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08-344Council File # RESOLUTION CI1'Y OF 5AINT PAUL, MINNESOTA Presented By: Green Sheet # OS- 3 �(.( 3050519 3S 1 WHEREAS, the City of Saint Paul, Police Deparhnent, has received a Squad Caz Camera Technology Grant from the 2 State of Minnesota for the period from July 1, 2008 through June 30, 2010; and 3 4 WHEREAS, this grant is for the purpose of making squad caz camera technology upgrades or acquisitions; and 5 6 WHEREAS, the Ciry Council authorized the City of Saint Paul to enter into the attached gant agreement on 7 December 19, 2007 (council file #07-1209); and 8 9 WHEREAS, a 2008 Financing and spending plan needs to be established for this grant; and 10 ll WHEREAS, The Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify that there are 12 available for appropriation funds of $75,000 in excess of those estimated in thz 2008 budget; and 13 14 WHEREAS, The Mayor recommends that the following addition be made to the 2008 budget: 15 16 17 18 19 20 21 xz 23 24 25 26 27- 28 436-Police Special Projects Fund FTNANCING PLAN: 34218 - Squad Car Camera Technology 3400 - State Direct Grants In Aid 7499 - Transfer In-Inhafund 34120-5pecial Investigations Activity 9330-Use of Fund Balance Total Changes to Financing SPENDING PLAN: 34218 - Squad Car Camera Technology 0349 - Other Equipment, Parts, & Supplies 62,500 62,500 29 34120-SpecialInvestigations Activity 0 30 0799 - Transfer Out - Intrafund 33,453 12,500 45,953 31 Total Changes to Spending 75 p011 > 32 33 THEREFORE BE IT RESOLVED, that the Saint Paul City Council approves these changes to 34 the 20�8 budget. 35 ' Yeas Absent I Requested by Department of: BY: Adopted by Council:Date: Adupfiun Certified by Council Secretary: /�- .�/�e " �� , �� i •� � :�1: ��� I. �L_ �[. � � .� ��� � — CIIRRENT AMENDED BUDGET CHANGES BUDGET 50,000 50,000 12,500 12,500 210,000 12,500 222,500 75,000 ��r�/� Squatl Car Camere Tecnnology Grant Financ�ng and Spending 2008.x1s App�ro�Gal Recommended by Finan ial Services: B .�� '.�e� �-- �����D �,G�e3uv�� � Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet � 08- 3�� PD �oliceDeparanent 27-�EB-0B ; Green Sheet NO; 3050519 Contact Person & Phone: � � ChiefJOhnHartington � 266-5588 i Asslgn Must Be on Council Agenda by (Date): j Number I For �� --- Rou[ing Doa Type: PUBLIC HEARING (RESOLUI � Ortler I E-DOCUment Required: Y � Document Contact: Amy Brown ConWCt Phone: I 0 1 2 3 4 5 6 �Pdice DeDazmiept Police Departruent �PoliceDepar�eut '' PoliceDepar(ment ' __ C5ty Attomev Citv Attome}� � � �Maror'sO�ce Maror — -__ ----- uucil Counctl ity Clak I Citv Clerk — — �PdiceDeDazhnent PoliceDepar�en[ i � Total # of Signature Pages ;(Clip All Locatioos for Signature) �, Signatures on the attached councii resolution establishing a fmancing and spending plan for the Squad Caz Camera Technology grant. , � necommenaanons: Npprove �n� or rt ; Planning Commission I CIB Committee ,, Civil Service Commission � 7. Has this persoNfirm ever worked under a contract for this department? � Yes No i 2. Has this persoNfirm ever been a city employee? ., � Yes No 3. Dces this persoNhrm possess a skill not normally possessed by any � I I current city empbyee? ' Yes No '— I Ezplain all yes answers ort separate shest and attach to green sheet -- '� Initiating Problem, issues, Opportunity (Who, What, When, Where, Wby): ' The Squad Caz Camera Technology grant will be used to make squad car camera technology upgrades or acquisitions. The counci] ; author�ized the City of Saint Paul to enter into the grant on December lx 2007 see a[tached. i � � — ---- --- ` �---_ _- -------- RE�EI1lED-. ' Advantages If Approved: _� , , � Opportumty to use funds to enhance squad caz camera technology. ; � Disativantages {f Approved: � Nane:, � �I Disadvantages If Not Approved: � Lost opportunity to use funds to enhance squad caz camera technology. � -- ' Total Amount of ' � Transaction: $75,000.00 . � . Funding Source: 436 , , Financiallnformation: � (Explain) CosURevenue Butlgetetl: Activity Number: 3421$ �as o s Zoos �ITY ATTORNEY ��� February 27, 2008 9:28 AM Page 1 y �. 1� STATE OF MINNESOTA GRANT CONTRACT 6K- 3 y c/ T'his grant contract is between the State of Minnesota, acting flirough its Commissioner of Public Safetv Office of Justice Pro�ams.444 Cedar Street, Suite 100 St Paul Minnesota 55101 51�0 ("State") and City of St Pau1 Police Detiathnent 367 Grove Street St Paul Minnesota 55106 ("Grantee"). Recitals 1 Under Minn. Stat & 299A.01, Subd 2(41 the State is empowered to enter into this grant contract. 