firearms Violence Initiative o Troops to COPS 0 Community Policing to Combat Domestic Violence o Problem-Solving Partnerships Total amount of Federal funds requested: $ 190 , 840 . 00 Total non-Federal matching funds required (local share): $ 63 . 613 .00 Population served as of 1990 U.S. Census: 164 , 164 and square miles covered: 55 . 1 (Exclude the population and square miles primarily seroed by other law enforcement agencies within your jurisdic- tion. For example, sheriffs' departments must exclude populations and areas covered by a city police department for whifh the sheriff's department has no primary law enforcement authority.! Current authorized sworn force strength: 281 (Indicate if your department does not have an authorized strength.! Actual sworn force strength as of May 1, 1996: (Include funded vacancies.! 266 Are you requesting a waiver of the local match requirement based upon severe fiscal distress? (Please see the section on waivers starting on page four of this application and attach a detailed explanation of your agency's current fiscal situation and why you are unable to provide a local match.! [llI Yes 0 No What is the source of your agency's local cash match? AB 3229 (Brulte)-Citizens Option For Public Safety promgram (COPS) Funds (Please continue on other side.) 14 "Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)"" RES 96-290 I certify that the information provided on this form is true and accurate to the best of my knowledge. I understand that prior to any grant award, the applicant must comply with all application and program requirements of the Public Safety Partnership and Community Policing Act of 1994 and other requirements of Federal law. Law Enforcement Executive's Signature: C? .LI?...,I/fit W Date: 9 ~/ /?~ (signature of person named on the front of this form) -r-~ )11~ Date:tJ-If39~ (;ignature of perso~ named on the front of this form) Government Executive's Signature: Notice: If your state participates in the Executive Order 12372 Intergovernmental Review Process (see the Appendix), please fill in the date on which you made a copy of this application available to the Single Point of Contact for review: 9 /11 /96 CFDA Number: 16.710 State Application Identifier: (For State SPOC Use Only) .. Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)" 15 RES 96-290 REQUEST TO WAIVE LOCAL MATCH REQUIREMENTS On August 7, 1996, the San Bernardino Police Department received written notification of the approval of a partial waiver of the local match/maximum funds per officer hired requirements for our COPS Universal Hiring Grant application. The city's local match requirement was reduced to ten percent (10%). The City of San Bernardino is requesting a waiver of the local match requirement for our COPS More '96 Grant application due to extraordinary local fiscal hardship. . Of the forty-eight cities in the Inland Empire (Riverside and San Bernardino counties), the City of San Bernardino ranks third lowest of assessed value per capita--$28,405.00. This is a city's most important yardstick to determine it's ability to fund essential services such as police and fire. As a comparison, the City of Rancho Cucamonga which is a neighboring city has an assessed value of- -$56,848.00 per capita. . The average city in California can count on property taxes to produce twenty-two percent (22%) of it's general fund revenue. San Bernardino's property taxes contribute only eleven percent (11%). Sales taxes have remained stagnant over the last five years. ,4 RES 96-290 . Residents and businesses pay the highest utility tax in the Inland Empire, eight and half percent (8.5%). . As a result of local taxing efforts, residents and businesses pay more taxes per capita than their counterparts in surrounding communities. The City's ability to fund essential services has been severely impacted by the recession, which has not yet abated in this area. In addition, San Bernardino suffered a recent closure of our largest employer, Norton Air Force Base, which eliminated 10,000 jobs from the local economy. As a result of economic decline and very low property values, thirty seven percent (37%) of San Bernardino's population is estimated to be on government assistance. This rate is much higher than other cities in Southern California and is no doubt higher than the national average. In 1994, San Bernardino was ranked #1 in violent crime Der caDita for California cities with populations over 100,000. From 1990 to present, San Bernardino has made valiant and steadily increasing efforts to maintain it's commitment to public safety by adding 51 police officer and 25 civilian personnel positions for field operations. . In 1990, a street lighting and sweeping district was approved adding an additional $48.00 per year tax assessment to the owners of each single family home. This g RES 96-290 allowed for General fund revenues to be shifted to fund an additional twenty-three police officers and twenty-five civilian positions. . In 1994, the City received a Police Hiring Supplement grant for an additional seventeen police officer positions. Local match funding was achieved by adding graffiti removal to the assessment district, increasing the tax assessment to $65.00 per household. . In 1996, the City received a COPS Universal Hiring Grant for an additional eleven police officer positions. Local match funding was reduced to ten percent (10%) due to fiscal hardship. . During the same time period 141 positions were eliminated within other city departments. Seven civilian and five police officer positions assigned to support operations within the Police Department were eliminated. We anticipate that in March 1997, city voters will approve a police tax assessment district needed to retain the additional federal grant and assessment district officers and support personnel. However, local taxing efforts are exhausted and any new taxes do not appear to be viable as California law requires a super majority (66.6%) of voter approval. We have turned to allied agencies, as well as the private sector for help. For the last /' V RES 96-290 two years, the California Highway patrol and San Bernardino County Sheriff's Department have assisted us in a joint task force in order to reduce the level of violence on our city streets. During their limited term, these operations proved successful. It is, however, unrealistic to expect this level of assistance will be sustained. The private sector has contributed substantial sums in a variety of ventures to improve the "city image" and address conditions which foster crime. Here too, the well is at risk of running dry. Despite a driving need for more policing, San Bernardino has been unable to apply for grants which require matching funds. We respectfully request that the COPS Office recognize the uniqueness of our situation, and approve a waiver of the local match requirements. Without the ability to immediately address crime rates, San Bernardino has little hope of attaining the economic recovery necessary to sustain ongoing crime fighting efforts. f/ c 11;1-6-[ /" lJ ,~ RES 96-290 SEcnON II Redeployment Summary · Consists of : Part A - Cost-Effectiveness Worksheet Part B - Demonstration of Time Savings Part C - Community Policing Activities Summary · A Redeployment Summary (including Parts A, B, and C) must be completed for each item, system, .or group of like items. If you are requesting more than one item, please make copies of Section II including all three parts. 