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HomeMy WebLinkAboutStaff Report 3.E 08/01/2016DATE: August 1, 2016 Agenda Item #3.E TO: Honorable Mayor and Members of the City Council through City Manager FROM: Patrick Williams, Police Chief fW SUBJECT: Resolution Authorizing the Petaluma Police Department to Apply for and Accept the Edward Byrne Memorial Justice Assistance Grant Program FY 2016 Local Solicitation Funds in the Amount of $14,566 for the Purchase of Portable Radios and Authorizing the City Manager to Execute All Grant and Purchase Related Documents. RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing the Petaluma Police Department to Apply for and Accept the Edward Byrne Memorial Justice Assistance Grant Program FY 2016 Local Solicitation Funds in the Amount of $14,566 for the Purchase of Portable Radios and Authorizing the City Manager to Execute All Grant and Purchase Related Documents. BACKGROUND The Edward Byrne Memorial Justice Assistance Grant supports criminal justice activities and programs. This particular grant utilizes a Part 1 Crimes index (specific felony crimes) to calculate allocations to state and local governments each fiscal year. In the case of the City of Petaluma, a grant allocation of $14,566 has been established by the U.S. Department of Justice for FY 2016. DISCUSSION The Police Department has identified the need to purchase equipment to replace outdated, failing portable radio equipment. The current police portables have been in operation for more than 12 years. These radios are beyond their life expectancy and are no longer supported for repair by the manufacturer. Under the Department of Homeland Security grants in 2012 and 2014, thirty - five portable radios were replaced. Under the FY 2013 and 2014 Byrne grants, an additional 24 portable radios were replaced. When four radios are purchased under this grant, current model radios will be in place for the majority of field personnel. This grant requires the local governing body to review the grant application and allow for public comment prior to grant funding. This requirement will be met by the Council reviewing this agenda report and adopting a resolution. The attached grant application references the purchase of four portable radios. FINANCIAL IMPACTS The total equipment cost for this project is $15,417.48. The grant funding of $14,566 will cover 94.48% of the equipment cost for this project. Additional funding will be required for the $851.48 balance of the equipment purchase, and will be provided from the supplies and equipment accounts in the Police Department budget. ATTACHMENTS 1. Resolution 2. Complete Grant Application 3. Equipment Quote from Dailey -Wells vA C c t. M, : - RESOLUTION AUTHORIZING THE PETALUMA POLICE DEPARTMENT TO APPLY FOR AND ACCEPT THE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM FY 2016 LOCAL SOLICITATION FUNDS IN THE AMOUNT OF $14,566 FOR THE PURCHASE OF PORTABLE RADIOS AND AUTHORIZING THE CITY MANAGER TO EXECUTE ALL GRANT AND PURCHASE RELATED DOCUMENTS WHEREAS, the City of Petaluma Police Department desires to apply for and accept the Edward Byrne Memorial Justice Assistance Grant Program FY 2016 Local Solicitation; and WHEREAS, the City of Petaluma agrees to the funding requirements and terms and conditions of the Edward Byrne Memorial Justice Assistance Grant Program; and WHEREAS, grant funds received shall be used to purchase the equipment necessary for the replacement of outdated portable radios. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, as follows: The City Manager of the City of Petaluma is authorized to submit the attached grant to the Edward Byrne Memorial Justice Assistance Grant Program and to execute all grant and purchase related documents N Page I of 2 APPLICATION FOR 2. DATE SUBMITTED Applicant Identifier FEDERAL ASSISTANCE June 29, 2016 1, TYPE OF SUBMISSION 3. DATE RECEIVED BY State Application Identifier STATE Application Non - Construction 4. DATE RECEIVED, BY Federal Identifier FEDERAL AGENCY 5.APPLICANT INFORMATION Legal Name Organizational Unit City of Petaluma Police Department Address Name and telephone number of the person to be contacted on 969 Petaluma Blvd N matters involving this application Petaluma, California 94952 -1921 Avila, Mia (707) 778 -4375 6. EMPLOYER IDENTIFICATION NUMBER (EIN) 7. TYPE OF APPLICANT 94- 6000392 Municipal 8. TYPE OF APPLICATION 9. NAME OF FEDERAL AGENCY New Bureau of Justice Assistance 10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT NUMBER: 16.738 CFDA Edward Byrne Memorial Justice Assistance Grant Communications upgrade. TITLE: Program 12. AREAS AFFECTED BY PROJECT City of Petaluma; Police Department 13, PROPOSED PROJECT 14, CONGRESSIONAL Start Date: July 01, 2016 DISTRICTS OF End Date: June 30, 2017 a. Applicant b. Project CA02 15. ESTIMATED FUNDING 16. IS APPLICATION SUBJECT TO REVIEW BY Federal $14,566 STATE EXECUTIVE ORDER 12372 PROCESS? Applicant $0 State $ 0 Program.has not been selected by state for review Local $0 littps: // grants. ojp. usdoj. gov /M ,,external a icationReview.do ?print =yes 7/11/2016 Page 2 of 2 Other ($0 Program Income $0 17. IS THE APPLICANT TOTAL $14,566 DELINQUENT ON ANY FEDERAL DEBT? 