HomeMy WebLinkAbout13998RESOLUTION NO. 13998
A RESOLUTION APPROVING AND ACCEPTING A COLORADO
DEPARTMENT OF LAW-PEACE OFFICER STANDARDS AND
TRAINING (POST) GRANT, JULY 1, 2017 THROUGH JUNE 30,
2018, ESTABLISHING PROJECT NUMBER PS1806,
TRANSFERRING FUNDS NOT TO EXCEED THE AMOUNT OF
$3,707.00 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 2017-2018 POST Training
funding that will not exceed the amount of $3,707.00; 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 Award of the 2017-2018 POST Grant is hereby accepted and approved in the amount
of $3,707.00.
SECTION 2.
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 5.
This Resolution shall become effective immediately upon final passage.
INTRODUCED: June 25, 2018
BY: Ed Brown
MEMBER OF CITY COUNCIL
APPROVED:
PRESIDENT OF CITY COUNCIL
ATTESTED BY:
ACTING CITY CLERK
City Clerk’s Office Item # M-7
Background Paper For Proposed
RESOLUTION
COUNCIL MEETING DATE: June 25, 2018
TO:
President Christopher A. Nicoll and Members of City Council
CC:
Sam Azad, City Manager
VIA:
Brenda Armijo, Acting City Clerk
FROM:
Troy D. Davenport – Chief of Police
SUBJECT:
A RESOLUTION APPROVING AND ACCEPTING A COLORADO DEPARTMENT
OF LAW, PEACE OFFICER STANDARDS AND TRAINING (POST) GRANT,
JULY 1, 2017 THROUGH JUNE 30, 2018, ESTABLISHING PROJECT NUMBER
PS1806, TRANSFERRING FUNDS NOT TO EXCEED THE AMOUNT OF
$3,707.00 FROM PROJECTS-TO-BE-DETERMINED IN THE PUBLIC SAFETY
GRANTS FUND
SUMMARY:
The Colorado Department of Law-POST has informed the Pueblo Police Department that funds
are available for a Peace Officer Standards and Training (POST) Grant. The term of this grant
covers the period from July 1, 2017 through June 30, 2018.
PREVIOUS COUNCIL ACTION:
Previous grants of this nature have routinely been approved.
BACKGROUND:
This grant, if approved, will allow the Police Department to purchase Training Equipment.
FINANCIAL IMPLICATIONS:
This grant will require staff time for project management and reporting.
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) ,or Tg PURCHASE ORDER
NI
RALPH L. CARR COLORADO JUDICIAL CENTER The PO # and ••.td �„�r.
1300 BROADWAY, 9th FLOOR LINE # must !,r0:7:6�' DEPARTMENT OF LAW
DENVER, CO 80203 appear on all
PEACE OFFICER STANDARDS and TRAINING
invoices,
packing slips, PO R: GAE LAAA 20180000000000000081
Vendor Name: Pueblo Police Department cartons and
correspondence.
Vendor Contact: Captain Charles Taylor Start Date: 7/1/2017 End Date: 6/30/2018
Phone: 719-553-2919 State Award if: None
E-Mail: y1 avlorftouebki.us ALPHA, ORG or FUND: 4500 PINS
Ship To: Invoice To:
Name and Pueblo Police Department Susan Carter-Colorado Department of Law
Address:
200 S. Main Street Peace Officer Standards and Training (POST)
Pueblo, CO. 81003 1300 Broadway, 9th Floor
Denver CO 88283
Instructions to Vendor
1. If for any reason delivery of this order is delayed beyond the
delivery/installation date shown, please notify the agency
Any questions regarding this PO should be directed to
contact named at the top left. (Right of cancellation is
Susan.Cartericoag.gov or 720-508-6559 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,gov/osc/purchase-order-terms-conditions
3. Description:
• This Purchase Order is to provide funds to Vendor to secure 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 June
30, 2018; UNLESS PRIOR AUTHORIZATION FOR AN EXTENSION IS GRANTED BY THE THE POST TRAINING MANAGER, OR DESIGNEE.
• 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 = $3,707.00
THIS PO IS ISSUED IN ACCORDANCE WITH STATE AND FEDERAL REGULATIONS FOR THE STATE
Printed Signatory Name and Title of COLORADO
Printed Name: --coy ,Q 44,410,47,,e7-'" Name: Melissa Moynham
Title: /7�/.IC BW �C/�G£ Title: State Controller Delegate
Date: 3-7.://5"--/g1 Date: '�7 ,
Vendor Signature: . " P State Controller Delegate Signature:
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 1, 2017 thru June
30, 2018. All purchase orders will begin on their effective date (signature date of the State Purchasing
Delegate) and end on June 30, 2018. 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 End 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 $3,707.00 for the following approved project activities:
Project Activity Approved Budget
Training Equipment $ 3,707.00
TOTAL $ 3,707.00
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 Susan Carter at sutian.carter a ctlau.!1O for each
equipment item by June 30`h 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 D(fl -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 thirty (30) calendar days from the
delivery of goods and/or the completion of services and/or training and no later than June 30,
2018. Unless prior authorization for an extension is granted by the POST Training Manager or
Designee. 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.
II. 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, 2018
the state fiscal year would be July 1, 2017 to June 30, 2018. The files could be destroyed after June
30, 2025. 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.
• 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.
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
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4 ti
!. � \,0' RALPH L. CARR
CYNTHIA H. COFFMAN O
Attorney General ,* �� >! *. COLORADO JUDICIAL CENTER
v4 1300 Broadway, 10th Floor
MELANIE J.SNYDER va4; *.
Chief Deputy Attorney General /876 Denver, Colorado 80203
LEORA JOSEPH Phone (720) 508-6000
Chief of Staff STATE OF COLORADO
FREDERICK R.YARGER
Solicitor General DEPARTMENT OF LAW Office of the Attorney General
May 11, 2018
TO: Pueblo Police Department,
Congratulations! The office of Peace Officer Standards and Training (POST) has approved
an award of$3,707.00 for your law enforcement training program. Our offer of this award
is subject to your agreement to:
1. Use the grant funds only as specified in the submitted approved grant application;
2. Maintain your records to show and account for the uses of grant funds;
3. Allow POST access to records to verify grant expenditures and activities;
4. Comply with reasonable requests for information about program activities; and
5. Meet terms and conditions specified in the Purchase Order attached to this letter.
If your organization agrees to these terms, please print a single-sided copy of the attached
Purchase Order and Exhibit A (five pages) and have an authorized representative sign and
return it to POST. The Purchase Order requires original signature, therefore, the Purchase
Order must be returned via postal mail.
Mail the Purchase Order (with original signature) to:
Susan Carter-Training Coordinator
Ralph Carr Judicial Center
Peace Officer Standards and Training
1300 Broadway Street, 9th Floor
Denver, CO 80203
You cannot incur any charges, pay for, or order any items that have been
approved in this award prior to the full execution of the Purchase Order. Once
the Purchase Order has been signed by the State a copy will be returned to you
electronically for your records along with instructions for how to receive your funds. Again,
you may not incur costs prior to the date the State Controller Delegate signs the Purchase
Order.
The end date for this Purchase Order is June 30, 2018. All paid invoices for payment must
be submitted no later than close of business June 30, 2018; unless prior authorization for
an extension is granted by the POST Training Manager, or designee.
If you have any questions please contact Susan Carter at susan.carter@coag.gov or 720-508-
6559.
Sincerely,
Susan Carter
POST Training Coordinator