TR-2016-32 GRANT APD co
TR-2016-32
A RESOLUTION ACCEPTING A GRANT IN THE AMOUNT OF $7,500.00
FROM EXECUTIVE OFFICE OF PUBLIC SECURITY AND SAFETY TO THE
CITY OF AGAWAM POLICE DEPARTMENT FOR TRAFFIC ENFORCEMENT
Sponsored by Mayor Richard A. Cohen
WHEREAS, The Executive Office of Public Safety and Security (EOPSS) has
approved a grant to the City of Agawam in the amount of$7500.00 to be deliv-
ered to the City of Agawam Police Department in three separate mobilizations;
and
WHEREAS, the Three separate mobilizations are in the amount of $2,500.00
each to be delivered as follows:
Mobilization #1-Distracted Driving Enforcement from April 8-29, 2016; and
Mobilization#2-Click it or Ticket from May 9-23, 2016; and
Mobilization #3-Drive Sober or get Pulled over from August 12-September 5,
2016; and
WHEREAS, the City of Agawam desires to accept said grant; and
WHEREAS, the Town of Agawam will use the grant for its intended purposes;
and
WHEREAS, it is in the health, safety and best interest of the City of Agawam
and its citizens to accept the grant from EOPSS.
NOW THEREFORE, the Agawam City Council resolves pursuant to M. G. L.
c.44, §53A, to accept this grant of$7,500.00 from EOPSS.
Dated this day of , 2016.
PER ORDER OF THE AGAWAM CITY COUNCIL
James Chichetti, President
APPROVED AS TO FORM AND LEGALITY
Patrick M. Toney, City Solicitor
< Office of the Governor
Commonwealth of Massachusetts
State House
Boston, Massachusetts 02133
CHARLES D. BAKER Tel: (617) 725-4000 KARYN E. POLITO
Governor Lieutenant Governor
April 15, 2016
Chief Eric Gillis
Agawam Police Department
681 Springfield St.
Feeding Hills, MA 01030
Dear Chief Gillis:
We are pleased to inform you that the Executive Office of Public Safety and Security's Highway
Safety Division is awarding $7500 in FFY 2016 Traffic Enforcement Grant funding to the
Agawam Police Department.
Additional correspondence, including all the necessary documents needed to execute this award,
will be provided by the Highway Safety Division of the Executive Office of Public Safety and
Security. Feel free to contact Lindsey Phelan at lindsey.phelannstate.ma.us if you have any
questions.
Sincerely,
C,
Pl.�6-
Governor Charles D. Baker Lt, Governor Karyn E. Polito
COMMONWEALTH OF MASSACHUSETTS - STANDARD CONTRACT FORM 1
This form is jointly issued and published by the Executive Office for Administration and Finance ANF,the Office of the Comptroller(CTR)and the Ooerationaf Sery cis Division fOSD)
as the default contract for all Commonwealth Departments when another form is not prescribed by regulation or policy. Any changes to the official printed language of this farm shall be
void. Additional non-conflicting terms may be added by Attachment.Contractors may not require any additional agreements,engagement[Pryers,contract forms or other additional
terms as part of this Contract without prior Department approval, Click on hypedlnks for definitions,instructions and legal requirements that are incorporated by reference into this
Contract, An electronic copy of this form is available at 2yLh.mass.govlosc under Guidance For Vendors Fob or tnxwr.mass. ovlosd under OSD Forms.
CONTRACTOR LEGAL NAME:Town of Agawam,Police Department COMMONWEALTH DEPARTMENT NAME:Executive Office of Public Safety&
(and dlbla): Security
IAMARS Department Code; t P5
Legal Address;(W-9,W4,T&C):681 Springfield Street,Feeding Hills,MA 01030 Business Mailing Address: 10 Park Plaza,Suite 3720,Boston,MA 02116
Contract Man er: Chief Eric Gillis Billing Address(it different):
E-Mail: egfllis@agawam.ma.us Contract Manager: Diane Perrier
Phone: 413.786.4767 Fax:413.766.4821 E-Mail: Diane.Perrier@state.ma.us
Contractor Vendor Code:VC6000191692 Phone:G17.725.3301 Fax: 617.725.0260
Vendor Code Address ID(e.g."ADDDI'T A0001� MMARS Doc ID(s):20130TENF2017XXXXXXX
(Note:The Address Id Must be set up for EFT payments.) RFRIProcurement or Other ID Number:Grant Application
X NEW CONTRACT _ CONTRACT AMENDMENT
PROCUREMENT OR EXCEPTION TYPE:(Check one option only) Enter Current Contract End Date Prior to Amendment 20_
Statewide Contract(OSD or an OSO-designated Department) Enter Amendment Amount:$ ,for"no change")
!Collective Purchase(Attach OSD approval,scope,budget) AMENDMENT TYPE:(Check one option only.Attach details of Amendment changes.)
