HomeMy WebLinkAboutAgenda - 10-03-2005-5iORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 3, 2005
Action Agenda
Item No. -~~
SUBJECT: Acceptance of 2005 Law Enforcement Terrorism Prevention Program (LETPP)
Competitive Grant Funds
DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Award Letter
Memorandum of Agreement
Designated Agent Forms
Grant Application
INFORMATION CONTACT:
Jack Ball, ext 3030
PURPOSE: To accept grant funding and approve a memorandum of agreement for a State
pass-through grant award of federal Homeland Security funds in the amount of $63,000 to
reimburse Orange County for 9-1-1 Center communication system upgrades.
BACKGROUND: The United States Department of Homeland Security (DHS) awarded the
State of North Carolina funding for homeland security equipment, planning, and training
activities through the FY2005 State Homeland Security Grant Program -Law Enforcement
Terrorism Prevention Program Section, Federal funding is allocated in accordance with a DHS
formula of 80% for local government use and 20% for state use.
In January 2005, Orange County Emergency Management submitted a competitive grant
application to the State of North Carolina for 9-1-1 Center interoperable communications
console equipment, In May 2005, the County was notified that it had been awarded a total of
$63,000 far this purpose.
The Board of County Commissioners previously approved a series of studies during the past
several years of the current radio communications system throughout the County that serves
emergency services departments and responders, The studies showed that the existing
consoles were utilizing antiquated technology and were in failing condition, The consoles were
installed in 1993 with an expected 10-year lifespan, New parts are no longer manufactured for
the consoles and repairs must be made utilizing second-hand parts, if such parts can be
located. This $63,000 in grant funding will be utilized to partially fund the comprehensive
upgrade to the consoles, in con)uncticn with a previously awarded federal COPS office
technology grant of $147,997 from the U,S, Department of Justice and with the assistance of
Congressman David Price.
FINANCIAL IMPACT: There is no County match required for the receipt of the State-
administered reimbursable Federal grant. The County will file for reimbursement from the State
pursuant to the terms of the grant. There may be some incidental use of existing staff time;
however, no additional County costs should be expected.
RECOMMENDATION(S): The Manager recommends that the Board
• Accept the grant funds and approve the Memorandum of Agreement, subject to final
review by staff and the County Attorney,
• designate Jack Ball, Emergency Management Director, as the Designated Agent for the
Grant,
• designate Eric Griffin, Emergency Management Specialist, as the Point of Contact for the
grant, and
• authorize the Manager to sign the Memorandum of Agreement and Designation forms.
3
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Nortb Carolina Department of Clime Control and Public Safety
MichaelF Easley, Governor Bryan): Beatty,5ecretary
May 26, 2005
Mz Czaig Blackwood
Orange County Emergency Management
Post Office Box 8181
I-Hllsborough, Nox2h Cazolina 27253
Dear Mt Blackwood:
As the State Administrative Agent for Homeland Security, I am pleased to inform
you that yow application Consolidated Orange County 800 Mhzlmplementation , #297
has been selected by the Homeland Secwity Grant Review Committee to receive funding
under the DHS Homeland Secwity Grant Frog<am. I13e total amount of federal funds
recommended for yolu project is $63,000 00
Within the next few weeks, personnel from the Division of Emergency
Management, Homeland Secwity Branch, will be contacting you to coordinate the
execution of a Memorandrun of Agreement (MOA) Once the MOA has been approved,
you will be able to begin obligating funds in accordance with that agreement.
If you have any questions or need further assistance, please contact Mr. Ioe
Fitzpatrick, Homeland Secwity Branch Manager, Division of Emergency Management,
at (919) 715-8000, ext 340.
Sincerely,
~t • -
Bzyan E Beatty
Secretazy
BEB:cI
MAKING ADDRESS:
4701 Mnil Service Center
Rnlcigh, NC 27699-0701
Telephone: (919) 733-2126
www NCComeControi org
OFFICE rOCAiION:
512 N. Salisbury Stmc
Raleigh, NC 27604-1159
Fox: (919) 715-8477
~~ An Equal Opparnmity/A~rmnrive Action Employer
MOA #:10021
Tax #: 56-6000327
Fund Code #:24964-2B01030
MOA Amount: X63.000
CDFA #: 97.067
MEMORANDUM OF AGREEMENT
BETWEEN THE
DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY,
DIVISION OF EMERGENCY MANAGEMENT
AND
ORANGE COUNTY
L SUBJECT
To ensure adequate ptepazedness for a response to an act of terrorism within the State of North
Carolina, funding has been allocated to for the procurement of equipment as agreed upon in the
2005 Governor's Crime Commission pre-application number 297.
II. PURPOSE
The Depaztment of Crime Control and Public Safety, Division of Emergency Management
(Division of EM) and Orange County, will enter into an ageement to provide funding for
equipment will be used on-scene by fast responders and state personnel to prepare for a
tlueatened or actual WMD or domestic terrorist attacks, major disasters, and other emergencies
to protect human life, property, and the environment.