17 RES 96-290 Cost-Effectiveness Worksheet (Part A): Insbuclions Remember to make copies of the worksheet if you plan to request more than one item, system, or group of like items. By law, the funds requested under COPS MORE must result in an increase in the number of officer full-time equivalents (FrEs) deployed into community policing equal to or greater than the number of officers that would result from a COPS grant for hiring sworn officers. Under COPS MORE, a full-time equivalent (FIE) is equal to 1,824 hours per year. COPS also estimates that full-time officers work an average of 228 (8-hour) days per year. This figure takes into account the average number of holidays, vacation, and sick time. Please follow instructions carefully for lines 1 - 7. Line 8 on the Cost-Effectiveness Worksheet (CEW) will tell you the mini- mum number of FrEs you must show will be redeployed as a result of the pro- curement of this technology/equipment or civilian personnel. Often, departments can demonstrate much greater time sav- ings/redeployment than this absolute minimum, but this number gives you a goal that you must attain in order to make this purchase cost effective. 18 lips for success in compleling the eM . DO complete one CEW for each distinct item, system, or group of like items that redeploys sworn officers. Separate CEWs must be completed because dif- ferent kinds of items often redeploy sworn officers at different rates. DO NOT group together different types of items (civilians and technology / equipment) on one CEW. DO NOT group together items like mapping software and the components of an automated booking system, even though they are both technology, if the time savings from these items are not linked in any way. . DO describe the item, system, or group of like items being requested and indicate how many units of the item you wish to purchase in the CEW section that says, "The item which line 6 of this Worksheet describes is ." DO NOT list sworn officers as the type of assistance being requested here, and do not leave the space blank. . DO enter the entry-level salary of offi- cers in your agency on line 1 of the CEW. DO NOT enter the cost of the item being requested on line 1, and do not enter a civilian salary on line 1 - even if you are requesting a nonsworn civilian. RES 96-290 Section II - Part A Item # Cost-Effectiveness Worksheet Please type all responses. Jurisdiction's Legal Name: San Bernardino Police Department ORI#: CA0361000 City, State: San Bernardino, CA Contact name: Captain Robert Curtis Contact phone: (909) 384 -5606 t3I Technology / equipment OR o Civilians Brief description of requested item, system, or group of like items: r."I't- nI' rnmI'"b'r". rPI'nrt- preparation software and reference/referral materials. Line 1- Entry-level salary of SWORN police officer (as of Jan. 1, 1996) 1. S 41.142.00 Line 2 - Fringe benefits of SWORN police officer 2. 5 16,901.00 Line 3 - Add lines 1 and 2 3. 5 58,043.00 Line 4 - Multiply line 3 by .75 4. 5 43,532.00 Line 5 - Enter figure on line 4 or $25,000, whichever is less 5. 5 25,000.00 Line 6 - Total cost of item, system, or group of like items 6. 5 254,453.00 Line 7 - Federal amount requested 7. 5 190,840.00 Can be no more than 75% of total item cost (line 6) Line 8 - Divide line 7 by line 5 8. 7.6 Line 8 is the minimum number of officers that you must redeploy into community policing. To determine how many officer hours this is per year, multiply line 8 x 1,824 hours 0,824 hours/year is the COPS standard full-time equivalent). This is the total number of hours/year that must be saved through the purchase of this item in order to meet redeployment. Certain types of technology or support resources may allow you to rede- ploy more than the amount required by line 8 of the CEW. The actual amount of redeployment calculated for .each item in Part B, the Demonstration of Time Savings (see page 21), is the redeployment the COPS Office expects that you will achieve if awarded that item. --Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)-- 19 1'10 (J1fG-L.c5 Clv -.i<? RES 96-290 Name: OR!: San Bernardino Police Department C':A0161000 Section II - Part B Item # Demonstration of lime Savings Describe how this item, system, or group of like items will result in officer time savings. Please use the space provided. For large jurisdictions or complex projects, please attach additional sheets. Sample redeployment summaries can be found in the beginning of this section. The actual redeployment that you calculate in this section is what the COPS Office assumes that you will achieve as a result of this grant. Things you may want to include: . Number of hours saved per day per officer . The number of days these officers will actually work in a one-year period . How many officers will realize this savings . How time will be saved (on what activities) . If the actual redeployment that is calculated in this section is substantially greater than the required amount of redeployment you must achieve for this item (line 8 of the CEW), please indicate that your agency understands that it will be expected to attain this redeployment if funded for this item. See attached narrative. .. Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)** 23 No fJlJc:;-E 21j RES 96-290 "C' PEMO~STRAT" ;f;,;.:<;(:>;~""",,<:,,,<, .',,-,:+; .: :,:lfIME'SAVINGS ..h.'Rl";,....-....,.... ";C"':'"-'. ~ ':'\;'..<.1" 'c' -'- c.