2 State funds for this grant contract are provided under Laws of Minnesota 2007, Chapter 54, Article 1, Secfion 10, Subdivision 6 for the purpose of enabling local law enforcement agencies to make squad car camera technology upgrades or acquisitions. 3 The State is in need of services that fulfill this purpose. 4 The Grantee represents that it is duly qualified and agrees to perform all services descnbed in this grant contract to the satisfaction ofthe State. Grant Contract 1 Term of Grant Contract l.l Effective date. 7uly 1. 2008, or the date the State obtains all required signatures under Minnesota Statutes Section 16C.05, subdivision 2, whichever is later. Once this grant contract is fully executed, the Grantee may claim reunbursement for expendihues incurred pursuant to Clause 43 of this gant contract. Reimbursement will only be made for those expenditures made according to the terms of this gant contract. 1.2 Expiration date. June 30 2010, or unril all obligations have been satisfactorily fulfilled, whichever occurs fust. 13 Survival of Terms. The following clauses survive the expiration or cancellation of this grant contract: 8. Liability; 9. State Audits; 10. Govemment Data Practices; 12. Publicity and Endorsement; 13. Governing Law, 7urisdicfion, and Venue; and I5. Data Discloswe. 2 Grantee's Duties 2.1 Activities. The Grantee, who is not a state employee, will perform all of the duties and tasks specified in the applicable Request for Proposal and the Grantee's grant application for this program, which aze incorporated by reference into this grant contract and aze on file with the State and located at 44A Cedaz Street, Suite 100, St. Paul, Minnesota. Grantee shall also comply with all progam standards, which aze incorporated by reference into this grant contract and made a part of this grant conkact. 2.2 Reporting Reqzrirements. Grantee sha11 report to the State as specified in the Office of Justice Programs' Grant Manual, which is incorporated by reference into this grant contract. . (1) Financiat Reporting. Crrantee shall submit a financial reporting form to the State utilizing the format idenrified tay the State within 30 days after the end of the reporting period. (2) Progress Reporting. Grantee shall use forms prescribed by the State to submit a quarterly progress detailing progress achieved towazds the accomplishment of the progrun goals and objecfives within 30 days after the end of reporting periad. (3) OtherRequirements. Grantee shall submit such other reports and attend meetings and training as State shall reasonably request. (4) Evaluation. State shall have the authority, during the course ofthis grant period, to_conduct an evaluation of the performance of the Grantee. (5) Requirement Chnnges. State may modify or change ai] reporting forms at their discretion during the grant period. (6) Special Requirements. The State reserves the right to include in the grant, at any time during the term of the gractt, special administrative requ'uements deemed necessary to assure the Grantee's successfu] implementarion of the program. The State will notify the Grantee in writing of any special administrative requirements. 3 Time The Grantee must comply with ail the time requirements deseribed in this grant contract. In the performance of this grant contract, time is of the essence. State (7/07) ' ' Defibrillator & Sqvad Caz Camem Grant p8 OJP Grart Number 2009-DECA-00374 68'-3�cf Consideration and Payment 4_ 1 Consideration.. The State will pay for all services performed by the Grantee under this grant contract as follows: (1) Compensation. The Crrantee will be reimbursed an amount not to exceed $50.000.00, according to the breakdown of costs contained in E�ibit A, which is attached and incorporated into this grant contsact The Grantee will submit any revisions to E�ibit A as desctibed in Section 4.2(2) of this gant contract and the revised budget must be approved by the State's Authorized Representative before any expenditures may be made based on the revised budget. (2) Travel Expenses. Reimbursement for travel and subsistence expenses actually and necessarily incurred by the Grantee as a result of this grant contract will be paid in the same manner and in no greater amount than provided in the current "Commissioner's Plan" promulgated by the commissioner of Employee Relations which is incorporated into this grant contract by reference. The Grantee will not be reimbursed for travel and subsistence expenses incurred outside Minnesota unless it has received the State's prior written approval for out of state havel. Miunesota will be considered the home state for determining whether h is out of state. (3) Matching Requirements (If Applicable.) Grantee certifies that the following matching requ'uement, for the grant contract, will be met by the Grantee: $12,500.00. (4) Total Obligation. The total obligation of the State for all compensation and reimbursements to the Grantee under this grant contract will not exceed 50 000.00. $25,000.00 is available from July 1, 2008 through June 30, 2009. Funds not expended by the Grantee for this program through June 30, 2009 wIll be available to the Grantee until June 30, 2010. $25,000.00 is available from July 1, 2009 through June 30, 2010. 