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS REQUIRED. Fc--lose Window https: // grants. ojp. usd() j. gov/ gmsexternal /applicationReview.do ?print =yes 7/11/2016 Page 2 of 2 Other I$0 Program Income $0 17. IS THE APPLICANT TOTAL $14,566 DELINQUENT ON ANY FEDERAL DEBT? 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION PREAPPLICATION ARE TRUE AND CORRECT, TEE DOCUMENT HAS BEEN DULY AUTHORIZED BY GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS REQUIRED. Close Window https: // grants. ojp. usdoj. gov/ gmsexteroal /applicationReview.do ?print=yes 7/11/2016 Edward Bytue Memorial Justice Assistance Chant Program (JAG) FY 2016 Local Solicitation PRTALOMA POLICE DEPARTMENT Program Abstract A plicaxaljj' Name City of Petaluma, California Project Tiffe Purchase four new P25- compliant portable police radios to .replace ou datedlunsuppoited radios currently in service. Project Goals 1, f prove the emergency communications equipment - hiveniory by Xeplaoing aging radio equipment harboring obsolete technology which' is no longer supp6rted by the manufadwer. Pxoi ctMoutmers 1, Equipment— General 2. CoT.l1MURic4tiOus Narrative Deserjption of Strategies The Petaluma Polico Department intends to purchase four new portablo police radios to replace outdated equipment no longer supported by the manufacturer. This pwchase is pact of an overall effort, a portion of which was funded. by FY 2013, 2014 and 2015 Byre (JACT) grant funds, to update emergency communications infiastructwe and equipment in compliance with Federal interoperability guidelines. CFDA 16.73 S Program Abstract Page 1 of 1 F Edward Byaxae Memorial Justice Assistance Grant Program (JAG) FY 2016 Local Solicitation PETALUMA POLICE DEPARTMENT Program Narrative The City of Petaluuua, Califoxaaia, is file second largest oity, in Sonoma County with a popidatlon of nearly 60,000 people. The police depaztanent currently has 62 sworn officers. Thirty, six of these officers are assigazed to the patrol division and havo the highest need for dependable radio rvApment. By 2012, all of fife portable radios assigned to sworn officers weave over 10 gears old and were no longer supported by Motorola. As the radio equipment failed it could not be repaired.. In 2012, through Department of Romeland Seciu* grant funding, 20 portable radios were replaced. Funding xeceived through the FY 2013 and FY 2014 JAG grants replaced 24 portable yadxos. Ftunding from the FY 2016 JAG grant will be used toward the p- mchase of four additional replacement radios, outfitted with technology up to speed with the current industry standards. When the radio equipment is pmehased under this grant, a good portion of our officers will have new radios but there will still be approximately 17 radios ixr need of replacement for other staff members. The total cost of these new radios will be $15,417.48. The amount of funding available to the City of Petaluma under the FY 2016 JAG program is $14,566.00. The remaining balance of $851.48 will be paid. by the City of Petaluma separate from any other source of Federal. finding. All equipment purchased in this project is in compliance with FY 2016 SAFECOM Guidance for Emergency Comau mkatiorls Grants ensuring intexopeiable communications. CFDA 16.738 ProgramNarrative Page 1 of 1 Edward Byrne Memorial lastice Assistance Grant Program (7.A.G) FY 2016 Local Solicitation PETALUMA POLICE DEPARTMENT Budact WoAsheet ,i✓TYi�txerxi 11a Description 'unit Cost Total 4 XLPPMIM Portable, XL -200P, Partial, Midnt Blk, US $1,836.00 $7,344.00 4, Feature Pa6kage, Dual Band, VHF/UIW $680.00 $2,720.00 4 Antenna, Flex, Helical, Dual Baud $68,00 $272.00 4 Speaker Mic with Emergency Button $119.00 $476.00 4 Feature, 256 -•AES, 64 DES Encryption $ 472.60 $1,890.40 4 Battery, LI ION, 3100 MM. $102.00 $408.00 4 Belt Clip $17.00 $68.00 4 Rack Charger, 6 Unit $540.60 $540.60 4 XLPA3V, 31.00 Mah (Back- irp Battery) $102.00 408.00 Subtotal (not inol-ading Shipping and Taxes) : $14,127.00 Tax: $1,165.48 Shipping: $125.00 TOTAL: $x5,417.48 Bndg4Item S11ba1uax°� Eauipmont: $14,127.00 Tax: $1,165.48 Shipping: $125.00 Total: $ 15,41.7.43 CFDA 16.738 Federal Portion under Grant: $14,566.00 (94.48%) City Portion with Separate No- n- Federal. Funds: $851.48 (5.52 °10) Budget Worksheet Page 1 of 1 Edward Byrne Memorial Justice ,Assistance Grant Program. (JAG) FY 2016 Local Solicitation PE`X`ALTiMA POLICE DEPARTMENT }fidget Narraixye The attached Budget Worksheet outlines all of rho equipment costs necessary for the purchase of four poitable police replacement radios. $14,566.00 of these costs will be paid from funds tirnder this grant program. The remaining equipment cost of $851.48 will be paid for by the City of Petaluma separate Rom any Federal funding. The purchase of the cquipment for this project will be made within 60 days of grant funding as a one -time expense, The vendor used for this purchase will be Dailey -Wells Communications, Inc. This vendor is currently working with the City of Petaluma as the radio commm- eations service provider. They offer competitive rates for radios outfitted with technology up to date industry standards. CFDA.16.738 BudgetNarrative Page 1 of 1 Edward Byine Memorial Justice Assistance Grant Program. (JAG) FY 2016 Local Solicitation PETALiIMA POLICJC DFPARTM>ENT Review Narrative This grant application is intended to be submitted for review and acceptance by the Petaluma City Council at the August 1, 2016 council meeting. Advance notice will be posted on the City Web Site and physically posted in City Hall, in accordance with local ordinance, regarding the meeting date and the agenda items to be considered by the council. Thy public will have an opportunity to make. comments regarding this punt application at the council meeting per established procedures. The Petaluma City Council, by resolution, is expected to authorize the City Manager to submit the grant application and execute all grant- related documents. CFDA.16.738 ReviewNarxative Page 10f1 M OMB APPROVAL f NUMBER 1121 -0140 EXPIRES 05/31/2019 STANDARD ASSURANCES The Applicant hereby assures and certifies compliance with all applicable Federal statutes, regulations, policies, guidelines, and requirements, including 2 C.F.R. Part 2800 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards by the Department of Justice), and Ex. Order 12372 (intergovernmental review of federal programs). The applicant also specifically assures and certifies that: 1. It has the legal authority to apply for federal assistance and the institutional, managerial, and financial capability (including funds sufficient to pay any required non - federal share of project cost) to ensure proper planning, management, and completion of the project described in this application. 2. It will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 3. It will give the awarding agency or the Government Accountability Office, through any authorized representative, access to and the right to examine all paper or electronic records related to the financial assistance. 4. it will comply with all lawful requirements imposed by the awarding agency, specifically including any applicable regulations, such as 28 C.F.R. pts. 18, 22, 23, 30, 35, 38, 42, 61, and 63, and the award term in 2 C.F.R. § 175.15(b). 5. It will assist the awarding agency (if necessary) in assuring compliance with section 106 of the National Historic Preservation Act of 1966 (16 U.S.C. § 470), Ex. Order 11593 (identification and protection of historic properties), the Archeological and Historical Preservation Act of 1974 (16 U.S.C. § 469a --1 et seq.), and the National Environmental Policy Act of 1969 (42 U.S.C. § 4321). 6. It will comply (and will require any subrecipients or contractors to comply) with any applicable nondiscrimination provisions, which may include the Omnibus Crime Control and Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42 U.S.C. §10604(e)); the Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. § 5672(b)); the Violence Against Women Act (42 U.S.C. § 13925(b)(13)); the Civil Rights Act of 1964 (42 U.S.C. § 2000d); the Indian Civil Rights Act (25 U.S.C. §§ 1301 - 1303); the Rehabilitation Act of 1973 (29 U.S.C. § 794); the Americans with Disabilities Act of 1990 (42 U.S.C. §§ 12131 -34); the Education Amendments of 1972 (20 U.S.C. §§ 1681, 1683, 1685 -86); and the Age Discrimination Act of 1975 (42 U.S.C. §§ 6101-07). it will also.comply with Ex. Order 13279, Equal Protection of the Laws for Faith -Based and Community Organizations; Executive Order 13559, Fundamental Principles and Policymaking Criteria for Partnerships With Faith -Based and Other Neighborhood Organizations; and the DOJ implementing regulations at 28 C.F.R. Part 38. 