-c' " '. i', The San Bernardino Police Department's Patrol Division has a staff of approximately l30 full time police officers/call takers. These officers respond to approximately l80,000 calls for service every year. They write in excess of 45,000 crime reports annually. On average, less than 8 percent of these officers time is unstructured. That means these busy officers have less than one hour a day for proactive enforcement/problem solving. Goals and Objectives: It is the goal of this grant proposal to identify a program to provide an extra 7.80 man years to the current patrol force, from the existing pool of personnel, by automating several daily crime reporting tasks. This proposal has the following objectives: Identify high volume daily tasks that consume time. Select tasks that can be reduced with automation. I Identify the automation process to reduce these tasks. A grant application committee was formed. The committee included .4- RES 96-290 a police captain and a police officer assigned to the Patrol Division. The committee reviewed several different tasks performed by officers. Using the experience of the officer, who uses a laptop computer in the field, and the experience gained from talking to other officers using laptop computers time values were assigned to different tasks. The grant application committee identified the following tasks that have been targeted for field automation: l. Field Arrest Reports 2. Driving Under The Influence Reports 3. Traffic Accident Reports 4. Crime Report Form Automation 5. Burglary Reports 6. Missing Persons Reports 7. Reference Material In The Field 8. Additional Time On The Beat Solutions: . Field Arrest Reports Patrol officers respond to approximately 4,300 requests each year i1 RES 96-290 from citizens who have arrested suspects. Typically, these are usually security personnel from local businesses who have arrested people who they have witnessed committing a crime. Reports documenting these arrests are routine and must contain specific documentation about the elements of the crime, the arrest, the disposition of evidence and the disposition of the suspect who was arrested. These events normally require about 90 minutes to complete. This program plans to reduce the processing time of these events by at least 20 minutes each. Using a laptop computer with a word processing program, officers will use a template document to prepare the forms necessary to document these arrests. With a template document at least 20 minutes can be saved over the manual method of preparing these reports. This will result in a savings or 1433 man hours per year. Driving Under The Influence Reports Patrol officers arrest approximately 500 intoxicated drivers . every year. These lengthy reports require about 90 minutes to complete. c I RES 96-290 This program plans to reduce the processing time of these reports, while increasing the quality of the reporting by automating the production of the reports in a laptop computer using a word processing program. Using a template document at least 20 minutes can be saved over the manual method of preparing these reports. This will result in a savings of 166 man hours per year. Traffic Collision Reports There are over 3,700 traffic accidents documented every year in San Bernardino. Traffic collision reports are prepared in a manner prescribed by the California Highway Patrol. The format for these reports is always the same and is very detailed. It can take 45 minutes to several hours to complete a collision report. This program plans to reduce the processing time of these reports, while increasing the quality of the reporting by automating the production of the reports in a laptop computer . using a word processing program. Using a template document as much as 35 minutes can be saved on detailed reports. Because there are several different types of collision reports time D RES 96-290 savings are different based on the type of report. The committee identified that, conservatively, about l5 minutes could be saved on non-injury traffic accidents, and about 35 minutes could be saved on injury collision investigations along with hit-and-run crime reports. The combined reduction in paperwork will result in a savings of 1658 man hours per year. Crime Report Form Automation The Police Department uses over 88 different forms and produces in excess of 45,000 crime reports annually. By providing "front line" Patrol Division officers with laptop computers, we can automate several of our departmental forms. By automating these forms we reduce some of the overhead associated with preparing these documents. Such tools as "one time entry," templates and "click and drag" technology will result in a savings of at least 932 man hours. Burglary Reports . Officers produce approximately 3200 residential and commercial burglary reports each year. Typically, these reports use a standard format that describes elements of these specific crimes € RES 96-290 along with a summary of the loss. These events normally require about 30 to 45 minutes to complete. Providing a template document, we expect to reduce the processing time of these reports by at least lO minutes each. This will result in a savings of at least 533 man hours per year. Missing Persons Reports Approximately l300 people (mostly adults) are reported missing to the Police Department each year. Because of the possibility of foul play, a series of specific questions must be covered in each report. Like the other reports identified in this proposal, these reports use a standard format that describes elements of these specific events. These events normally require about 20-30 minutes to complete. Providing template documents (report forms, narrative, and All Points Bulletin forms), we expect to reduce the processing time of these reports by at least lO minutes each. This will result . in a savings of at least 216 man hours per year. Reference Material In The Field p I . RES 96-290 The State of California's Office of the Attorney General publishes a "Legal Resource Guidebook For Police Officers." The Police Department owns several copies of this large (500 page) document. However, it is too costly and logistically impossible to manually update enough copies of this tool to give one to each patrol officer. The San Bernardino Police Department also publishes a 22 chapter Standard Operating Procedures manual. Like the legal resource it is just to complex a project to maintain personal copies of this reference/guidelines book. Therefore, officers are encouraged as necessary to return to the station and use these tools which are available in patrol report writing areas. After polling our officers, we feel it is conservative to say that our officers return to the station on "follow-up, yet out of service" status about twice a week to use these tools. while these trips might be very brief, they cause an officer to leave his/her beat and drive to the station. The City of San Bernardino is 60 square miles in size. With 5 . major team areas, it takes an average of l5 minutes to arrive at the station from the mid-points of the beats. (/- I