4.2 Fiscal Requirements. Grantee shall report to the State as specified in the Office of 7ustice Programs' Grant Manual. (1) Financial Guidelines. Grantee shaIl comply with all policies, procedures, and provisions applicable to each source of funding received. CTrantee shall comply with the current O�ce of Justice Programs' Grant Manual. No funds will be disbursed for acfivities not idenfified in the goals and objectives or work plan submitted on the grant applicarion forms prescribed by the State. No funds from a specific funding source will be disbursed £or activities that do not meet the requirements of that funding source. (2) Budget Revisions. Grantee shall submit a written budget revision request to the State's Authorized Representafive before any expenditure may be made based on the revised budget. Submission and approval of a budget revislon is necessary if a) a line item will deviate by $200 or 10°/n, whichever is higher, from the approved budget, or b) a new line item that was not part of the approved budget will be created. (3) Closeout. Grantee shall have unti130 days after the Expirarion date of this grant contract, to submit a report of all funds and interest received and disbursed. If a report is not submitted within this time period, expenses claimed on the report may be disallowed and the State may request a refund of those monies from the Grantee. (4) Records. Grantee shall retain all financial records for a minunum of six (6) years after the date of submission of the final financial status report, or until completion of an audit which has commenced before the expiration of this six-year period, or until any audit findings and/or recoznmendations from prior audit(s) have been resolved between the Grantee and State, whichever is later. 43 Payment Invoices. The State wi11 promptly pay the Grantee after the Grantee presents an itemized invoice for the services actually performed and the State's Authorized Representative accepts the invoiced services. Invoices must be submitted timely and according to the following schedule: Itemized 'mvoices will be filed in arrears at least quarterlv, but not more often than monthlv and within 30 days of the period covered bv the invoice far services sahsfactorily�erformed The fmal invoice oertaininq to each state fiscal vear ofthis 2rant contract must be received b Jul 31 ofthat calendaz veaz. Reimbursements from the next state fiscal vear(s) mav commence on or after 7ulv 1 of that calendar yeaz. The final invoice must be received no later than 30 davs after the Expuation date of this ¢rant contract Smr� (7to� Defibrillator & Squad Caz Camera Grant 08 OJP Grant Niunber 2009-DECA-00374 68-3c/c.f Expenditures for each state fiscal vear of this erant wntract must be for services performed within the applicable state fiscal vear. Everv state fiscal veaz beoins on 7ulY 1 and ends on June 30. 4.4 Federal requirements. (Where applicable, if blank this secfion does not apply) Payments under this grant contract will be made from federal funds obtained by the State tl�rough CPDA The Grantee is responsible for compliance with all federal requirements imposed on these funds and accepts full fmancial responsbiLity for any requirements imposed by the Grantee's failure fo comply with federal requirements. 