III. PARTIES
the pazfies to this Memorandum of Agreement (MOA) ate: North Carolina Department of
Crime Conhol & Public Safety, Division of Emergency Management and Orange County,
henceforth referred to in this document will be referred to as AGENCY
5
IV. BACKGROUND
The U S Depaziment of Homeland Security and the Office of Domestic Preparedness has made
funds available through the State Homeland Security Grant Number: FY2005-GE-IS-0051 to
implement the State Homeland Security Strategy 2004-2006
The State of North Carolina, Department of Crime Control and Public Safety (COPS), Division
of Emergency Management (Division of EM) and the AGENCY enter into an azrangement by
which the Division of EM will provide Federal reimbursement funding to the AGENCY for the
purchase of equipment as agreed upon in the 2005 Governor's Crirne Commission pre-
applieation number 297
V. AUTHORITY
the parties enter into this MOA under the authority of the following: 1) Public Law 105-2'77, the
Depaztments of Commerce, Justice, and State, the Tudiciary, and Related Agencies
Appropriations Act, 1999 (Div. A, Sec.101 (B) at 112 Stat 2681-50); 2) Depaztment of Justice
Appropriations Act, 1999 (Div. A, Sec. 101(B), Title I at 112 Stat. 2681-50; 3) Public Law 107-
56, the iJ S. Pahiot Act of 2001; 4) Public Law 107-296, the Home]and Secmity Act of 2002; 5)
Public I,aw 108-11, the Wazfime Supplemental Appropriations Act of 2003; 6) FY 2003
Omnibus Apptnpriaflons Act; 7) the implementing regulations of each Act or Law; 8) The U S
Depaztment of Homeland Security Office of State and Local Government Coordination and
Preparedness, Office of Domestic Preparedness Fisca] Yeat 2005 State Homeland Security Grant
Prngr'am Guidelines and Application Kit available at
httu://www.ojp.usdoj.gov/guidelinesinfo.htm ; 9) applicable ODP Information Bulletins; and 10)
The N C. Emergency Management Act, Chapter 166A of the North Cazolina General Statutes-
VI. DUTIES & RESPONSHiH.ITIES OF THE DEPARTMENT OF CRIME
CONTROL AND PUBLIC SAFETY, DIVISION OF EMERGENCY MANAGEMENT
the Department of Crime Contt'ol and Public Safety, Division of Emergency Management agree
to provide reimbursement to the AGENCY for the cost of equipment as described in the
2005 Governor's Crime Commission pre-application number 297,
VH. DUTIES AND RESPONSH3ILITIES OF THE AGENCY
AGENCY agrees to:
A Procure equipment as indicated in the 2005 Governor's Crime Commission pre-
application number 297 under the applicable USDHS, SLGCP, GDP Program Guidelines and
Application Kits incorporated by reference herein, of this MOA for the enhancement of their
WMD preparedness.
B AGENCY will utilize its depaztmental procurement procedures and policies from the
pm'chase of equipment and follow procurement procedm es and policies outlined in the
applicable federal regulations, and as outlined in the applicable iJSDHS, SLGCP, ODP
Page 2 of 7
Progam Guidelines and Application Kits and the USDO.I Office of Justice Programs
Financial Guide
C Procure the equipment as indicated in the applicable USDHS, SLGCP, ODP Progam
Guidelines and Applrcafron Kits incozpozated by reference her ein- AGENCY shall order,
receive, inspect, and stage the items at its own facility The purchase oz acquisition of any
additional materials, equipment, accessories or supplies, oz the provision of any training,
shall be the sole responsibility of AGENCY and shall not be reimbursed under this MOA.
D AGENCY shall submit invoice(s) for item(s) received and Payment Package to the
NCEM Homeland Sectuity grants coordinator requesting reimbursement. The Department of
Crime Conhal and Public Safety, Division of Emergency Management will reimburse
AGENCY for eligible costs as outlined in the applicable USDHS, SLGCP, ODP Program
Guidelines and Application Kits
E Complete the procurement (s) process not later than March 31, 2007.
F. Comply with the applicable federal statutes, regulations, policies, guidelines and
requirements, reporting requirements and certifications as outlined in the applicable USDHS,
SLGCP, ODP Program Guidelines and Application Kits and as outlined in the Standazd
Assurances, incozporated by reference herein.
G All original records pertinent to this MOA shall be retained by AGENCY three years
from the date of the final Financial Status Report as outlined in the applicable USDHS,
SLGCP, ODP Program Guidelines and Application Kits and the USDOJ Office of Justice
Programs Financial Guide, with the following exception: If any litigation, claim or audit is
started before the expiration of the three yeaz period and extends beyond the three yeaz
period, the records will be maintained until all litigation, claims or audit findings involving
the records have been resolved
VIII. FUNDING AND COMPENSATION
the Depaztment of Crime Control and Public Safety, Division of Emergency Management will
reimbuzse AGENCY for the actual eligible costs incurred for the subject of this g'ant, not to
exceed $63,000 (Sixty Three Thousand Dollazs) Funds will be provided by the State of Nozth
Carolina, Department of Crime Conlin] and Public Safety, Division of Emergency Management
The allocation of funds will be from the USDHS, SLGCP, ODP FY 2005 Homeland Security
Cxrant Program
All terms and conditions of this Ageement aze dependent upon and subject to the allocation of
funds from USDIiS, SLGCP, ODP and the Depaztrnent of Crime Control and Public Safety,
Division of Emergency Management for the proposes set forth and the MOA shall automaflcally
terminate if funds cease to be available.