RES 96-290 The State of California publishes, through a private vendor, a computerized version of the Legal Resource Book. This computerized additional is easily maintained and installed by a computer user. It provides guidelines for investigations, elements of crimes and important recommendations for successful report writing. The Attorney General and many District Attorney's Offices encourage officers to use this book as a basic part of their investigation library. This proposal would place a copy of this book in each laptop computer issued to a patrol officer. Additionally, the vendor who provides this computerized guide will provide a computerized copy of the Police Department's Standard Operating Procedures manual. This computerized manual will also be available on each laptop computer. With this information available in the field at the scene of investigations we effectively remove the need to return to the station to look at these materials. With 130 sworn personnel within Patrol Division and an average use of twice a week, we expend at least 3380 man hours traveling to the station from the respective . patrol beats. Removing the need to return to the station saves over 3380 man hours per year. /I RES 96-290 Additional Time On The Beat Presently to effectively reduce report preparation time we allow officers to dictate several of the reports referred to this is proposal. Officers use dictation equipment supplies maintained at the Police Department. By providing the officers with a library of prepared template documents in a laptop computer we reduce the number of times that an officer will need to actual dictate a report in order to be time efficient. We conservatively project that we will reduce at least one trip per shift to the station to dictate reports by providing laptop computers to officers. The l30 officers in the Patrol Division work approximately l82 shifts per year. Using the same 15 minute one-way travel figure we expect to save at least 5915 man hours in travel time. Summary of Savings: 1. Field Arrest Reports l433 hours . 2. Driving Under The Influence Reports l66 hours 3. Traffic Collision Reports l658 hours 4. Crime Report Form Automation 932 hours -T RES 96-290 5. Burglary Reports 533 hours 6 . Missing Persons Reports 216 hours 7. Reference Material In The Field 3380 hours 8 . Additional Time On The Beat 5915 hours Total Projected Savings: - 14,233 hours Total Man Years Saved: 7.80 Man Years Application of Saved Resources: The l4,233 hours of time that are saved will be spent on l4,000 hours of community policing activities per year. Each of the l30 officers assigned to Patrol Division will be expected to spend 2 to 4 hours per week on projects (see Community Policing Activities Summary for details) . -J RES 96-290 Community Policing AcIivities Summary (Part C): Instructions YOU should describe how officers will use the time saved for each item, system, or group of like items. In order to be funded under COPS MORE '96, the time saved must be devoted to com- munity policing. Example - The Hessville Police Depart- ment plans to purchase four laptops under COPS MORE '96 and has shown a time savings of 3,648 hours/year (or 2 FIE) as a result. With this time savings, all 20 of the officers in Hessville will spend approximately 180 hours in the coming year working on a community policing project to address one specific crime or disorder problem on their beats. Each officer will devote three to four hours per week to their projects. The officers will spend time regularly meeting with community members to learn more about the specific problems they decide to focus on and to develop creative approaches to addressing these problems based on their understanding of them. Officers also will work with community members to evaluate the effectiveness of the solutions implemented. 25 RES 96-290 Name: San Bernardino Police Department ORl: CA0361000 Section II - Part e Item # Community Policing Activities Summary In Part B, you demonstrated the time savings that you expect to achieve through the purchase of this item. Please indicate which of the following activities your officers will engage in as a result of this time savings. ~ Looking at repeat calls for service to identify problems or hot spots xx Working with neighborhood residents to identify and prioritize crime problems ;:J Conducting citizen surveys ~ Addressing conditions that lead to crime xx Assessing the impact of community policing efforts on levels of crime and fear ~ Working with local governmental! community agencies to address crime and disorder problems )g: Attending community meetings n Helping coordinate neighborhood watch groups ~ Working with businesses to address crime problems )g: Training officers/ citizens in community policing Xl Conducting crime prevention workshops/ disseminating information on ways of preventing crime ~ Engaging in strategic planning related to implementing community policing Briefly describe any other community policing activities your officers will engage in as a result of the time savings for this item. Please be as detailed as possible in the space provided, using the back if necessary. If more space is needed, please attach additional pages. See attached narrative 26 --Application Form: COPS MORE '96 (This page must be returned to the COPS Office.)-- RES 96-290 COMMUNITY POLICING ACTIVITIES The San Bernardino Police Department plans to purchase 80 laptop computers under COPS MORE '96 and has shown a time savings of l4,233 hours/year (or 7.8 FTE) as a result. with this time savings, all l30 police officers call takers assigned to the Patrol Division will spend approximately l4,000 additional hours in the coming year working on the department's Community Oriented Policing and Problem Solving (COPPS) efforts within their assigned geographical areas. These activities will be focused on projects designed to abate chronic community crime or disorder problems through a variety of enforcement, prevention and interagency cooperative efforts. The department has developed a unique, locally-based model of community-oriented policing and problem solving centered around a defined geographical Area Command deployment system with the permanent assignment of officers to these areas. Our programs are designed to improve police-citizen cooperation and communication, to increase police and citizens' ability to innovatively solve community problems, to promote the effective flow of information both within and outside the department, and to improve our responsiveness to members of the community. Each officer will devote 2 to 4 additional hours per week to their projects. Officers, with the assistance of our Crime Analysis jJ.