5 Conditions of Payment All services provided by the Grantee under this grant cantract must be perFormed to the State's sarisfaction, as determined at the sole discretion of the State's Authorized Representative and in accordance with all applicable federal, state, and ]ocal laws, ordinances, rules, and regulations. The Grantee will not receive payment for work found by the State to be unsarisfactory or performed in violation of federal, state, or local law. 6 Authorized Representative The State's Authorized Representative is Jesse Standal, Grants Snecialist Intermediate Office of Justice Proerams 444 Gedar Street, Suite 100. St Paul, Minnesota SS101-0100 (6511201-7343 or his/her snccessor, and has the responsibility to monitor the Grantee's performance and the authority to accept the services provided under this grant conh�act. If the services are safisfactory, the State's Authorized Representative will certify acceptance on each invoice submitted for payment. The Grantee's Authorized Representative is 7ohn M. Harrineton, Chief. St Paul Police Department 367 Grove Street St Paul, Minnesota 55108, (651) 775-2334. Ifthe Grantee's Authorized Representative changes at any time during this grant contract, the Grantee must immediately nofify the State. 7 Assignment, Amendments, Waiver, and Grant Contract Complete 7.1 Assignmeni. The Grantee may neither assign nor transfer any rights or obligations under this grant contract without the prior consent of the State and a fully executed Assigiunent Agreement, executed and approved by the same parties who executed and approved this grant contract, or their successors in ofrice. 7.2 Amendments. Any amendment to this grant coniract raust be in writing and will not be efFecrive until it has been executed and approved by the sazne parties who executed and approved the original grant contract, or their successors in office. 73 Waiver. If the State fails to enforce any provision of this grant contract, that failure does not waive the provision or its right to enforce it. . 7.4 Grant Contract Complete. This grant contract contains all negotiarions and agreements between the State and the Grantee. No other understanding regarding this grant contract, whether written or oral, may be used to bind either P�Y• 8 Liability The Grantee must indemnify, save, and hold the State, its agents, and employees harmless from any claims or causes of action, including attomey's fees incurred by the State, arising from the performance of this grant conhact by the __ Grantee or the Grantee's agents or employees. This clause will not be construed to baz any legal remedies the Grantee may fiave foz the State's failure to fulfill its obligations under this grant contract. 9 State Audits Under Minn. Stat. § 16C.05, subd. 5, the Grantee's books, records, documents, and accounting procedures and practices relevant to this grant contract are subject to eaamination by the State and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this grant contract. 10 Government Data Pracfices The Grantee and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data provided by the State under this grant contract, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Grantee under this grant contract. The civil remedies of smte (�ro� D�brillator & Squad Caz Camera G+ar�t OS OJP Grant Number 2009-DECA-00374 �� ��/ Minn. Stat § 13.08 apply to the release of the data referred to in this clause by either the Grantee ot the State. Tf the Grantee receives a request to retease the data refeaed to in this Clause, the Grantee must immediately notify the State. The State will giva the Grantee instructions concerning the release of the data to the requesting party before the ciata is released. 11 Workers' Compensation The Cirantee cerlifies that it is in compliance with Minn. Stat. § 176.181, subd. 2, pertaining to workeis' compensation insurance coverage. The Grantee's employees and agents will not be considered State employees. Any claims that may arise under the Minnesota W orkers' Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees aze in no way the State's obligation or responsibIlity. 12 Publicity and Endorsement 12.1 Publiciiy. Any publicity regazding the subject matter of this grant contract must identify the State as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representarive. Por purposes of this provision, publicity includes notices, informational pamphlets, press releases, reseazch, reports, signs, and similar public notices prepazed by or £or the Grantee individually or jointly with others, or any subcontractozs, with respect to the program, publications, or services provided resulting from this grant contract. 12.2 EndorsemenL The Grantee must not claim that the State endorses its products or services. 13 Governing Law, Jurisdicfion, and V.enue Minnesota law, without regard to its choice-of-law provisions, govems this grant contract. Venue for all legal proceedings out of this grant contract, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 14 Termination 14.1 Termination by the State. The State may cancel this grant contract at any time, with or without cause, upon 30 days' written norice to the Grantee. Upon terminafion, the Grantee will be enritled to payment, determined on a pro rata basis, for services satisfactori]y performed. 