Allowable eligible costs shall be determined in accordance with the applicable federal
regulations, including but not limited to, 28 C F R Parts 66, 67, 69 and 70, and the applicable
Page 3 of 7
USDHS, SLGCP, ODP Pzogram Guidelines and Application Kits available at
;~://www.ojp.usdoj.gov/~tzidelinesinfo.htm ,OMB Circulazs A-21, A-87, A-122, A-128 and A-
133, the U S DOI Office of Justice Progams Financial Guide available at
httn:/lwww.ojo.usdoi.QOV/ FinGuide/, and the approval of the State Adminishative Agent FOR
THE STATE OF NORTH CAROLINA, the Secretazy of Crime Control and Public Safety The
applicable USDHS, SLGCP, ODP Prngam Guidelines and Application Kits, include but may
not be limited to, the following: Fiscal Yeaz 2005 State Homeland Secuuity Grant Pr'ogr'am
Guidelines
Zhe sub-grantee may retain and use up to 2.5% of the award amount $63,000 for management
and administrative purposes
IX. MODIFICATION OF THE AGREEMENT
Modifications of this agreement must be in writing and upon approval of both parties except as
modified by official USDHS, SLGCP, ODP Federal Grant Adjustment Notice (GAN).
X. PROPERTY
All property furnished under this agreement shall become the property of the AGENCY The
AGENCY shall be responsible for the custody and caze of any property furnished for use in
connecfion with the performance of this ageement and shall reimburse the Division of
Emergency Management for any loss or damage to said property to the extent permitted by the
North Cazolina Iort Claims Act or other applicable laws. The Depaztment of Crirne Control and
Public Safety, Division of Emergency Management will not beheld responsible for any
equipment purchased by AGENCY
XI. COMMiTNICATIONS
To provide consistent and effective communication between the AGENCY and the Depaziment
of Crime Control and Public Safety, Division of Emergency Management, each party shall
appoint a Principal Representative(s) to serve as its central point of contact responsible for
coordinating and implementing this MOA The Department of Crime Control and Public Safety,
Division of Emergency Management contacts shall be Mr H Douglas Hoell, Jr., Duector; Joe
Fitzpatrick, Homeland Security Branch Manager and Vickie Durham, Grant Manager
All confidential information of either pazty disclosed to the offier pazty in connection with the
services provided hereunder will be treated by the receiving pazty as confidential and restricted
in its use to only those uses contemplated by the terms of this Agreement Any information
which is to be treated as confidential must be clearly mazked as confidential prior to transmittal
to the other pazty Neither' party shall disclose to third paztles, the other party's confidential
information without written authorization to do so from the other party Specifically excluded
from such confidential treatment shall be information which: (i) as of the date of disclosure
and/or delivery, is aheady known to the paziy receiving such information; (ii) is or becomes pazt
of the public domain, through no fault of the receiving pazty; (iii) is lawfully disclosed to the
receiving party by a third pazty who is not obligated to retain such information in confidence; or
Page 4 of 7
8
(iv) is independently developed at the receiving party by someone not privy to the confidential
information.
XII. SUBCONTRACTING AND SUBGRANTING
If the AGENCY subcontracts or subgrants any or all purchases required under this Agreement,
AGENCY agees to include in the subcontract or subgant that the subcontractor/subgrantee is
bound by ffie terms and conditions of this MOA. AGENCY agrees to include in the
subcontractJsubgrant that the subcontractor/subgrantee shall hold the Department of Crime
Control and Public Safety, Division of Emergency Management harmless against all claims of
whatever nature azising out of the subcontractor's performance ofwork under this MOA, to the
extent allowed and requued bylaw. If AGENCY subcontracts/subgrants, a copy of the executed
subcontract/subgrant agreement must be forwarded to the Division of Emergency Management
and approval granted prior to the execution of said subcontract/subgr'ant. Contractual
arrangement shall in no way relieve AGENCY of its responsibilities to ensure that al] funds
issued pursuant to this grant be administered in accordance with al] state and federal
requirements. AGENCY is bound by the terms, conditions and restrictions of the applicable
USDHS, SLGCP, ODP, Homeland Security and Office of Domestic Prepazedness Progam
Guidelines and Application Kits referenced herein.
XIII. COMPLIANCE WITII THE LAW
AGENCY shall be wholly responsible for the purchases to be made under this MOA and for the
supervision of its employees and assistants. AGENCY shall be responsible for compliance with
all laws, ordinances, codes, rules, regulations, licensing requirements and other regulatory
matters that are applicable to the conduct of its business and purchase requirements performed
under this MOA, including those of federal tequuements and ,State, and local agencies having
appropriate jurisdiction and found in applicable USDHS, SLGCP, ODP Program Guidelines and
Application Kits.
XIV. WARRANTY
AGENCY shall hold the Depaztment of Crime Control and Public Safety, Division of
Emergency Management harmless for any liability and personal injury that may occur from or in
connection with the performance of this MOA to the extent permitted by the North Cazolina Tort
Claims Act.
XV. ANTITRUST LAWS
Ihis Agreement is entered into in compliance witlr all State and Federal antitrust laws
XVI. TERMINATION
The termination date is March 31, 2007. This MOA may be terminated upon submission of a
30-day advance written notice of termination.
Page 5 of 7
q
Upon approval by USDHS, SLGCP, ODP and the issuance of the Giant Adjustment Notice, if
this MOA is extended, the termination date for the extension will be the date listed in the
applicable USDHS, SLGCP, ODP Grant Adjustment Notice.
If DHS suspends or terminates funding in accordance with 28 C F R §66.43 and the applicable
U. S Depaztrnent of Homeland Security, SLGCP, ODP Progazn Guidelines and Application
Kits, attached and incorporated by reference herein, AGENCY shall reimburse the Division of
Emergency Management for said property.
XVII. ENTIRE AGREEMENT
This Agreement and any exhibits and amendments annexed hereto and any documents
incorporated specifically by reference represents the entire agreement between the parties and
supersede all prior oml and written statements or agreements.
