HomeMy WebLinkAboutStaff Report 3.E 06/04/2012 74 g-exickt,Itevw#3 .E
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DATE:. June 4, 2012
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan Fish, Chief of Police
SUBJECT: Resolution Authorizing the Petaluma Police Department to Apply for and Accept
Edward Byrne Memorial Justice Assistance Grant(JAG) Program FY 2012 Local
Solicitation Funds'for the Purchase bf Police Radio Receiver Site Equipment to
Enhance Emergency Communications, and Authorizing the City Manager to
Execute All Grant Related Documents.
RECOMMENDATION
It is recommended that the City Council Adopt a Resolution Authorizing the Petaluma Police
Department to Apply for and Accept Edward Byrne'Memorial Justice Assistance Grant (JAG)
Program FY 2012 Local Solicitation Funds for the Purchase of Police Radio Receiver Site
Equipment to Enhance Emergency Communications, and Authorizing the City Manager to
Execute All Grant Related Documents.
BACKGROUND
The Edward Byrne Memorial Justice Assistance Grant(JAG) 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,an allocation of S14,778 in funds has been established for FY 2012.
DISCUSSION
The Police Department has identified the need to purchase equipment for an additional radio
receiver site at the.southern end of,the city limits to increase the quality of radio transmissions
from police officers. The exact site determination will be made after the receipt of funding and
when.negotiations have been finalized for the site.location.
The current police radio system infrastructure has been in place well in excess of 20 years.
During this time, the City has;experienced growth at the extreme northern and southern ends of
the City and the radio system has not been.expanded. As well, in 2011, the City complied with
Federal radio narrow-banding requirements. The combination of City expansion and radio
system narrow=banding has negatively affectedthe quality ofradio reception from officers in the
Agenda Review:
City Attome9 Finance Director City Manager
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field. In'partrcular, recent radio performance mapprngishows the worst reception when officers
make transmissions from the areas of the Petaluma Fairgrounds, Casa Grande High School and
the southernmost areas of our city limits.
The Petaluma Police Department has submitted an application for,funding under this grant
program to purchase the equipment described above. 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 this
resolution. The Council has the authority to accept the grant funds for the future purchase of the
described equipment. If the Council chooses not to accept the grant funds, the Petaluma Police
Department does not have a separate funding source for the purchase of this equipment.
FINANCIAL IMPACTS
A preliminary quote from Day Wireless Systems estimates the cost of the receiver equipment at
$26,486.20. The grant funding of$14,778 will cover approximately 55% of the equipment cost
for this project. Additional funding will be required:for'the•balance of the equipment purchase,
in addition to labor costs for installation and any costs that may be associated with the actual site
selection. The Police Department anticipates using a combination of asset,forfeiture'and Law
Enforcement Facility Impact Fee program funds for the City's portion of these expenses.
ATTACHMENTS
1. Resolution
2. Complete Grant Application
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3. Equipment Bid from Day Wireless Services'
Resolution Authorizing the Petaluma.Police Department to Apply for`and.Accept Edward Byrne
Memorial Justice'Assistance Grant (JAG)Program.FY.2012 Local Solicitation',Funds for the
Purchase of Police'Radio Receiver Site'Equipmentto Enhance Emergency Communications, and
Authorizing the City Manager to Execute All Grant Related Documents.
WHEREAS, the City of Petaluma Police Department desires to apply for and accept the Edward
Byrne Memorial;Justice Assistance,Grant(JAG) Program FY 2012 Local Solicitation;
NOW, THEREFORE, BE IT RESOLVED THAT:
1. The City Manager of the City of Petaluma is authorized to submit the attached grant
to the Edward Byrne Memorial Justice:Assistance Grant(JAG) Program and execute
all documents necessary to administer the grant; and
2. The City of Petalumaagrees to the funding requirements and terms and conditions,of
the Edward Byrne Memorial Justice Assistance Grant(JAG) Program; and
3. Gram funds received shall be used to purchase the equipment necessary for the
installation of an additional police radio receiver site; and
4. The City Council finds that the future procurement of this equipment will require
formal bidding in compliance with Sections 4.04.080 and 4.04.090.of the Petaluma
Municipal Code.