X Department Procurement(includes State or Federal grants 815 CMR 2.00) _Amendment to Scope or Bud4e1(Attach updated scope and budget)
(Attach RFR and Response or other procurement supporting documentation) _Interim Contract(Altach justification for Interim Contract and updated scope/budget)
_Ernergency Contract (Attach justification for emergency,scope,budget)
_Contract Employee(Attach Employment Status Form,scope,budget) _Contract Employee(Attach any updates to scope or budget}
_1=egislativelLepal or Other:(Attach authorizing language[iusti icalion,scope and _Legislative/Le(lal or Other.(Attach authorizing language/justification and updated
budget) scope and budget)
The following COMMONWEALTH TERMS AND CONDITIONS(T&C)has been executed,filed with CTR and is incorporated by reference into this Contract.
X Commonwealth Terms and Conditions Commonwealth Terms and Conditions For Human and Social Services
COMPENSATION:(Check ONE option):The Department certifies that payments for authorized performance accepted in accordance with the terms of this Contract will be supported
in the state accounting system by sufficient appropriations or other non-approprialed funds,sub;ECt to intercept for Commonwealth owed debts under 815 CIJR 9.00.
X Rate Contract(No Maximum Obligation. Attach details of all rates,units,calculations,conditions or terms and any changes if rates or terms are being amended.)
Maximum Obligation Contract Enter Total Maximum Obligation for total duration of this Contract(or new Total ii Contract is being amended).5
PROMPT PAYMENT DISCOUNTS(PPD): Commonwealth payments are issued through EFT 45 days from invoice receipt.Contractors requesting accelerated payments must
identify a PPD as follows. Payment issued within 10 days_%PPD;Payment issued within 15 days_%PPD;Payment issued within 20 days R%PPD:Payment issued within
30 days_-%PPD. It PPD percentages are left blank,identify reason: X agree to standard 45 day cycle_statutoryftegal or Ready Payments(G.L.c.29,5 23A);_only initial
payment(subsequent payments Scheduled 10 support standard EFT 45 day payment cycle.See Promos Pay DiscAunt_s Policy.)
BRIEF DESCRIPTION OF CONTRACT PERFORMANCE or REASON FOR AMENDMENT:(Enter the Contract title,purpose,fiscal year(s)and a detailed description of the scope
of performance or what i5 being amended lot a Contract Amendment. Attach all supporting documentation and justifications)
Highway Safety Traffic Enforcement Grant Program -Award Amounts to be identified annually as funding allows through 913012017
AL-16.11.05(405d)I OP-16.03.05(405b)f DD.16.02.05(402)
ANTICIPATED START DATE: (Complete ONE option only}The Department and Contractor certify for this Contract,or Contract Amendment,that Contract obligations:
X 1.maybe incurred as of the Effective Date(latest signature date below)and no obligations have been incurred aior to the Effective Date.
_2.maybe Incurred as of ,20_,a dale LATER than the Elieclive Dale below and no obligations have been incurred Qrior to the Effective Date.
3.were incurred as of ,20 ,a date PRIOR to the Effective Dale below,and the parties agree that payments for any obligations incurred prior to the Effective Date are
authorized to be made either as settlement payments or as authorized reimbursement payments,and that the details and circumstances of all obligations under this Contract are
attached and incorporated into this Contract Acceptance of payments forever releases the Commonwealth from further claims related to these obligations.