XVIII. EXECIITION
This MOA will become effective upon execution of all paties to the MOA, The date of
execution shall be the date of the last signature which shall be that of Mr Gerald A Rudisill, Jr ,
Deputy Seeretazy, NC Department of Crime Control and Public Safety
Page 6 of 7
io
ORIGINAL
CONIRACI ING AGENCY
DIVISION OF EMERGENCY MANAGEMENI
DEPARTMEN T OF CRIME CONTROL AND PUBLIC SAFETY
BY:
DALE:
A. DOUGLAS HOELL, JR. , DII2ECTOR
DMSION OF EMERGENCY MANAGEMENT
BY:
MR. JOHN LINK
ORANGE COUNIY MANAGER
ORANGE COI7N I Y
DALE:
APPROVED AS 20 PROCEDURES:
BY:
BENNIE AIICEN, CONTROLLER
DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY
DATE:
MARVIN WATERS, CCPS GENERAL COUNSEL
REVIEWED FOR THE DEPARTMENT OF CRIMF. CONTROL AND PUBLIC SAFETY
BY MARVIN WATERS, CCPS GENERAL COUNSEL, TO FULEH,L THE PURPOSES
OF THE US DEPARTMENT OF HOMELAND SECURITY STATE SECURITY GRAM
PROGRAM
DAIE: ~/7~*/OS
BY:
GERALD A. RUDt51LL, JR, DEPUTY SECRETARY
NORTft CAROLINA DEPARIMENT OF CRIME CONTROL & PUBLIC SAFETY
DAIE:
PRE VIOU5LY APPROVED AS 70 FORM FOR THE US DEPARTMENI OF HOMELAND SECURITY, STATE
HOMELAND SEC,URIIY GRANTS, BY THE NORTH CAROLINA DEPARTMENT OF JUSTICE..
Page 7 of 7
US Department of Homeland Security
FY2005
Homeland Security Grant Program
(HSGP)
North Carolina Designation Forms
(Return completed forms to NCEM Program Manager)
Attn: NCEM FY2005 HSGP Program Manager
18300-B Tillery Place
Raleigh, NC 27604
DHS FY2005 HSGP Designation Forms 1 of 3
is
Designation of Agent Form
County of Orange
As City/ County Manager of
person:
Jack Ball
Name:
Title:
Emergency Management Director
P,O, Box 8181
Address:
City & Zip: Hillsborough, 27278
Telephone: 919-968-2050
-.-
919-968-4066
Fax: -
Email: lball@co,orange.nc.us
I designate the following
•
to be my Designated Agent for the DHS'FY2005 HSGP The above-listed person may sign and
submit documents zelated to this grant
None
Reshictions (If none, write none):
NCEM recommends that the County Emergency Manager be identified as the Designated
Agent.
City/County Manager's Signature
DFIS FY2005 FISGP Designation Forms Z of 3
i~
Designation of a Paint of Contact Form
I designate the following person:
Name: Eric Griffin
Title: Emergency Management Specialist
Address: R.O. Box 8181
City & Zip: Hillsborough, 27278 ~_ ~`
Telephone: 919-968-2050
Fax: 919-968-4066
egriffin@co orange.naus
Email:
r
to be the point of contact for all day-to-day communications for this grant program. The Point of
Contact will handle all routine communications with NCEM r'egazding the status of the grant
program.
Carty/UOUnty lvlanager°s ~rgnature
Date
NCEM recommends that the County Emergency Manager or other staff person be
identified as the Point of Contact.
DHS FY2005 HSGP Designation Forms 3 of 3
Page 1 of 15
14
Governor's Crime Commission
1201 Front Street, Suite 200
Raleigh, NC 27609
Phone: (919)733-4564 Fax: (919)733-4625
2005 Grant Pre-Application
Grant Number: 297
(Official GCC Use Only)
1.. Name of Project: 2 Committee Assignment:
Consolidated Qrange County 800 Information Systems (x) Victims' Services ( )
Mhz Implementation Dmg Control & Sub. Abuse ( ) Juvenile Justice ( )
3. Applicant Agency: (name, address, phone, fax)
4. Program Priority:
County of Orange
P.O. Box 8181 ~A B C D E F G H I J K
h
NC 27278
Hill
b
,
s
oroug
Phone: (919)732-8181
Alamance County 5. Project Starting and Ending Dates:
Federal Tax ID: 56.6000327
Fiscal Year End Date: June 30 0710112005 -0613012006
State Agency?: No
I ti. Authorizing Official: (name and title) 7, Type of Action:(select one)
~
John Link [ X ]First Application
County Manager [ ] Continuation of Grant / 2nd Year Grant
8. Financial Officer: (name, title, telephone) 9. US. Congressional District(s): 4
N ~. Legislative District(s):
Kenneth Chavious House: 50,54,56
Finance Director Senate: 23
(919) 245-5753 population of Project Area: 118,227
10 Implementing Agency: (name, address, telephone,
fax) 11. Project Director: (name, title, telephone, a-mail)
Orange County Emergency Management Craig Blackwood
P O. Box 81St Data Technician
(919)968-2050
Hillsborough, NC 272538181 cblackwood@co.orange.naus
Phone: (919)968-2050 Fax: (919)968-4066
12. Implementing Agency Profile: 14. Requested Budget Totals:
a. Non-profit, nongovernmental agencies, please 1st Year 2nd Year
attach a copy of your current year's line item personnel: $0.00 $0.00
operating budget and describe the sources of Contractual: $188,825.00 $0 00
those funds.