741170/10t2At& (2—
Page 1 of 2
APPLICATION FOR 2. DATE SUBMITTED Applicant Identifier
FEDERAL ASSISTANCE
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
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Address Name and telephone number of
the person to be contacted on
969 Petaluma Blvd N matters involving this
Petaluma, California application
94952-1921
Christensen, Marlin
(707) 241-5573
6. EMPLOYER IDENTIFICATION NUMBER(BIN) 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 BYRNEMEMORIAL JUSTICE Addition of police radio receiver
TITLE: ASSISTANCE GRANT PROGRAM site to enhance emergency
communications
12. AREAS AFFECTED BY PROJECT
Equipment- General System Improvements
13. PROPOSED PROJECT 14. CONGRESSIONAL
Start Date: October 01, 2012 DISTRICTS OF
End Date: September 30; 2013
a. Applicant
• b. Project CA06
15. ESTIMATED FUNDING 16. IS APPLICATION
Federal $14,778 SUBJECT TO REVIEW BY
STATE EXECUTIVE ORDER
Applicant $11,708 12372 PROCESS?
State $0
Program has not been selected
Local $0
https://grants.ojp.usdoj.gov/gmsextemal/applicationReview.do?print=yes 5/14/2012 I�
Page 2 of 2
•Other $0 by state for review
Program Income $0 17. IS THE APPLICANT
DELINQUENT ON ANY
FEDERAL DEBT?
TOTAL $26,486
N
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.
[' close Window
https://grants.ojp.usdoj.gov/gmsexternal/applicationReview.do?print=yes 5/14/2012
•
Edward Byrne Memorial Justice Assistance Grant.Program (JAG) FY 2012 Local Solicitation
PETALUMA POLICE DEPARTMENT
Program Abstract
Applicants' Name
City of Petaluma,California
Project Title
Addition of police radio receiver site to enhance emergency communications
Project Goals
1., Increase the quality of radio transmission from Petaluma police officers in outlying areas of the
City of Petaluma.
Project Identifiers'
1. Equipment-General 2. System Improvements
Narrative Description of Strategies
The Petaluma Police Department intends to install an additional police radio receiver site in the
southernmost area of the City of Petaluma to increase the quality of radio transmissions from police
officers in critical areas of the City. The equipment will be purchased with 60 days of grant funding, and
the project will be fully implementedbySeptember30, 2013.
CFDA 16.738 Program.Abstract Page 1 of 1
T
Edward Byrne Memorial Justice Assistance Grant Program (JAG)`FY2012.Local Solicitation
PETALUMA POLICE DEPARTMENT
Program Narrative
The City of Petaluma, California, is the second largest city in Sonoma County with a
population of nearly 60,000 people. The city limits encompass approximately 14 square miles.
The current police radio system infrastructure has been, in place well in excess of 20 years.
During this time, the City has experienced growth at the extreme northern and southern ends
of the City and the radio system has not been expanded. In 2011, the City complied with
Federal radio narrowbanding requirements. The combination of City expansion and radio
system narrowbanding has negatively affected the quality of radio reception from officers in
the field. In particular, recent radio performance mapping shows the worst reception when
officers make transmissions from the areas of the Petaluma Fairgrounds, Casa Grande High
School and the southernmost areas of our city limits. Adequate radio coverage is essential in
these areas.
Funding from this grant will be used toward the purchase equipment necessary to add
an additional radio receiver site at the southern end of the city limits to increase the quality of
radio transmissions in the above-described areas. The exact site determination will be made
after the receipt of funding and when negotiations have been finalized for the site location.
The grant funds under-this program will pay for approximately 55% of the equipment
purchase necessary for this project. The additional funding required to complete this project,
including any costs associated with contracting for site location and labor costs for the
equipment installation, will be paid by the City of Petaluma separate from any other source of
Federal funding.
All equipment purchased in this project is in compliance with FY 2012 SAFECOM
Guidance for Emergency Communications Grants ensuring'interoperable communications.