CONTRACT END DATE: Contract performance shall terminate as of 09130 ,2017,_,_,with no new obligations being incurred after this date unless the Contract is properly
amended,provided that the terms of this Contract and performance expectations and obligations shall survive its termination for the purpose of resolving any claim or dispute,for
completing any negotiated terms and warranties,to allow any close out or transition performance,reporting,invoicing or final payments,or during any lapse between amendments,
CERTIFICATIONS: Notwithstanding verbal or other representations by the parties,the"Effective Date"of this Contract or Amendment shall be the latest date that This Contract or
Amendment has been executed by an authorized signatory of the Contractor,the Department,or a later Contract or Amendment Start Date specified above,subject to any required
approvals. The Contractor makes all certifications required under the attached Conlractof Certifications(incorporated by reference if not attached hereto)under the pains and
penailies of perjury,agrees to provide any required documentation upon request to support compliance,and agrees that all terms governing performance of this Contract and doing
business in Massachusetts are attached or incorporated by reference herein according to the following hiefar y document precedence,the applicable Commonweallh Termsand
Conditions,this Standard Contract Form including the Instructions and Contractor Certifications,the Requ st for Fesponse(RFR)or other solicitation,the Contractor's Response.
and additional negotiated terms.provided that additional negotiated terms will take precedence over the fe vant( rms in the RFR and the Contractor's Response only tf made using
the process outlined in 801 CMR 21.07,incorporated herein,provided that any amended RFR or Re5pen a termsi result in best value.lower costs,or a more osl effective Contract.
ALlTHQRQx+%-SX9XATWFQR THE CONTRACTOR: AUTHORIZIN Sl NATURE FOR THE COMMONWEALTH:,
X: Dater' :M6 X: l VU . Date: ) 1,
(Signature a0iDate Must Be Handwritten At Time of Signature) {Signature and Date Must Be Handwritten At Time of Signature)
Name: /'i G1P /S Print Name: Art Kinsman
Print Title: Print Title: Executive Director.Office of Grants&Research
(Updated 3/2112014) Page 1 of 5
FFY 2016 Scope of Services
Traffic Enforcement Grant Program
In support of the Federal Fiscal Year (FFY) 2016 Traffic Enforcement Grant Program, eligible
municipal police departments will conduct high-visibility traffic enforcement during specified
mobilization periods and in accordance with the Application, the Availability of Grant Funds
(AGF) Narrative and any amendments issued by the Executive Office of Public Safety and
Security's (EOPSS) Highway Safety Division (HSD).
Eligible enforcement activities under this contract include funding for high-visibility traffic
enforcement of motor vehicle laws, including but not limited to, speeding and aggressive
driving, impaired driving-and occupant protection.
Changes to this scope may be made as part of the annual Highway Safety Plan and the annual
Federal Grant Award that provide for this grant program. The Scope of Services provides an
overview of the terms and conditions of the Traffic Enforcement Grant Program; participating
departments are strongly encouraged to read the Availability of Grant Funds (AGF) for the
complete list of conditions related to this grant program. The AGF is located on our website at
www.mass.gov/highwaysafety under the "FFY 2016 Traffic Enforcement Grant Program" link.
All questions related to this grant program should be directed to Lindsey Phelan via email at
Lindsey.Phelan@state.ma.us.
Amounts received each year will be specified in the official award letter and/or authorizing
email that are issued to the communities. Grant awards are subject to the availability of federal
funds and any other provisions specified in the Highway Safety Plan and the Federal Grant
Award. The use of a multi-year contract is a tool to streamline the contracting process and
reduce the amount of annual paperwork associated with this grant program.
Contracts shall terminate in the event funds are exhausted and/or not made available by the
Federal Government for this program. If the grantee makes obligations in anticipation of
receiving funds under this grant, the grantee does so at their peril and the Commonwealth will
be under no obligation to make payments for such performance.
• All municipal police departments that meet established requirements are eligible for grant
funding.
• Departments are strongly encouraged, but not required, to participate in all mobilizations
during the grant year. However, if due to staffing shortages or scheduling conflicts,
departments may opt to participate in fewer mobilizations. Departments must notify
Lindsey Phelan via email at Lindsey.Phelan@state,ma.us of the decision not to participate in
a particular mobilization for which they have received funding. A copy of the
correspondence will be added to the department's program file.
• Departments are required to conduct a minimum of three documented stops/contacts per
hour; if less, the EOPSS/HSD reserves the right to end program participation for the next
mobilization or for the remainder of the federal fiscal year, through September 30, 2016.
Documented stops are defined as any grant-funded patrol officer contact with motorists
during the high-visibility traffic enforcement mobilization periods that can be supported by
written or electronic records maintained at the police department. These records must be
maintained in a manner that guarantees their accountability during a review or audit.