- RES 96-290 Unit, will identify locations experiencing repeat calls for service to eliminate or reduce crime and disorder problems. They will work cooperatively with citizens, businesses, community leaders and local governmental/community-based support agencies to identify, prioritize and address crime and disorder problems, to promote synergism of their collective efforts and to measure the impact on crime and fear. Officers will spend more time meeting with area residents, Neighborhood Watch groups and Business Watch groups and coordinating the efforts of their organizations. They will have additional time available to assist in crime prevention and community policing training efforts. ;!J RES 96-290 SEcnON III Budget Detail Worksheet · One worksheet must be filled out for each item, system, or group of like items. 27 ;1/0 rAG-t-s 02f"-7'C RES 96-290 OMS APPROVAL NO 1121-0188 - . _ EXPIRES 5-98 Budget Detail Wor1csheet Agency Name and State: San Bernardino Police Department, California ORI#(FBIIDNumber): rA01f>1000 A. PelSOII. List each position by title and name of employee, if available. Show the annual salary rate and the pen::entage of time to be devoted to the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization. NamelPosition Computation Cost Total: $ N/A B. Fri1ge Her_lib. Fringe benefits should be based on known actual costs or an established formula. Fringe benefits are for the personnel listed in budget category (A) and only for the percentage of time devoted to the project. Uniforms, equipment, and vehicles are unallowable costs under this grant program. Please list FICA and Workers Compensation, if applicable. NamelPosition Computation Cost Total: $ N/A --Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office.)-- 41 RES 96-290 Agency Name and State: ORI # (FBI ID Number): San Bernardino Police Department, California CA0361000 C.TraveI Itemize travel expenses of project personnel by purpose (e.g. staff to training, field interviews, advisory group meetings). Show the basis of computation (e.g. six people to 3-day training at $X airfare, $X lodg- ing, $X subsistence). In training projects, travel and meals for trainees ~hould be listed separately. show the number of trainees and the unit costs involved. Identify the location of travel, if known. Purpose of Travel Location Item Computation Costs Total: $ N/A 0. ...._ List nonexpendable items that are to be purchased. Nonexpendable equipment is tangible property having a useful life of more than two years and an acquisition cost of $5,000 or more per unit. Expendable items should be included either in the "Supplies" category or in the "Other" category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially for high-cost items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the "Contractual" cate- gory. Explain how the equipment is necessary for the success of the project. Attach a narrative describing the procurement method to be used. 80-Laptop computers 80-Software site licenses: *Report preparation software *CA. Penal Code software *CA Vehicle Code software *CA Peace Officers Legal Sourcebook software *SBPD Policy Manual software Computation at 5 2,267.00 each Cost 5 181,360.00 Item at 5 317.00 each 5 25,360.00 at 5 32.59 each 5 2,607.00 at 5 32.59 each 5 2,607.00 at 5 65.00 each 5 5,200.00 at 5 31.42 each 5 2,514.00 Total: $ 219,648.00 42 "Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office.)** RES 96-290 Agency Name and State: ORI # (FBI ID Number): San Bernardino Police Department, California CA03blUUU E. ~,. nIS List items by type (office supplies; postage; training materials; copying paper; and expendable equipment items costing less than $5,000, such as books, hand-held tape recorders) and show the basis for computa- tion. Generally, supplies include any materials that are expendable or consumed during the course of the project. Supply Items Computation Cost Computer Supplies: 1000-Floppy disks at .54 each $ 540.00 15-Laptop batteries at $215.50 each $ 3,233.00 80-DC Power Convertors/ Splitters at $ 37.70 each $ 3,016.00 Total: $ Ii 7Rq no . --Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office.)- 43 RES 96-290 Agency Name and State: ORI # (FBI ID Number): San Bernardino Police Department, California CA0361000 F. ConsuItantsICon Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily fee (8-hour day), and estimated time on the project. Consultant fees in excess of $250 per day require additional justification. Name of Consultant Service Provided Computation Cost COMP USA (3) Hours Windows '95 at $ 107.75 each training for 130 officers $ 14,008.00 (3) Hours MS Word at $ 107.75 each training for 130 officers $ 14,008.00 Subtotal: $ ?fl 016.00 . .................................................................................................................................. Consultant Expenses: List all expenses to be paid from the grant to the individual consultants in addition to their fees (e.g. travel, meals, lodging). Item Location Computation Cost Subtotal: $ N / A Contracts: Provide a description of the product or service to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts. A separate justification must be provided for sole source contracts in excess of $100,000. Item Cost Subtotal: $ Total: $ NjA 28,016.00 44 --Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office.)-- RES 96-290 Agency Name and State: ORI It (FBI ID Number): San Bernardino Police Department, California CA0361000 G. OIIB' Culls List items (e.g. rent, production, telephone, janitorial or security services, and investigative or confidential funds) by major type and the basis of the computation. For example, provide the square footage and the cost per square foot for rent, or provide a monthly rental cost and how many months to rent. Description Computation Cost Total: $ N /A . . UBudget Worksheel: COPS MORE '96 (This page must be returned to the" COPS Office.)-- 45 RES 9~ Agency Name and State: ORI /I (FBI ID Numbed: San Bernardino Police Department, California CA0361000 BudgBt SlllII1IlIY When you have completed the budget worksheet, transfer the totals for each category to the spaces below. Compute the total direct costs and the total project costs. Indicate the amount of Federal funds requested. Budget Category Amount A. Personnel $ 0 B. Fringe Benefits $ 0 C. Travel $ 0 D. Equipment $ 219,648.00 E. Supplies $ 6,789.00 F. Consultants/Contracts $ 28,016.00 G. Other $ 0 Total Direct Costs $ Total Project Costs S 254.453.00 Federal Request $ 1 qn R4n( . 7'\ %) Non-Federal Amount s 63 , 6 13( 25 %) . . 48 "Budget Worksheet: COPS MORE '96 (This page must be returned to the COPS Office.)