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RESOLUTION NO. 13523
A RESOLUTION APPROVING AND ACCEPTING A COLORADO
DEPARTMENT OF LAW PEACE OFFICER STANDARDS AND
TRAINING (POST) GRANT, JULY 1, 2016 THROUGH JUNE 30,
2017, ESTABLISHING PROJECT NUMBER PS1610,
TRANSFERRING FUNDS NOT TO EXCEED THE AMOUNT OF
$4,278.32 FROM PROJECTS-TO-BE-DETERMINED IN THE
PUBLIC SAFETY GRANTS FUND
WHEREAS, the City Council of Pueblo has the authority on behalf of the City of Pueblo,
including its Police Department, to accept funding from the Colorado Department of Law Peace
Officer Standards and Training (POST) for public and municipal purposes; and
WHEREAS, the Colorado Department of Law has tendered 2016 POST Training funding
that will not exceed the amount of $4,278.32; and
WHEREAS, acceptance of the funding for the purposes for which it has been made is in
the best interest of the City and will benefit the health, welfare, and safety of the citizens of the
City; NOW THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, that:
SECTION 1.
The City of Pueblo accepts the POST Grant award in the amount of $4,278.32.
SECTION 2.
The amount of $4,278.32 is hereby authorized for transfer from the Projects To Be
Determined Account in the Public Safety Grants Fund to Project Number PS1610. Said funds
shall only be expended and used for this Project.
SECTION 3.
The officers and staff of the City are directed and authorized to perform any and all acts
consistent with the intent of this Resolution to effectuate the policies and procedures described
herein.
SECTION 4.
This Resolution shall become effective immediately upon final passage.
INTRODUCED: September 26, 2016
BY: Ed Brown
City Clerk’s Office Item # M-4
BACKGROUND PAPER FOR PROPOSED
RESOLUTION
COUNCIL MEETING DATE: September 26, 2016
TO: President Stephen G. Nawrocki and Members of City Council
CC: Sam Azad, City Manager
VIA: Gina Dutcher, City Clerk
FROM: Luis Velez – Police Department
SUBJECT: A RESOLUTION APPROVING AND ACCEPTING A COLORADO
DEPARTMENT OF LAW PEACE OFFICER STANDARDS AND TRAINING
(POST) GRANT, JULY 1, 2016 THROUGH JUNE 30, 2017,
ESTABLISHING PROJECT NUMBER PS1610, TRANSFERRING FUNDS
NOT TO EXCEED THE AMOUNT OF $4,278.32 FROM PROJECTS-TO-
BE-DETERMINED IN THE PUBLIC SAFETY GRANTS FUND
SUMMARY:
The Colorado Department of Law-POST has informed the Police Department that funds
are available for a Peace Officer Standards and Training Grant. The term of this grant
covers the period from July 1, 2016 through June 30, 2017.
PREVIOUS COUNCIL ACTION:
Previous grants of this nature have routinely been approved.
BACKGROUND:
This grant, if approved, will allow the Police Department to purchase Armorers Training
and SRO (School Resource Officer) Training. We anticipate that the training classes will
be needed to improve dramatically on school resource training and armorer training
issues.
FINANCIAL IMPLICATIONS:
This grant will require staff time for project management.
BOARD/COMMISSION RECOMMENDATION:
None.
STAKEHOLDER PROCESS:
There is no stakeholder process required for this grant.
ALTERNATIVES:
Decline the POST Grant offer.
RECOMMENDATION:
Approval of the Resolution.
Attachments: POST Purchase Order
COLORADO DEPARTMENT OF LAW IMPORTANT
PEACE OFFICER STANDARDS AND TRAINING (POST) i' . )
PURCHASE ORDER
RALPH L. CARR COLORADO JUDICIAL CENTER The PO 4 and • ° � ;
1300 BROADWAY, 9th FLOOR LINE 4 must DEPARTMENT OF LAW
DENVER, CO 80203 appear on all PEACE OFFICER STANDARDS and TRAINING
invoices,
Vendor Name: Pueblo Police Department packing Slips, PO 4: GAE LAM 20170008000000008032
P cartons and
vendor Contact: Sgt. Dustin Taylor correspondence. Start Date: 7/1/2016 End Date: 6/30/2017
Phone: 719-553-2544 State Award n: None
E-Mail: dtevlottVlpueblous> ALPHA, ORG or FUND: 4500 PINS
Ship To: Invoice To:
Name and Pueblo Police Department postarantse.coaa aov
Address:
200 South Main Street
Pueblo, CO 81003
Instructions to Vendor
1. If for any reason delivery of this order is delayed beyond the
Any questions regarding this PO should be directed delivery/installation date shown, please notify the agency
to RObert.Baker@cOag.gOV or 720-508-6719 contact named at the top left. (Right of cancellation is reserved
in instances in which timely delivery is not made.)
2. All chemicals, equipment and materials must conform to the
standards required by OSHA.