14.2 Termination by the Grantee. The Grantee may request termination upon 30 day's notice to the State's Authorized Agent. Upon termination the Grantee is entitled to payment for services actually performed and agrees to return any unused funds to the State. 143 Termination for Insu�cdent Funding. The State may immediately terminate this gant contract if it does not obtain funding from the Minnesota Legislature, ar other funding source; or if funding cannot be continued at a level su�cient to allow far the payment of the services covered here. Termination must be by written or fax notice to the Grantee. The State is not obligated to pay for any services that are provided after notice and effective date of termination. However, the Grantee wi11 be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the ea�tent that funds are available. The State will not be assessed any penalty if the grant contract is terminated because of the decision of the Minnesota Legislature, or other fundmg source, not to appropriate funds. The State must provide the Grantee notice of the lack of funding within a reasonable time of the State receiving that notice. 15 Data Disclosure Under Minn. Stat. § 270C.65, and other applicable law, the Grantee consents to disclosure of its social security number, federal employer tas identification number, and/or Minnesota ta�c identification number, already provided to the State, to federa] and state tax agencies and state personnel involved in the payment of state obligations. These iden6ficafion numbars may be used in the enforcement of federal and state ta7c laws which could result in action requuing the Grantee to file state fax retums and pay delinquent state taz liabilities, if any, or pay other state ]iabilities. State (7/07) Defi6citlator & Squad Car Camem Grant 08 OJP Graztt Number 20D9-DECA-00374 cv. Li, Lc'.'�I ' LVn'N i. �hcr!mns�.�c�,v�xtgzcarmri Inetiitidzal terliyies rha; funds fiave ennunbered a; �By:drdd�yldur a� �' °�'�S� �, �._� y � �f � se. J3's�l4f�y� Sigred: � �°""'"_'_"'"'".-'.d"�,°.� Datc �3r2nt Con� tio_; 2. GRAI�TEE � ��� �iH� ��� C�i��r��L�3 � 7?�z Grantae cerar"ESS thaf the apl�nprls7� perro�r(sJ h�+e eaec�� ed�tf,"s gr�nt �oni•anbri be'aalfaf the Crraxt2c as reqrsiredl�j c1p?tcnble arr"ctes,�viawr resoTuNan,, ur orrtixenceq. g )7tly`C�Y1 — OL.P - O - � - i�CF ^�_ l�ate:' <r P'�dj � �r � �_ �Y- ,�._-�� �tic, S;l�'�' ��Cit�� Z1sfa: � �°' ° V g � a� � �'.,__ _ � - J` , �'i��frs�ee �'�_r�ctnz Oate: t ��`c� J Q "�___�� �' : llr Gk�t 3y: 1`ir�e: Mayor Date: � 1 (1 ' S�aw (7/07) DxfiS�iUstw & Sqvsd i:ar Cnm�a �7issrt OB C�1P Grsnt 2:umhe: 2p09-Y1FCA-JJ3T4 3. STATE AGENC]' B 1:i�c: Datc: IYJ. VY:L L � Gie'rtibutiui: Ag�ug Gixanfcc 3eatc's Authaixed 12Ep:es�tative �'3�� 0�-3�� EXHIBIT A p y p�� PUe C/ P CS O ��� t9� � TF OFq�(14� OFFICE OF JUSTICE PROGRAMS Grantee: St Paul Police Department Grant Number: 2009-DECA-00374 Program Component: ALL PROGRAM COMPONENTS 3E � `4 i ¥ # � : t -; Budget Category Award Match Squad Car Camera Purchases $50,000.00 $12,500.00 TOTAL $50,D00.00 $12,50D.D0 �'3�� City of Saint Paul Interdepartmental Memorandum To: Linda Camp, Acting Director From: Chris Eitemilier, Budget Analys� Subject: Police Budget Amendment for Squad Car Technology Grant Date: March 20, 2008 This green sheet establishes a financing and spending plan for a squad caz technology grant. This is a state grant and was accepted by the Council December 19, 2007. A copy of the Council Action accepting this grant is attached. AA-ADA-EEO Employer .� Presenfed Bv Referred To: Committee:DaYe• ? 2 3 4 5 6 7 8 9 ro 1i 1z 13 14 15 16 17 18 19 20 21 22 23 24 RESOLVED, that the City of Saint Paui, Police Bepartment, is authorized to enter into the attached a�eement with the State of Minnesota, which includes an indemnification clause, for the purpose to make squad caz camera technology upgrades or acquisitions. A copy of said agreement is to be kept on file and on record in the Office of Finaneiai Services. 25 26 27 28 29 30 Requested by DeparYment of: f: , by City Adopted by Council: Date: /a�/y�aj�py Adoption Certified by Couucil Secretary; B � Approved by ya : Date_ l2— jLfs�p' By: / T�---- RESOL�TTIQN � SAINT PAUL, M71�NESOTA Coancil File # b� Green Sheet � 3D46592 ��-��/�/ at � R�anciai 5ervices: e Approved by for Submission to Council: <' . � i � . gY� �� �G�WUG�i.Gi. % � ( I �� �,.,,,��,��+� Q:1F�scalAtEairsWp8CR1�. `^"'� ���'�� � �