Travel: $0.00 $D 00
b. Attach a copy of what other funding sources and Supplies: $0,00 $0 00
amounts, if any, have been committed for this Equipment: $1,930,267.64 $0.00
project or have been applied for or are anticipated
for the project.
Total Budget: $2,119,092.64 $0 00
c. Number of Sworn Officers: ___0__ Subtract Match: -$529,773.16 -$0.00
Federal Request: $1,589,319.48 $0,00
13. Project Summary:
This project will complete the necessary infrastructur e requirements to enable the county's consolidated Public
Safety Answering Point to dispatch units utlizing the 800 MHz VIPER system, and serve as the backup PSAP for
the University of North Carolina at Chapel Hill,
Project Counties:
This project will operate in the following counties: Orange and those that utilize Orange County 9-1-1
Communications for mutual aid contact
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Problem and Project Operation
Page 2 of 15
1~j
The Problem:
Orange County Emergency Management is the pdmary Public Safety Answering Point (PSAP) and dispatch center for the County.
its municipalities, and those agencies that provide emergency services to the University and Hospital. The curtent radio systems
utilize discrete VHF and tJHF frequencies, which limits interoperabilityhetween public safety agencies. To remedy This problem. the
county has requested, and received, funding from the 2004 Law Enforcement Terrorism Prevention Program to pay for two 800 MHz
VIPER tower sites for the county. The state Highway Patrol Is leading the installation process
The problem Is that the dispatch center cannot presently dispatch on the 800 MHz band EfTorts are underway to bdng local law
enforcement and emergency services agencies onto the 800 MHz VIPER plalfonn. However, unless the dispatch center's
equipment is not upgraded, emegency service units will be unable to be dispatched to 9-1-1 emergency calls. nor will the dispatch
center ba able to receive information from those emergency responders. especially in cases life•threalening situations.
Project Operation:
Law enforcement agencies of the County, towns of Hillsborough, Chapel Hill, Canboro, Mebane, as well as the University of North
Carolina at Chapel Hill Police, and UNC Hospitals Police would directly benefl from these grant funtls to create an interoperabie
communications system in the county, as well as all 11 fire departments in the county, Orange County Emergency Medical Services
Orange County Emergency Management, Orange County Rescue Squad, South Orange EMS and Rescue, and Orange County
Public Health Orange County is in an 800 MHz radio area that is VIPER compatible. A Universal Memorandum of Agreement has
been signed by all parties that will padicipate in the project and will be submitted along with the signature pages
If this proposal is funded, VIPER interoperabie communications equipment will be Installed in the 9-1-i Communications canter
housed within Orange County Emergency Management. This will allow the dispatch of emergency services within the county,
provide for communication with Incoming mutual old units which are part of fhe VIPER network. and interface with our backup 9-1-1
center, the University Public Safety dispatch center. This project will involve the constmc8on of a communications tower connected
to the dispatch center that is necessary in order to relay radio transmissions to the Slate Highway Patrol tower at Eno mountain. The
tower will have a five channel repeater which will increase the radio coverage along the I-40/1.85 corddor.
Orange County public safety agencies are cemmitted to implementing the VIPER project in the county and in support of this
proposal have designated $474,000 of the county's homeland security grant funding to purchase 148 VIPER compatible portable
radios We are also asking for additional radios to provide three (8) portable radios to each public safety agency In the county. All
fhe radios that are to be purchased are APCO P-25 Compliant, 800 MHz compatible, and are upgradeabie to digital
communications, and that the prices in the budget section of the pre-application are reflective of radios meeting these specifications
The project will utilize a contractor to complete a consolidated 800 MHz wmmunicetions implenta(ion plan to lead the county in
'. switching over to the 800 MHz platform The county will follow standard bidding procedures; amounts listed in the application are an
estimate from anon-binding single source quote for the puryose of the grant application.
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Page 3 of 15
Project Goals, Objectives, Performance Measures, Evaluation Methods I l,7
and Activities
Project Goal(s):
Implement an interoperable communications system by installing infrastructure in the pdmary Public Safety
Answering Point that can be integrated into the VIPER system being created by the State Highway Patrol.
Project Objective #1:
Create a system switchover plan for Orange County, municipal, and volunteer responder agencies
Performance Measure#1:
Study is completed
Evaluation Method #1:
System designers and agency staff will be able to utlize the study to effectively switchover the legacy systems onto
the new platform
Project Objective #2:
Provide interoperable communciations between state and local law enforcement and public safety agencies serving
Orange County
Performance Measure #2:
Install 800 MHz communications equipment in the Orange County 9-t-1 center and construct communications tower
contiguous to the communications center
Evaluation Method #2:
Local law enforcement and public safety, and state agencies are able to utlize the interoperable communication
systems during emergency operations
Project Objective #3:
Provide reliable inter-agency communications infrastructure through installation of new equipment in the dispatch
center
Performance Measure #8:
Increase in the geographinc area of effective transmission and reception using the new system for interagency voice
communications
Evaluation Method #3:
Identification of the number of agencies that are able to communicate with the 9-1-1 center through interoperable
voice contact
Project Objective #4:
Performance Measure #4:
Evaluation Method #4:
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Page 4 of I S
Project Goals, Objectives, Performance Measures, Evaluation Methods ~~
and Activities (continued)
Project Objective #5:
Performance Measure #5:
Evaluation Method #5:
Project Objective #5:
Performance Measure #6:
Evaluation Method #5:
Project Objective #7:
Performance Measure #7:
Evaluation Method #7:
Project Activities:
July: Identify appropriate sites for tower behind communications building
July: Begin bid specification and process for equipment
July: Begin bid specificaiton and process for consultant
August: Issue bids to vendors
August: Begin approval process for tower erection
September: Vendors tour site and facility to determine installation plan
October: Begin tower erection and equipment installation
October -March: Equipment installation and tower erection
March: Receive report from consultant about proper switchover tasks
April: Conduct final system tests and punch list
April: Implement swtichover plan
May-June: Begin integrating agencies onto 800 MHz platform
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Detailed Budget
Page 5 of I S
~8
Budget Category (one year only)