CFDA 16.738 Program Narrative Page 1 of 1 J^1
Edward Byrne Memorial Justice Assistance Grant Program (JAG) FY 2012 Local Solicitation
PETALUMA;POLICE DEPARTMENT
Budget.Work sheet
Equipment
Quantity Description Unit Cost Total
1 Airstream 4.9 GHz Point-to-Point Radio $3,236.19 $3,236.19
2 Omit—Compact Microphone -9.00 -18.00
2 Omit—Non-lock-Bracket -3.60 - 7.20
2 Ti/E1 Converters 32.42 64.84
1 SNV-12.JPS Voter 5,988.90 5,988.90
2 RAD TDMoIP Gateways 2,507.92 5,015.84
2 CPI Wall Mount 25.65 51.30
2 19"Non-Ventilated'Shelves 65.55 131.10
2 PowerSupply—CDM 148.15 296.30
2 PTG-10 Pilot:Totie Generator's 530.00 1,060.00
2 XTL Series digital:capable.bas 2,200.00 4,400.00
2 Fiberglass Omni Antennas 537.68 1,075.36
2 Digital encryption for MW 1,795.00 3;590.00
Subtotal(not including Shipping and Taxes) : $ 24,884.63
Tax: 1,351.57
Shipping: 250.00
TOTAL: $26,486:20
Budget Item.Summary
Equipment: $ 24,884.63
Tax: 1,351.57
Shipping: 250.00
Total: $26,486.20
Federal Portion under Grant:. $14,778.00 (55.8%)
City Portion with Separate Non-Federal Funds: $11,708.20 (44.2%)
CFDA 16.738 Budget Worksheet Page 1 of 1
q
Edward Byrne Memorial Justice Assistance Grant Program (JAG) FY 2012 Local Solicitation
PETALUMA POLICE`DEPARTMENT
Budget Narrative
The attached Budget Worksheet outlines all of the-equipment costs necessary for an additional
police radio receiver site. $14,778 of.these costs will be paid from funds under this grant program. The
remaining equipment cost of$11,708, in addition to the cost of labor for installation of the equipment
and for any costs which may be incurred;securing a site location, will be paid for by the City of Petaluma
separate from any Federal funding.
The purchase of the equipment 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 Day Wireless Systems. This vendor is
currently under contract with the City of Petaluma as the radio communications service provider.
CFDA 16.738 Budget-Narrative Page 1 of 1
Edward Byrne Memorial Justice Assistance Grant Program (JAG) FY 2012 Local Solicitation
PETALUMA POLICE.DEPARTMENT
Review Narrative
This grant application is being submitted for review and acceptance by the Petaluma City
Council at the June 4, 2012, council meeting. Advance..notice'will be posted on the City Web Site and
•
physically posted in City Hall regarding this meeting date and the agenda items to be considered by the
council. The public will have an opportunity to make comments regarding this grant application at the
council meeting per established procedures.
•
CFDA 16.738 Review Narrative Page 1 of 1
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Assurances Page 1 of 1
NOTE:You must click on the"Accept" button at the bottom of the page before'.closing this window
OMB APPROVAL
f NUMBER 1121-0140
EXPIRES 12/31/2012
STANDARD ASSURANCES
The Applicant hereby assures and certifies compliance with all:applicable Federal statutes, regulations, policies,
guidelines, and requirements, including OMB,Circulars A21,,A-87,.A-102, A-110, A-122, A-133; Ex. Order 12372
(intergovernmental review of federal programs); and 28 C.F.R. pts. 66 or 70(administrative requirements for
grants and cooperative agreements). The applicant also specifically assures and certifies-that:
1. It has the legal authority to apply forfederal 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 agencyor the General Accounting 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) inassuring compliance with section 106 of the
National Historic:PreservationAct 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. §469 a-1 etseq,), and the National Environmental Policy Act of'1969 (42 U.S.C. §4321).
6. It will comply (and will require_any subgrantees or contractors to comply)with any applicable
statutorily-imposed nondiscrimination requirements, 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 Civil Rights
Act of 1964 (42 U.S.0 §2000d)i theRehabilitation Act;of 1973 (29 U.S.C. § 7 94) 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); see Ex.
Order 13279 (equal protection of the laws-for faith'-based,and community organizations).