• During the grant period, with 48 hours notice, monitoring visits may be conducted of
department's enforcement records. All departments must keep on file copies of all
citations and documentations written under the EOPSS/HSD Traffic Enforcement Grant
Program and additional pertinent information for three years after the grant terminates.
• Non-participation or non-compliance with performance measures may result in contract
suspension, termination and/or non-reimbursement of mobilization expenses
• Based on the availability of federal funds, EOPSS/HSD may increase funding and/or the
number of high-visibility mobilizations based on established criteria and performance
measures.
• Grant funded enforcement must occur only during the three mobilization periods listed
below and under the terms detailed in the AGF.
First Mobilization Drive Sober or Get Pulled Over
December 9, 2015—January 2, 2016
Reporting Deadline:January 22, 2016
Second Mobilization Distracted Driving
April 8, 2016—April 29, 2016
Reporting Deadline: May 20, 2016
Third Mobilization Click It or Ticket(CIOT)
May 9, 2016— May 23, 2016
Reporting Deadline:June 13, 2016
Fourth Mobilization Drive Sober or Get Pulled Over
August 12, 2016—September 5, 2016
Reporting Deadline: September 30, 2016
Note: These dates are subject to change. Please refer to Program Coordinator's email
communications in advance of mobilizations for official dates.
• No department should begin initial enforcement efforts until an annual EOPSS/HSD
approval letter or email is issued. Costs incurred before a department receives written
notification will not be reimbursed.
• Patrols under this grant must be no less than two hours or greater than eight hours in
length and devoted solely to traffic enforcement activities.
• Departments will be reimbursed for actual hours worked during a mobilization.
• Officers funded during this grant shall be dedicated in total to traffic law enforcement,
except in the case of a criminal offense committed in the officer's presence, in the case of
2
response to an officer in distress, or in the case of a riot where all available personnel must
be committed.
• If an officer makes an arrest or processes a criminal complaint application/summons during
the shift but does not complete the arrest/summons before the shift is scheduled to end,
the officer can continue working under the grant to complete that arrest/summons.
• Patrols for the Drive Sober or Get Pulled Over mobilizations should be scheduled between
2:00 p.m. (I400) and 7:00 a.m. (0700) Thursday through Sunday. However, departments
may conduct overtime activity every day of the week, with more than 50%conducted
between Thursday and Sunday and any time of the day to target impaired driving, lack of
safety belt use, speeding, distracted driving and other risk-taking motor vehicle behaviors
(i.e. non-compliance with the Move Over Law).
• To maximize grant funding, patrols must be one officer per cruiser; however, multiple
cruisers may be out at one time.
• Full-time officers will be reimbursed at an overtime rate of pay for hours worked during the
mobilizations. Part-time or auxiliary officers may participate in all mobilizations and will be
reimbursed at their normal hourly rate of pay.
• Sobriety checkpoints must be conducted in cooperation with the Massachusetts State
Police and have prior EOPSS/HSD approval and a department plan. EOPSS/HSD will allow
departments to increase the number of hours beyond the eight-hour block and the number
of personnel assigned to conduct sobriety checkpoints during DSGPO Mobilizations.
• Costs incurred by departments participating in Sobriety Checkpoints will not be covered
prior to the start date or end date of impaired driving mobilizations.
• Departments must have an active, enforced, written safety belt policy for officers.
• Departments without a written safety belt policy for officers in place at the time of the
submission of the application may apply for grant funding but will receive a 50% reduction
in the total grant award.
• Expenditure and Activity Report Forms must be submitted after each mobilization period.
All reporting forms will be made available to departments at www.mass.gov/highwaysafety.
Departments are required to submit one original and one set of copies of all reporting
forms. Original documents should be signed and dated in blue ink. Original documents
should not be stapled.
• Failure to submit the required reporting forms by the established deadlines may result in
non-reimbursement.
• Lack of activity for any mobilization period may subject the grant to suspension, termination
and/or non-reimbursement of expenses.
• This is a cost reimbursement grant program.
• No grant funding can be applied to an indirect cost rate charged by a municipality.
• Indirect administrative costs and fringe benefits are not allowable under the terms of this
grant.
• Unspent funds cannot be rolled forward to a future mobilization.
3