-- RES 96-290 CITY OF SAN BERNARDINO All computer hardware, software, supplies and training items will be procured utilizing standardized City Purchasing Department procedures. Items will be processed as follows: Notice Invitinq Bids Procedure Computer hardware due to aggregate cost will be procured using the Notice Inviting Bids procedure. Notices will be advertised in local newspapers for a ten-day period. Qualifying bids will be reviewed and approved by the City Council. The process will take approximately 30-days to complete. Purchase Order/Council Approval Procedure Due to aggregate cost and multiple suppliers, site licenses for the report preparation software and computer training will need to be approved by the City Council prior to purchase. Purchasing will attempt to receive five competitive bids from local vendors to be reviewed by the City Council. Standard Purchase Order Procedure Site licenses for the California Penal Code, Vehicle Code, Peace Officer Legal Sourcebook and SBPD Policy Manual software programs are sole source items. Computer supplies will be ordered as needed. These items will be processed using the City's standard purchase order procedure. RES 96-290 SEcnON IV Assurances Certifications Disclosure of Lobbying Activities · Please have your government executive sign and date all three of these forms. · The COPS Office will not process your application without these signatures. 47 I RES 96-290 U.S. Department of Justice Office of Community Oriented Policing Services " Certifications Regarding Lobbying; Debannent; Suspension and 0Iher ~1'IOIlSibility MalIers; Drug-Free Workplace Requirements; CoonIinalim with AffecIed Agencies; and Non-Supplanling. Although the Department of Justice has made every effort to simplify the application process, other provisions of Federal law require us to seek your certification regarding certain matters. Applicants should read the regulations cited below and the instructions for certification included in the regulations to understand the requirements and whether they apply to a particular applicant. Signature of this form provides for compliance with certification requirernents under 28 CPR Part 69, "New Restrictions on Lobbying" and 28 CPR Part 67, "Government-wide Debarment and Suspension (Nonprocurement) and Government-wide Requirements for Drug-Free Workplace (Grants)," and the coordination and non-supplanting requirements of the Public Safety Partnership and Community Policing Act of 1994. The certifications shall be treated as a material represen- tation of fact upon which reliance will be placed when the Department of Justice delerminesto award the covered grant. 1. Lobbying As required by Section 1352, TItle 31 of the U.S. Code, and imple- mented at 28 CFR Part 69, for persons entering into a grant or coop- erative agreement over $100,000, as defined at 28 CFR Part 69, the applicant certifies that: A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influ- encing or attempting to influence an officer or employee of any agency, a Member of Congress. an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement; B. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and sub- mit Standard Form - LLL, "Disclosure of Lobbying Activities," in accordance with its instructions; C. The undersigned shall require that the language of litis certifi- cation be included in the award documents for aU subawards at all tiers (including subgrants, contracts under grants and coopera- tive agreements, and subcontracts) and that all sub-recipients shall certify and disclose accordingly. 2. Debarment, Suspension, and Other Responsibility Matters (Direct Recipient) As required by Executive Order 12549, Debarment and Suspension, and implemented at 28 CFR Part 67, for prospective participants in primary covered transactions, as defined at 28 CFR Part 67, Section 67.510- A. The applicant certifies that it and its principals: (i) Are not presently debarred, suspended. proposed for debarment, declared ineligible, sentenced to a denial ot Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal depart- ment or agency; (ii) Have not within a three-year period preceding this appli- cation been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or perfonn- ing public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (ill) Are not presently indicted for or othetwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (A)(ii) of this certification; and (Iv) Have not within a three-year period preceding this appli- cation had one or more public transactions (Federal, State, or local) terminated for cause or default; and B. Where the applicant is unable to certify to any of the state- ments in this certification, he or she shall attach ,m explanation to this application. 3. Drug-Free Workplace (Grantees Other Than Individuals) As required by the Drug-Free Workplace Act of 1988, and imple- mented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67, Sections 67.615 and 67.620- A. The applicant certifies that it will or will continue to provide a drug-free workplace by: (i) Publishing a statement notifying employ"''' that the unlawful manufacture, distribution, dispensin,g, possession, or RES 96-290 use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employee" for violation of such prohibition; (ii) Establishing an on-going drug-free awareness program to inform employees about- (a) The dangers of drug abuse in the workplace; (b) The gl'antee's policy of maintaining a drug-free workplace; (c) Any available drug counseling. rehabilitation, and employ- ee assistance programs; and (d) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (ill) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (i); (iv) Notilymg the employee in the statement required by paragraph (i) that, as a condition of employment under the grant, the employee will- (a) Abide by the terms of the statement; and (b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the work- place no later than five calendar days after such conviction; (v) Notifying the agency, in writing. within 10 calendar days after receiving notice under subparagraph (iv)(b) from an employee or otherwise receiving actual notice of such convic- tion. Employers of convicted employees must provide notice, including position title, to: COPS Office, 1100 Vermont Ave., NW, Was.hington, DC 20530. Notice shall include the identifi- cation number(s) of each affected grant; (vi) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (iv)(b), with respect to any employee who is so convicted - (a) Taking: appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amend- ed; or (b) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enfOlre- ment or other appropriate agency; (vii) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (i), (ii), (ill), (iv), (v), and (vi). B. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with the specific grant: Place of Performance (street address, city, county, state, zip code) 710 North "D" Street Snn Rprnnrdino SAn Bernardino CA., 92402 Check LI if there are workplaces on file that are not identified here. Section 67.630 of the regulations provides that a grantee that is a State may elect to make one certification in each Federal fiscal year, a copy of which should be included with each application for Department of Justice funding. States and State agencies may elect to use OjP Form 4061/7. Check LI if the State has elected to complete OJP Form 4061/7. 4. Coordination The Public Safety Partnership and Community Policing Act of 1994 requires applicants to certify that there has been appropriate coordi- nation with all agencies that may be affected by the applicant's grant proposal if approved. Affected agencies may include, among others, the Office of the United States Attorney, state or local prosecutors, or correctional agencies. The applicant certifies that there has been appropriate coordination with all affected agencies. 5. Non-Supplanting The applicant hereby certifies that Federal funds will not be used to replace or supplant State or local funds, or funds supplied by the Bureau of Indian Affairs, that would, in the absence of federal aid, be made available to or for law enforcement pmposes. As the duly authJrized representative of the applicant, I hereby certify tlwt the appliamt will camply wit~~'(f"'W.cerWjs'llionStree t Grantee Name and Address: San Bernardino Police Department San Bernardino, CA 92402-1559 Application No. and/or Project Name: COPS More '96 Typed Name and TItle of Authoriz~tatiVe: Tom ~ / U ' Signature: / ~ /[,{dif1. / Minor Date: 9-16 J/? Grantee IRS/ Vendor Number: 95 - 6 0 0 0 7 7 2 Mayor RES 96-290 U.S. Department of Justice Office of Community Oriented Policing Services . Assurances Several provisions of Federal law and policy apply to all grant programs. We (the Office of Community Oriented Policing Services) need to secure your assurance that you (the applicant) will comply with these provisions. If you would like fwther information about any of the matters on which we seek your assurance, please contact us. By your authorized representative's signature, you assure us and certify to us that you will cornply with all legal and adminis- trative requirements that govern the applicant for acceptance and use of Federal grant funds. In particular, you assure us that: 1. You have been legally and officially authorized by the appropriate governing body (for example, mayor or city council) to apply for this grant and that the persons signing the application and these assur- ances on your behalf are authorized to do so and to act on your behalf with respect to any issues that may arise during processing of this application. 2. You will comply with the provisions of federal law which limit certain political activities of your employees whose principal employment is in connection with an activity financed in whole or in part with this grant. These restrictions are set forth in 5 u.s.e. 9 1501, et seq. 3. You will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act. if they apply to you. 4. You will establish safeguards, if you have not done so already, to prohibit employees from using their positions for a purpose that is, or gives the appearance of being, motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. 5. You will give the Department of justice or the Comptroller General access to and the right to examine records and documents related to the grant. 6. You will comply with all requirements imposed by the Department of justice as a condition or administrative requirement of the grant, with the program guidelines. with the requirements of OMB Circulars A-S7 (governing cost calculations) and A-128 or A- 133 (governing audits), with the applicable provisions of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, with 28 CFR Part 66 (Uniform Administrative Requirements), with the provisions of the current edition of the COPS Universal Hiring Owners Manual, and with all other applicable laws, orders, regula- tions, or circulars. 7. You will, to the extent practicable and consistent with applicable law, seek, recruit, and hire qualified members of racial and ethnic minority groups and qualified women in order to further effective law enforcement by increasing their ranks within the sworn posi- tions in your agency. 8. You will not, on the ground of race, color, religion, national origin, gender, disability or age, unlawtully exclude any person from partic- ipation in, deny the benefits of or employment to ar,y person, or sub- ject any person to disaimination in connection with any programs or activities funded in whole or in part with federal funds. These civil rights requirements are found in the nondisaimination provi- sions of the Onmibus Crime Control and Safe Streets Act of 1%8, as amended (42 u.s.e. 9 3789(d)); Title VI of the Civil Rights Act of 1964, as amended (42 u.s.e. 9 2000d); the Indian Civil Rights Act (25 u.s.e. 99 1301-1303); Section 504 of the Rehabilitation Act of 1973, as amended (29 u.s.e. 9 794); Title II, Subtitle A of the Americans with Disabilities Act (ADA) (42 U.s.e. 912101, et seq.); the Age Disaimination Act of 1975 (42 U.S.e. 9 6101, et seq.l; and Department of justice Non-Discrimination Regulations contained in Title 28, Parts 35 and 42 (subparts C. D, E and G) of the Code of Federal Regulations. A. In the event that any court or administrative agency makes a finding of disaimination on grounds of race, color, religion, national origin, gender, disability or age against you after a due process hearing, you agree to forward a copy of the finding to the COPS Legal Division. 1100 Vermont Avenue, N.W., Washington, DC 20530. B. If you are applying for a grant of $500,000 or more and Department regulations (28 CFR 42301 et seq.) require you to submit an Equal Opportunity Employment Plan, you will do so within 60 days of your grant award, if you have not done so in the past. If you are applying for a grant of less than $500,000 and the regulations require you to maintain a Plan on file in your office, you will do so within 120 days of your gmnt award. 