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.Q.§4601 etseq );which govern the treatment of persons
displaced as a result of federal and federally-assisted programs; and
• b. it will comply with requirements of 5 U S C. §§ 101-08 and §§.7324-28, which limit certain
political activities of State or local government:employees whose,principal employment is in
connection with an activity financed-in whole or in part by federal assistance.
'Accept,
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Certifications Page 1 of 3
NOTE: You must click on the_Accept» button at the bottom of the page before closing this window
hi>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 of Nonprocurement
Debarment and Suspension,"and 28 CFR Part 83, "Government-wide Debarment and Suspension," and
Government-wide Requirements forDrug-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.
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 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 2 CFR Part 2867, for
prospective participants in primary covered transactions, as defined at 2 CFR Section 2867.20(a):
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 criminaloff,ense in connection with obtaining, attempting to
obtain, or performing a public(Federal, State, or local)'trensaction orcontract 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)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 (1)(b)of this certification; and �(
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Certifications Page 2 of 3
(d) 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. DRUG-FREE WORKPLACE (GRANTEES OTHER,THAN INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988, and implemented at CFR Part 83, Subpart F, for
grantees, as defined at CFR Sections 83:620 and 83.650:
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
anemployee,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).
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Certifications Page 3 of 3
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the
above:certifications.
Aceept:;
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PAGE 1
DAY WIRELESS SYSTEMS {04}.
iF 4728. East 2nd St, Suite 10
BenicA
� �. (707)ia .
WIN EC655t$Y$16645
QUOTATION
QUOTE NO.: 58620 - 00 APT
DATE: 5/02/12
TERMS: NET 30
DELIVERY: UPS GROUND
5901
TO: Petaluma, City of owss oweposem.on
'Finance Dept. Corregiontlenteetc pur:h.:eorean.
PO Box 61 Pr:ac or..for 30n2t.
Petaluma, CA 94953-0061
WE ARE PLEASED'TO QUOTE YOU'THE FOLLOWING:
QTY DESCRIPTION UNIT PRICE TOTAL
2 OMIT: COMPACT MICROPHONE 9.00- 18.00-
2 OMIT: NON LOCK BRACKET 3.60- 7.20-
1 AirStream 4.9GHz 3,236.19 3,236.19
Point-to-Point Radios
2 T1/£1 CONVERTERS 32.42 64.84
1 SNV-12 -SPS. voter 5,988.90 5,988.90
2 RAD TDMoIP Gateways 2,507.92 5.015.84
2 CPI WALL MOUNT 25.65 51.30
2 19" NON VENTILATED SHELF 65.55 131.10
2 POWER SUPPLY-CDM 148.15 296.30
2 PTG-10 Pilot Tone Generator 530.00 1,060.00
2 Fiberglass Omni Antenna 537.68 1,075.36
2 XTL-series digital capable.bas 2,200.00 4,400.00
2 Digital encryption for MW 1,.795.00 3,590.00
Created from Copy Order - Sales Order 057241-00 Item Summary 24,884.63
Customer: 7896 Benicia, City. of Subtotal 24,884.63
Outbound Est 250.00
Sales Tax 1,351.57
Grand Total 26,486.20
Continued on following page
/
`19
QUOTE NO. 58620-00 PAGE 2
Petnlumm.City of DATE 5/02/12
QTY DESCRIPTION UNIT PRICE TOTAL
nxnIASSUIUECr rOSInrrINGL MAOIJNG AND S.a}s TA X IF Aeeucnvu: TEAMS SUWECnL CREDRUCVEW
QumN.n.n.na.lmuer Woe„rna.&Oct nemaliwinn Rwn.l Da.u>dm Smm lom•• ..Y•.e..IMIN vm..rt.nN Mvi,e AfMA mw,xt
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BY John Howard (707)746-5920 Eat JHoward @daywireless.com
THIS QUrRE IS SWUM(TO REVIew Ry NANACEMEAT 1'ORCOMYLCI'ENESS AND ACCURACY.
•
Accepted
by P.O.No.
I.•:GM.HAMY:UI 1•UIICHAStX
Date
ALnlORIZED SIGNATURE
17