A. PERSONNEL
1. Salaries: List each position with yearly rate.
Position Title Salary Rate % of Time Devoted
$0.00 0
$0.00 0
$O.oQ 0
$0.00 4
$0.00 0
$0.00 0
$0.00 D
$0.00 0
$0.0Q 0
$0,00 0
$0.00 0
$0.00 0
$0.00 0
$0.00 0
$0.00 0
Volunteers (fo include FICA)
(Victims' Services Committee-Only) Hourly Rate No. of Hours
$0.00 0
$0.00 0
2. Overtime: (Average)
Hourly Rate No. of Hours
New Employee $0.00 0
Current Employee $0.00 0
Salary Subtotal: $0.00
3. Fringe Benefits: Itemize percentages applicable for each benefit for all positions.
Category Formula Total
FICA 7 65% $0.00
Retirement $0.00
Hospitalization $0.00
Other $0.00
$0.00
$0.00
$0.00
Benefits Subtotal: $0.00
4. Volunteers (To exclude FICA)
(Victims' Services Committee-Only) Hourly Rate No. of Hours
$0.00 0
Volunteers Excluding FICA Subtotal: $0.00
Total Personnel:
$0.00
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Detailed Budget (continued)
Page 6 of 15
~~
B. CONTRACTUAL SERVICES
1. Individual Consultants: List by position, rate of pay and time required.
Position Title Pay Rate Time Required
(hours)
$0.00 0
$0 QQ 0
$0.00 0
$0.00 0
Individual Consultant Subtotal: $0.00
2. Agency: List by name of agency, rate of pay and time required.
Agency Pay Rate Time Required
(hours)
CTA Communications, Inc $175.00 1079
$0.00 0
$0.00 0
$0.00 0
$0.00 0
Consultant Agency Subtotal: $188,825.00
Total Contractual Services: $188,825.00
C. TRAVEL: List cost for transporting clients and costs for travel and subsiste nce of project personnel.
In-State Travel Expenses Description:
Total In-State Travel Expenses for All Positions $0.00
Out of-State Travel Expenses Description:
Total Out of-State Travel Expenses for All Positions $0.00
Subsistence for All Travel Description:
Total Subsistence for All Travel $0.00
Client Transport Expenses Description:
Total Client Transport Expenses $0.00
All Other Travel Expenditures Description:
Total for All Other Travel Expenditures $0.00
Total Travel: $0,00
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Detailed Budget (continued)
Page 7 of I S
ao
Budget Category (one year only)
D. SUPPLIES AND OTt1ER OPERATING EXPENSES
(office supplies, field supplies, printing, computer software, office rent, registration and individual
training costs)
Category Total
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0,00
$0,00
$0.00
$0.00
Total Qperating Expenses:
E. EQUIPMENT
1. Purchase
Item Description
800 Console equipment
install
800 MHz Console equipment
Microwave antenna
Intellirepeaier 5 channel
SmarfZone Port w/install cost
Equipment housing
Antenna/Dish
Uninterruptable Power
Supply
Backup generator
Tower erection
800 MHz Portable Radios
2. Lease or Rental
Item Descdption
Unit Price Quantity
$340,787.00
$554,726.00
$185,000.00
$250,000.00
$35,000.00
$27,000.00
$35,000,00
$10,000.00
$70,000.00 1
$250,000.00 1
$3,199.16 54
$0.00 0
Purchased Equipment Subtotal: $1,930,267.64
Unit Price Quantity
$0.00 0
$0.00 0
$0.00 Q
Leased Equipment Subtotal: $0.00
Total Equipment:
TOTAL PROJECT COST:
$0.00
$1,930,267.64
$2,119,092.64
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Page 8 of 15
Budget Summary a ~
I. Description of Match:
Matching funds may include local, state or private funds, but not other federal funds,
A. Juvenile Justice Planning, Information Systems, Drug Control and Substance Abuse
1. 25% cash match only required
Describe amount and source of cash match:
The source of_the_ cash match will pom_ a from the emergence telephone fund_
B. Victims' Services
1. 25% cash match or in-kind match required
Describe amount and source of cash or in-kind match:
2, Only those applying for program Priorities A, B, C, D, E, 8 I
Describe a 20% match (cash or in-kind):
C. Request For Match Waiver
A limited number of match waivers will be granted to applicants applying to the Juvenile
Justice Committee. The awarding of waivers will be based on the availability of Rinds and
the Comission's overall rating of the grant proposal. Because "match free" funds are limited
and very competitive, applying for a waiver may reduce the likelihood of funding. A signature
is required on page i 2 when requesting a match waiver.