9. You will insure that the facilities under your ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that you will notify us if you are advised by the EPA indicating that a facility to be used in this grant is under consideration for listing by EPA. 10. If your state has established a review and conur.ent procedure under Executive Order 12372 and has selected this program for review, you have made this application available for review by the State Single Point of Contact. I hereby cert(fy compliance with the above ass~ appliCiltion and use of Federal funds. r--J . \ Signature: . ! V~ Date: / ' i-'/8-7'(' RES 96-290 U.S. Department of Justice Office of Community Oriented Policing Services (I Disclosure of Lobbying Activities InsIrucIions for CompleliJn of SHll, Disclosure of Lobbying AcIiviIies This disclosure form shall be completed by the reporting entity, whether subawardee or prime Federal recipi- ent, at the initiation or receipt of a covered Federal action, or a material change to a previous filing, pursuant to title 31 U.s.e. section 1352. The filing of a form is required for each payment or agreement to make pay- ment to any lobbying entity for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in con- nection with a covered Federal action. Complete all items that apply for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and Budget for additional information. 1. Identify the type of covered Federal action for which lob- bying activity is and/ or has been secured to influence the out- come of a covered Federal action. 2. Identify the status of the covered Federal action. 3. Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the infor- mation previously reported, enter the year and quarter in which the change occurred. Enter the date of the last previ- ously submitted report by this reporting entity for this cov- ered Federal action. 4. Enter the full name, address, city, state and zip code of the reporting entity. Include Congressional District number, if known. Check the appropriate classification of the reporting entity that designates if it is, or expects to be, a prime or sub- award recipient. Identify the tier of the subawardee, e.g., the first subawardee of the prime is the 1st tier. Subawards include but are not limited to subcontracts, subgrants and contract awards under grants. 5. If the organization filing the report in item 4 checks "Subawardee," then enter the full name, address, city, state and zip code of the prime Federal recipient. Include Congressional District, if known. 6. Enter the name of the Federal agency making the award or loan commitment. Include at least one organizational level below agency name, if known. For example, Department of Transportation, United States Coast Guard. 7. Enter the Federal program name or description for the cov- ered Federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans and loan commitments. 8. Enter the rnost appropriate Federal identifying number available for the Fede'ral action identified in item 1 (e.g., Request for Proposal (RFP) number; Invitation for Bid (lFB) number; grant announcement number; the contract, grant, or loan award number; the application/proposal control number assigned by the Federal agency). Include prefixes, e.g., "RFP- DE.90-00l." 9. For a covered Federal action where there has been an award or loan commitment by the Federal agency, enter the Federal amount of the award/loan commitment for the prime entity identified in item 4 or 5. 10. (a) Enter the full name, address, city, state and zip code of the lobbying entity engaged by the reporting registrant identi. fied in item 4 to influence the covered Federal action. (b) Enter the full name(s) of the individual(s) performing ser- vices, and include full address if different from 10 (a). Enter Last Name, First Name, and Middle Initial (MI). 11. The certifying official shall sign and date the form, print his/her narne, title and telephone number. Public reporting burden for this collection of infomu>tion is estillUlted to average 30 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and lIUlintaining the data needed, and completing and reuiewing the collection of infomu>tion. Send com- ments regarding the burden estillUlte or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Manngement and Budget, Pape7WD1'k Reduction Project (0348.{)()46). Washington, D.C. 20530. Complete this form to disclose lobbying activities pursuant to 31 U.s.c. 1352 (See reverse for instructions and public burden disclosure) I 1. Type ~f Federal Action: 2. Status of Federal Action: , a. contract a. bid/offer/application b. grant b. Initial award c. cooperative agreernent c. post-award d.loan e. loan guarantee f. loan insurance RES 96-290 Not applicable Disclosure of Lobbying Activities Approved by OMB 0348-0046 (as amended) 3. Report Type:_ a. initial filing b. material change For Material Change Only: Year: Quarter: Date of last report 4. Name and Address of Reporting Entity: o Prime 0 Subawardee Tier ~ if known: Congressional District (number), if known: _ 5. If Reporting Entity in No.4 is Subawardee, Enter Name and Address of Prime: Congressional District (number), if known: _ 6. Federal Department/Agency: 7. Federal Program Nameroescription: 1 I 1 CFDA Number, if applicable: 8. Federal Action Number, if known: 9. Award Amount, if known: 10. a. Name and Address of Lobbying Registrant (if individual, last name, first name, Ml): 11. Information requested through this form is authorized by title 31 U.S.c. section 1352. This disclosure of lobbying activi- ties is a material representation of fact upon which reliance was placed by the tier above when this transaction was made or entered into. This disclosure is required pursuant to 31 D.S.C. 1352. This information will be reported to the Congress semi-annually and will be available for public inspection. Any person who fails to file the required disclo- sure shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Federal Use Only: $ i ! 10. b. Individuals Performing Services (including address if different from No.l0a) (last name, first name, Ml): Signature: /~ , tt~ , Print Name: Tom Minor Title: Mayor (909) 384-5051Dare:~ ~ Telephone No.: Authorized for Local Reproduction, Standard Form - LLL RES 96-290 SECI10N V Community Policing Infonnation . Law enforcement agencies that have not previously received either a COPS FAST or Universal Hiring Program (UHP) grant must complete and submit an original and two copies of the separate Community Policing Information Worksheet included in this mailing. In addition, all COPS AHEAD grantees (including those that have received UHP grants) must complete the work- sheet. Agencies that recently have applied under Problem- Solving Partnerships and completed the worksheet do not need to resubmit it with this application. On file with DOJ, COPS Office. Submitted with COPS Universal Hiring Grant Application on 6/6/96.