7. If a governmental entity? a, it will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S,C.§ 4601 et seq,), which govern the treatment of persons displaced as a result of federal and federally- assisted programs; and � -a b. it will comply with requirements of 5 U.S.C. §. §'f 501 -08 and § §732.4428, which limit certain political activities of State or local government employees whose.prineipal employment is in connection with an activity financed In whole or in part by federal assistance. U.S. DEPARTMENT OF JUSTICE OFFiCE OF JUSTICE PROGRAMS OFFICE OF THE CHIEF FINANCIAL OFFICER CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS; AND DRUG -FREE WORKPLACE REQUIREMENTS Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants should also review the instructions for certification included in the regulations before completing this form. Acceptance of this form provides for compliance with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying," 2 CFR Part 2867, "DOJ Implementation of OMB Guidance on Nonprocurement Debarment and Suspension," and 28 CFR Part 83, "Government -wide Debarment and Suspension," and Government -wide Requirements for Drug -Free Workplace (Grants)." The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered transaction, grant, or cooperative agreement. y 1. LOBBYING As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28 CFR Part 69, for persons entering into a grant or cooperative 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 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 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 submit Standard Form - LLL, `Disclosure of Lobbying Activities," in accordance with its instructions; (c) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and-that ail sub - recipients shall certify and disclose accordingly. 2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS (DIRECT RECIPIENT) Pursuant to Executive Order 12549, Debarment and Suspension, implemented at 2 CFR Part 2867, for prospective participants in primary covered transactions, as defined at 2 CFR Section 2867.20(a), and other requirements: A. The applicant certifies that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal department or agency; (b) Have not within a three -year period preceding this application, 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 performing a public (Federate, 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; (c) Have not within a two -year period preceding this application been convicted of a felony criminal violation under any Federal law, unless such felony criminal conviction has been discldked in writing to the Office of Justice Programs (OJP) at Ojpcompliancereporting @usdoj.gov, and-, after such disclosure, the applicant has received a specific written determination from OJP that neither suspension nor debarment of the applicant is necessary to protect the interests of the Government in this case. (d) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and (e) Have not within a three -year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default. B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. 3. FEDERAL, TAKES A. If the applicant is a corporation, the applicant certifies that either (1) the corporation has no unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, or (2) the corporation has provided written notice of such an unpaid tax liability (or liabilities) to OJP at Ojpcompliancereporting , @usdoj.gov, and, after such disclosure, the applicant has received a specific written determination from OJP that neither suspension nor debarment of the applicant is necessary to protect the interests of the Government in this case. B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. 4. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug -Free Workplace Act of 1988, and implemented at 28 CFR Part 83, Subpart F, for grantees, as defined at 28 CFR Sections 83.620 and 83.660: A. The applicant certifies that it will or will continue to provide a drug -free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing an on -going drug -free awareness program to inform employees about (1) The dangers of drug abuse in the workplace; (2) The grantee's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance programs; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) 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 (a); (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will (1) Abide by the terms of the statement; and (2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; (e) Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to: Department of Justice, Office of Justice Programs, ATTN: Control Desk, 810 7th Street, N.W., Washington, D.C. 20531. Notice shall include the identification number(s) of each affected grant; (f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted (1) Taking appropriate personnel action against such an employee, up to and Including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (2) 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 enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e), and (f). As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications. Edward Byrne Memoxial Justice Assistance Crrant Program (JAG) FY 2016 Local Solicitation PETA.LUMAPOLICE' IffPA7lt.'Z'M NT High Risk NNoMeation The City of Petaluma is not currently designated as high risk by any other federal grant- making agency and does not zephe additional oversight by any agency . due t past pzogrannnatic or financial concerns. CFDA 16.738 1'xogramNarrative Page 1 of 1 Edward Byrne Memorial Justice Assistance Giant Program (JAG) FY 2016 Local Solicitation PETALQMA POLICE DEPARTMENT ]liselosur a of Pending App *aiions The City of Petaluma sloes not have pending applications submitted with the 16st 12 months for federally Rmded assistance that h- �chxde requests for ftmding to support the sane peoject being proposed -Lmder this solicitation and will cover the identical cost items out&ed in the budget narrative and worksheet in the application under this solicitation.. CFDA 16.738 PxogramNarxative Page 1 of z U.S. AFS.P.ART10NT OF JUSTICE .Approved: OMB No. 1121 -0329 r OFFICE OF JUSTICE PROG)2AM5 Expltes 12/31/2018 page t of The flnancia(managoment system of each non - Federal entity must provide for the following a Retention iequlrements for records • Requests for transfer of records • Methods for collection, transmission and storage of information o Access to records a Restrictions on public access to records (i) Identification, In its accounts, of all Federal awards received and expended and the Federal programs under which they were received. Federal program and Federal award Identification must include, as applicable, the CFDA title and number, Federal award identification number and year, name of the f=ederal agency, and name of the pass - through entity, if any. (2) Accurate, current, and complete disclosure of the financial results of each Federal award or program. (3) Records that identify adequately the source and application of funds for federally-- funded activities. These records must contain Information pertaining to Federal awards, authorizations, obligations, unobligated balances, assets, expenditures, income and interest and be supported by source documentation. (4) Effective control aver, and accountability for, all funds, property, and other assets. The non - Federal entity inust adequately safeguard all assets and assure that they are used solely for authorized purposes (6) comparison of expenditures with budget amounts for.each Federal award, (6) Written procedures to document the receipt and disbursement of Federal funds including procedures to minimize the time elapsing between the transfer of funds from the United States Treasury ar the pass - through entity and the disbursement by the non - Federal entity whether the payment is made by electronic funds transfer, or issuance or redemption of checks, warrants, or payment by other means (7) Written procedures for determining the ailowability of costs. AePLIGANT ORGANIZATIONAL, INFORMATION 1. Name of Organization and Address: Petaluma Police Department 969 Petaluma Blvd. N Petaluma, ca. 94952 2. Authorized Representative's Name and Title: Mia Avila Adrin Toch 3. Phone: 707 -778 -4375 exf 375 4- Fax: 5.1 mail :mavila &i.petaluma.cams 6. Year Established: 7. Employer identification Number (EIN): 8. DUNS Number: '1858 94 - 6000392 9. Type of Organization: lj State 9 Municipality Ij Non - Profit El Higher Education d Tribal For- Profit Q Other page t of I US, DBPARTNMT OF JUSTICE Approved: OMB Xo. 1121 -0329 N —� OIxkICB OF NSTICL PROGRAMS Expiros 12/31/2018 AUDIT INFORMATION An audit is conducted using