II. Budget Categories: First Year Anticipated Second Year
A. Personnel: $0.00 $0.00
B. Contractual Service: ~ $188,825.00 ~ $0.00
C. Travel: ~- $0.00 ~ $0.00
D. Supplies/Operating Expenses: ~ $0.00 ~- $0.00
E. Equipment: ~ $1,930,267.64 ~- $0.00
F. Total Budget: ~- $2,119,092.64 $0.00
G. Subtract Matching Funds: ~ -$529,773.16 I , -$0.00
H. TOTAL FEDERAL REQUEST: ~ $1,589,319.48 ~ $0.00
III, Projected Assumption of Project Costs:
The project director MUST state plans for the assumption of project cost after federal funds are no
longer available to the project and describe how the project will continue to address the problem after
the grant ends,
Future costs will be paid through combination. otoperating funds and 9-1-i Wireline Em~ency
Telephone funds.
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Certifications
A. Certification of Non-Supplanting:
Page 9 of 15
aa.
The applicant hereby certifies that federal funds will not be used to supplant or replace funds or other
resources that would otherwise have been made available for Juvenile Justice and Delinquency
Prevention, Drug Control and System Improvement, Victims of Crime Act, Violence Against Women Act, or
Children's Justice projects
B. Certification of Filing an Equal Employment Opportunity Program:
The project director certifies that the applicant/grantee has formulated an Equal Opportunity Program,
which is dated _ 101gt/1999 in accordance with the Amended Equal Employment Opportunity
Guidelines 28 C.F.RA2.301, et seq,Subpart E, and that it is on file in the office oF:
(Office) Orange County Personnel Office
(Name) Elaine Holmes
(Title) Personnel Director
(Address) P.O. Box 8181 Hillsborough, NC 27278
(telephone) 919-732-8181
for review and audit by officials of the Department of Crime Control and Public Safety or the Office of
Justice Programs as required by relevant law and regulations,.
The project director certifies that the Amended Equal Employment Guidelines have been read (28
C. F.R 42.301, et seq., Subpart E.) and that no Equal Employment Opportunity Program is required to be
filed by the implementing agency.
C. Certification of Submission of Annual Audit:
The project director certifies that a copy of the annual audit (required) will be submitted to the Offce of
State Auditor and the Department of Crime Control and Public Safety.
D. Certification of Submission of Project Reports:
O The project director certifies that a completed progress report (provided in the GCC Grant Award Package)
will be submitted at the end of the 12 and 24 months, or more often if requested. If required, the project
director certifies that quarterly reports will be submitted..
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Page 10 of 15
Certifications (continued) a ~
E. Certifcation that Applicant is Eligible to Receive Federal Funds:
The project director certifies that neither grant applicant nor any of its officers, directors or consultants are
presently debarred, proposed for debarment, suspended, declared ineligible or voluntarily excluded from
receiving federal funds. (If the director cannot make this certification, an explanation must be attached. If
this certification cannot be provided, the applicant will not necessarily be denied participation in this
program. The certifcation or explanation will be considered in connection with the determination by the
Governor's Crime Commission as to whether or not to approve the application. However, if neither the
certification nor an explanation is provided, the application will be rejected.
F. Certification Regarding Lobbying: (for agencies receiving $100,000 or more)
The project director certifies that (i) no Federally appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any Federal agency, a member
of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection
with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal
loan, the entering into of any agreement; (2) If any non-Federal funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any Federal 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, the project director shall initial here and complete and submit
Standard Form #LLL, "Disclosure of Lobbying Activities;' in accordance with its instructions.
G, Drug Free Workplace Compliance: (for state agencies only)
I (project director) certify that (i) a drug-free workplace awareness program was held on _ and/or will be
held annually on _ which all grant project employees are required to attend;(2) a copy of the agenda of
that program, including an attendance sheet signed by all employees, will be provided to the Governor's
Gdme Commission;(3) a statement will be published notifying employees that any unlawful involvement
with a controlled substance is prohibited in the grantees workplace and that specific actions will betaken
against employees who violate this rule;(4) all employees will receive a copy of this notice;(5) all
employees must agree to abide by the statement and to notify the applicant of any criminal drug statute
conviction for a violation occurring in the workplace within 5 days of the conviction;(6) within 10 days of
receiving such notice, the applicant will inform the Governor's Crime Commission of an employee's
conviction;(7) any employee so convicted will be disciplined or required to complete a drug abuse
treatment program; and (8) the applicant will make a good faith effort to maintain adrug-free workplace, in
acwrdance with the requirements of Title V, Secs. 5153 and 5154 of the Anti-Drug Abuse Act of 1988.
Available Technical Assistance
If you need assistance in completion of the grant pre-application,
please contact the appropriate program area planner at the Governor's
Crime Commission by calling (919) 733-4564
Program Area Planners
Juvenile Justice Planning Committee: Michelle Zechmann Michael Wilson Tina Howard Kimberly Wilson
Victims' Services Committee: Barry Bryant Misty Amold Starr Barbaro
Drug Control & Substance Abuse Committee: Craig Turner Wesley Clark Starr Barbaro
Information Systems & Technology Committee: Doug Yearwood Navin Puri
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Page 11 of 15
~~ CERTIFICATIONS: PROJECT DIRECTOR (~
Pre Application Number 297
Project Director'
I certify that I agree to comply with the general and fscal terms and conditions of this application
including special conditions; to comply with the provisions of the Act governing these funds and all
other federal laws; that all information presented is correct; that there has been appropriate
coordination with affected agencies; that I am duly authorized by the Applicant to perform the tasks
of Project Director as they relate to the terms and conditions of this grant application; that costs
incurred prior to grant approval may result in the expenses being absorbed by the implementing
agency; that the receipt of grantor funds through the Governor's Come Commission will not supplant
state or local funds; and, that I understand that federal funds are limited to a maximum of twenty-
four months.