Special Instructions:
1. Order of precedence: 1) Purchase Order Terms & Conditions; 2) Exhibit A Statement of Work (SOW)/Applicable Laws
(Exhibit A).
2. Purchase Order Terms and Conditions:
https://www.colorado.goviosciourchase-order-terms-conditions
3. Description:
• This Purchase Order is to provide funds to Vendor to secure training and/or training equipment for the training of certified
peace officers in the State of Colorado. See Exhibit A Statement of Work .
• Payment will be made upon satisfactory delivery of goods and/or completion of training or services and receipt of a correct vendor
invoice and documentation of training attendance.
• Vendor invoices must be received no later than sixty (60) calendar days from the delivery of goods and/or the completion of
services and/or training. It is the responsibility of the Vendor to ensure that invoices are received at the "Invoice To" location
above within the time frame specified. ALL INVOICES FOR PAYMENT MUST BE SUBMITTED NO LATER THAN CLOSE OF BUSINES ]UNE 30th, 2817.
• THIS PURCHASE ORDER IS NOT EFFECTIVE UNTIL SIGNED BY A STATE PURCHASING DELEGATE. UNDER NO CIRCUMSTANCES SHALL THE GOODS AND/OR
SERVICES BE ORDERED OR PERFORMED PRIOR TO THE PO EFFECTIVE DATE, NOR EXCEED THE DOCUMENT TOTAL WITHOUT PRIOR WRITTEN AUTHORIZATION
FROM THE DEPARTMENT OF LAW.
DOCUMENT TOTAL = $4,278.32
Authorized Signatory Name and Title THIS PO IS ISSUED IN ACCORDANCE WITH STATE AND FEDERAL REGULATIONS FOR THE STATE OF
COLORADO
Printed Name: n otr✓1. % Name: Leslie Williams
Title: 1"V 1 O (�
V. n .t., I� Jitle: State Purchasing Delegate
Date: _ ( [+\ , Date: 151:).511(4,
Signature: L1^—‘,.! (\ 1—titte Purchasing Delegate Signature: 4)1;4 V`I ' saAav --'-
Page 1 of 1
EXHIBIT A
STATEMENT OF WORK
1. Parties: This Purchase Order(hereinafter called"PO") in entered into by Pueblo Police
Department(hereinafter called"Vendor"), and the STATE OF COLORADO acting by and
through the Department of Law,on behalf of the office of Peace Officer Standards and Training
(POST) (hereinafter called "State, or DOL-POST").
2. General Description:
a) Authority. Authority to enter into this Purchase Order exists in C.R.S.24-31-310 and funds have
been budgeted, appropriated and otherwise made available pursuant to C.R.S. 42-3-304(24)and a
sufficient unencumbered balance thereof remains available for payment. Required approvals,
clearance and coordination have been accomplished from and with appropriate agencies.
b) Purpose.The purpose of this Purchase Order is to engage the services of the vendor to assist the
Department of Law, on behalf of the Peace Officer Standards and Training (POST)office, with its
statutory responsibility of providing law enforcement training and safety courses to certified
Colorado peace officers.
3. Program Year/Effective Date. The program year(starting and ending date) is July 1St thru June 30th.
All grant agreements will begin on their effective date (signature date of the State Purchasing
Delegate)and terminate on June 30th. DOL-POST shall not be liable to reimburse the vendor for any
performance, hereunder, including, but not limited to costs or expenses incurred,or be bound by any
provision hereof prior to the Effective Date or after the termination date set forth in the main body of
this Purchase Order.
4. Project Description and Budget. The maximum amount payable under this Purchase Order to the
vendor by the State is$4,278.32 for the following approved project activities:
Project Activity Approved Budget
Scholarship-NASRO Basic SRO Class $1,996.56
Scholarship- Armorers Course $2,281.76
TOTAL $4,278.32
5. Equipment. Equipment is defined as non-expendable personal property with an acquisition cost of
$5,000 or more per unit and a useful life of more than one year. The vendor is required to document
its procurement procedures and maintain this documentation in the grant records. Receipts or invoices
with order and delivery dates are required for all equipment items. Vendors are allowed to follow the
procurement requirements of the state or unit of local government as long as the requirements meet or
exceed the state requirements listed below. Procurement procedures are required and must be
maintained in the records of the grantee.
6. Inventory Procedures. If the vendor is purchasing equipment as a part of this Award the vendor must
have an effective system of property management and controls to safeguard against loss, damage, or
theft of equipment.
Exhibit A-1
Adequate maintenance procedures must be developed to keep the property in good condition. The
vendor is required to maintain a POST inventory form for equipment purchased, in whole or in part,
with grant funds which contain the following information:
• Description of item
+ Serial number and property inventory number
• Date of purchase and delivery
+ Check or voucher number
• Cost documentation, invoices, receipts
• Equipment location
+ Present use
• Condition
• Disposition information
7. Reporting. Equipment purchased with state grant funds must be reported on annually. A POST
equipment reporting form must be submitted to DOL-POST Grant Manager for each equipment item
within fifteen days(15 days)of the end of the grant period(July 15th annually). This form provides the
necessary disposition and retention information. Equipment records must be maintained for seven (7)
years from the date the first annual report is submitted to DOL-POST. If any litigation, claim, or audit
is started before the expiration of the seven (7) year period, the records shall be retained beyond the
seven-year period, until all litigation,claims, or audit findings involving records have been resolved.