generally accepted auditing standards (GARS) or Generally Accepted Governmental Auditing Standards (GALAS) and results in an audit report with an opinion. •10, The organization has had the undergone the following types of audit(s) (Please check all that apply): j� OMB A-133 Single Audit 0 Financial Statement-Audit [ Defense Contract Agency Audit (DCAA) [] None ❑ Programmatic Audit & Agency: [j Other Audit & Agency: 11. Fiscal Year of Last Audit: Name of Audit Agency /Firm: AUDITOR'S OPINION: 12, On the most recent audit, what was the auditor's opinion? [( Unqualified Opinion EJ Qualified Opinion Q Disclaimer, Going Concern orAdverse Opinions Please enter the number of findings: Please enter the amount of questioned costs: Were material weaknesses noted in either the Financial Statement or Single Audit? VJ Yes Q No 'ACeOUNTING SYSTEM 13. Which of the following hest describes your accounting system: o Manual M Automated a Combination. 14, Does the accounting system Identify the receipt and expenditure C]( Yes No Q Not Sure of program funds separately for each grant? 15. Does the accounting system provide for the recording of Yes No Not Sure expenditures for each grant /contract by budget cost categories shown in the approved budget? 16. Does your accounting system have the capability to document the d Yes. FrJ No p! Not Sure recording of cost sharing or match for each grant? Can you determine if documentation is available to support recorded match or cost share? 17. Are time distribution records maintained for each employee that Cif Yes rJ No Not Sure specifically identify effort charged to a particular grant or cost . objective? 18. pees the accounting /financial system Include budgetary controls Eu Yes ] No Not Sure to preclude incurring obligations or costs in excess of total funds available or by budget cost category (e.g, Personnel, Travel, etc.)? 19. Is the organization familiar with the existing Federal regulation and Yes No Not Sure guidelines containing the Cost Principles and procedures for the . determination and allowance of costs in connection with federal grants? Page 2 of 3 CA U.S, DEPATdDhENT OF JUSTICE Approved: OMB No. 1121 -0329 i OFFICE OF JUSTICE PROGRAMS Expires 12/31/2018 F PROPERTY STANDARDS, PROCUREMENT STANDARDS, AND TRAVEL POLICIES PROPERTY STANDARDS 20. Does your pl'opelty management system(s) provide for iM Yes n No .1 Not Sure maintaining: (1) a description of the equipment; (2) an identification number, (3) source of the property, includind the award number; (4) where title vests; (5) acquisition date; (6) federal share of property cost; (7) location and condition of the property; (8) acquisition cast; & (9) ultimate disposition Information? PROCUREMENT STANDARDS 21, Does your organization maintain written procurement. procedures Yes ] No Not Sure which (1) avoid unnecessary purchases; (2) provide an analysis of lease and purchase alternatives; and (3) provide a process for sollciting goods and services? 22. Does your procurement system provide for the conduct; to (x Yes d No a Not Sure determine selection on a competitive basis and documentation of cost; or price analysis for each procurement; action? 23, noes your procurement system include provisions for checking the a Yes r j No a Not Sure "Excluded Parties List" system for suspended or debarred sub - grantees and contractors, prior to award? https: / /Www.sam.govl TRAVEL. POLICY 24. Does your organization: (a) maintain a standard travel policy? Ej Yes []No (b) adhere to the Federal Travel Regulation? (FTR) Ej Yes C! No SUBRrCIPIENT MANAGEMENT AND MONITORING 2s. (For Pass- through entities only), Does your organization have Yes d No Ej Not Sure controls in place to monitor adtivities of subrecipient's, as necessary, to determine that Federal awards are used for authorized purposes in x N/A (Your organization compliance with laws, regulations, and the provisions of the award does not maka subawards.) and that performance goals are achieved (2 CFR200)7 ST/aNpARl75,'FOR FINARGIAI�JM 7AjNPQP EMI NT SYSTF-M$ A�PLiCANT:GERTIFICATlON I certify that the above information is complete and correct to the best of my knowledge. This document must be certified by the organization's Authorized Representative, Executive Director, Chief Financial Officer, Chairman of the 13oard.of Directors, or similar position, Name: WILLIAM MUSHALLO Date: 6/2212016 Title; p Executive Director i». Chief Financial Officer Ej Chairman Q Other: Phone: 707 - 778 - 4323 ext. 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