Name:
Agency:
Phone:
Signature:
"NOTE
CPaio Blackwood
Orange County Emergency
Mana ement
(919)968-2050
Title: Data Technician
Address: p,0. Box 8181
Hillsborough NC 27253-8181
Bonded: r Yes f No
The Project Director, Financial Officer, and Authorizing Official CAN NOT be the same person.
Staff funded under this grant may not be any of the authorizing officials without direct Crime
Commission approval.
THIS APPLICATION IS NOT COMPLETE WITHOUT THE ABOVE SIGNATURE.
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Page 12 of 15
CERTIFICATIONS: FINANCIAL OFFICER I
Pre Application Number 297
Financial Officer*
I certify that I agree to comply with the general and fiscal terms and conditions of this application
including special conditions; to comply with the provisions of the Act governing these funds and all
other federal laws; that all information presented is correct; that there has been appropriate
coordination with affected agencies; that I am duly authorized by the Applicant to perform the tasks
of Financial Officer as they relate to the terms and conditions of this grant application; that costs
incurred prior to grant approval may result in the expenses being absorbed by the implementing
agency; that the receipt of grantor funds through the Governor's Come Commission will not supplant
state or local funds; and, that I understand that federal funds are limited to a maximum of twenty-
fourmonths.
Name:
Agency:
Phone:
Kenneth Chavious
County of Orange
Title: Finance Director
Address: p,0. Box 8181
(919) 245-5753
Hillsborough,_NC 27278
Signature:
*NOTE:
Bonded: f Yes r No
The Project Director, Financial Officer, and Authorizing Official CAN NOT be the same person.
Staff funded under this grant may not be any of the authorizing officials without direct Crime
Commission approval.
I) THIS APPLICATION IS NOT COMPLETE WITHOUT THE ABOVE SIGNATURE. ~)
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Page 13 of 15
~) CERTIFICATIONS: AUTHORIZING OFFICIAL (~
Pre Application Number 297
Authorizing Official'
I certify that I agree to comply with the general and fiscal terms and conditions of this application
including special conditions; to comply with the provisions of the Aci governing these funds and ail
other federal laws; that all information presented is correct; that there has been appropriate
coordination with affected agencies; that I am duly authorized by the Applicant to perform the tasks
of Authodzing Official as they relate to the terms and conditions of this grant application; that costs
incurred prior to grant approval may result in the expenses being absorbed by the implementing
agency; that the receipt of grantor funds through the Governor's Crime Commission will not supplant
state or local funds; and, that I understand that federal funds are limited to a maximum of twenty-
fourmonths
The Anti-Drug Abuse Act of 1988 requires that subgmntees provide assurance that subgrant funds
will not be used to supplant or replace local or state funds or other resources that would otherwise
have been available for law enforcement and/or criminal justice activities. Incompliance with that
mandate, I certify that the receipt of federal funds through the Crime Commission shall in no way
supplant or replace state or local funds or other resources that would have been made available for
law enforcement and/or criminal justice activities,
Name: John Link
A9enov: County of Orange
Phone: (919) 732-81_81
Signature:
Tide: Countv_Manager
Address: p,0. BOX 8181
Hillsborough NC 27278=
Bonded: (- Yes C- No
"NOTE: The Project Director, Financial Officer, and Authorizing Official CAN NOT be the same person,
Staff funded under this grant may not be any of the authorizing officials without direct Crime
Commission approval.
~~ THIS APPLICATION IS NOT COMPLETE WITHOUT THE ABOVE SIGNATURE.
REQUEST FOR MATCH WAIVER
(Refer to limitations noted on budget summary page)
As the Authorizing Official for this grant pre-application, I am requesting that the
Governor's Crime Commission grant this implementing agency a waiver of its match
requirement,
Signature:
Authorizing Official
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1 /26/05
RECEIPT
!!! IMPORTANT !!!
Governors Crime Commission Grant Pre-Application Number: 297
Page 14 of 15
~7
Save this receipt as proof of submission of your online grant application. This is the only documentation that
you will receive.
After printing the signature pages, have them signed and mail them, along with any required supporting documentation,
to be received no later than January 30, 2005. (Support documentation includes your current year's operating budget
and sources of those funds if you are a nonprofit agency. Attach a copy of what other funding sources and amounts, if
any, have been committed for this project or have been applied for or are anticipated for the project. )
YOUR AP~UCATION IS N_OT COMPLETE UN~11~ WE HAVE RECEIVED THE_SIGNED SIGNATURE
PAGES AND SUPPORTING DOCUMENTATION
MAILING INFORMATION
Mail the signature pages and supporting documentation to:
ATTN: WES WALTERS
GRANTS MANAGEMENT DIRECTOR
GOVERNOR'S CRIME COMMISSION
1201 FRONT STREET; STE 200
RALEIGH NC 27609
Mail letters of collaboration directly to the appropriate Lead Planner for the Committee to which you are applying at the
same address as above:
Drug Control and Substance Abuse
Juvenile Justice Planning
Victims' Services
Information and Technology
Craig Tumer, Lead Planner
Michelle Zechmann, Lead Planner
Barry Bryant, Lead Planner
Doug Yeanvood, Lead Planner
REVISIONS
To make any revisions to your submitted application, you must have your grant pre-application number and your
Federal Tax ID Number to access the application online. Simply choose "REVISE APPLICATION" rather than "NEW
APPLICATION" and enter these two numbers, Proceed with making changes, saving each page, and submit revisions.
~~~
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