8. Disposition of Equipment. Disposition includes the sale or trade-in of equipment as well as the
disposal of equipment and the end of its useful life. Disposition of equipment requires DOL-POST
approval prior to the disposition. At the end of the grant award period, title to all equipment may vest
in the vendor agency if the vendor certifies in writing that it will use the property for the same purpose
areas under which the grant was made.
9. Procurement Procedures. Purchases of equipment and services shall be in a manner providing
maximum open and free competition. Procurement shall be made by one of the following methods:
• Small purchase procedures are those relatively simple and informal procurement methods
for securing services, and supplies, that does not exceed $25,000 in the aggregate. If small
purchase procedures are used for procurement under the grant, written quotes must be
obtained and documented from at least three (3)qualified sources. These procedures are
generally used for the acquisition of relatively small standardized items such as computers.
• Competitive negotiation (request for proposal or other competitive process) is one method
that can be used to procure goods or services that cost more than $25,000. A request for
proposal (RFP) is publicized, negotiations are conducted with more than one of the sources
submitting offers, and either a fixed-price cost-reimbursable type contract is awarded, as
appropriate. The following requirements apply to competitive negotiations:
• RFP's must be publicized and identify all evaluation factors and their relative
importance. Any response to publicized RFP's shall be honored to the maximum
extent possible. Exhibit A-2
• Proposals must be solicited from at least three(3)qualified sources.
• Vendors must have a method for conducting technical evaluations of the
proposals received and for selecting vendors.
• Awards must be made to the responsible firm (individual)who proposal is most
advantageous to the program, with price and other factors considered.
• Competitive sealed bids(formal advertising)can also be used for procurement over
$25,000. Bids are publicly solicited and a firm, fixed-price contract(lump sum or unit price)
is awarded to the responsible bidder, whose bid,conforming to all material terms and
conditions of the invitation for bids, is the lowest price. Procurement by sealed bids under a
grant will be accomplished through the use of state purchasing procedures or an equivalent
local established procurement procedure.
• Non-competitive negotiation (sole-source justification) is procurement through the
solicitation of a proposal from only one source or after solicitation of a number of sources
when competition is determined inadequate. Prior approval by DOL-POST is required for all
non-competitive procurement.
10. Payments. Payments shall be made in accordance with the provisions set forth in the Purchase Order
and applicable State Controller Fiscal Rules and DOL-POST disbursement procedures. Payments to
Vendor are limited to the unpaid obligated balance of the Purchase Order.
Vendor shall submit a request for reimbursement within sixty (60)calendar days from the
delivery of goods and/or the completion of services and/or training and no later than June 30,
2017. Payment requests must be submitted with cost documentation (receipts, invoices, canceled
checks)and proof of attendance(if attending training). Lodging (hotel) receipts must be dated and
itemized.
11. Grant Record Retention. All grant records must be retained for seven (7)years after the end of the
state fiscal year that includes the end date of the grant. For example, if the grant ended June 30, 2017
the state fiscal year would be July 1, 2016 to June 30, 2017. The files could be destroyed after
6/30/2024. Grant records include all financial records, supporting documents, statistical records, and
all other records pertinent to the grant. Source documents include copies of the grant award, any
required reports, accounting transactions, the general ledger, personnel and payroll records (if
applicable to the award)and any related documents and records.
12. Applicable Laws. At all times during the performance of this Purchase Order, Vendor shall comply
with all applicable State laws and their implementing regulations, currently in existence and as
hereafter amended, including without limitation those set forth in this Exhibit. Laws, regulations, and
authoritative guidance incorporated into this Purchase Order include, without limitation:
• Department of Law, Peace Officer Standards and Training Continuing Education Grant
Guidelines, available on the POST website.
• State of Colorado, State Controller Fiscal Rules, available on the Colorado.gov website.
• 24 CFR Part 85, Administrative requirements for grants and cooperative agreements to
State and local governments and federally recognized Indian tribal governments.
Exhibit A-3
• 2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments(OMB
Circular A-87).
• OMB Circular A-133, Audits of State and Local Governments and Non-Profit
Organizations.
o Uniform Administrative Requirements for Grants and Cooperative Agreements to State
and Local Governments, 44 CFR 13.
• C.R.S. 24-31-310 Resources for the Training of Peace Officers.
® C.R.S. 24-31-303 (I) Duties, Powers of the POST Board.
• C.R.S.24-31-315 Annual In-Service Training Requirements.
0
13. Compliance: The Vendor agrees to be responsible for ensuring compliance with this Purchase Order
Award Terms and Conditions and ensure that any equipment or ammunition purchased as a part of this
Award will be used for training purposes only.
Exhibit A-4