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Contract 2046
_~-~ m4~ Office of the Director 1100 Vermont Ave. , NW Washington, DC 20530 U.S. Department of Justice Office of Community Oriented Policing Services (COPS) September iv, 2vv 7 Chief of Police Thomas Johnson Columbia Heights 559 Mill St. NE Columbia Heights, MN 554213822 Re: Secure Our Schools Program Grant #2007CKWX0140 ORI#: MN00204 Dear Chief of Police Jahnson: ~~ a Congratulations! I am pleased to inform you that the COPS Office has approved your agency's request for funding under the COPS Secure Our Schools (SOS) grant program. The official start date of your grant is September 1, 2007. Therefore, you can be reimbursed for approved equipment and training expenditures after this date. Please be advised that some of your requested items may not have been approved. Enclosed in this packet is your grant award. The award document must be signed and returned to the COPS Office within 90 days to officially accept your grant. On the reverse side of the grant award is a list of conditions that apply to your grant. You should read and familiarize yourself with these conditions. Also enclosed in this packet are any special conditions that apply to your grant. These must also be signed and returned in order to officially accept the grant. You must comply with the requirements of any special condition before you are able to draw down grant funds. The method of payment that you can use to access your grant funds is the Phone Activated Paperless Request System, or PAPRS. Your award packet contains a number of financial documents, including all the information needed to set up your payments. Once again, congratulations on your award. Should you have any questions regarding your SOS award, please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center at 1.800.421.6770. Sincerely, ~~~ ~~ Carl R. Peed Director 2048 /vv i ~Tiiivr~~ n ~v.~~~ Ai~.l/ Washington, DC 20330 Memorandum To: Chief of Police Thomas M. Johnson Columbia Heights From: Michael E. Dame, Assistant Director Bernard Williams, Grant Program Specialist Budget Prepared By: Jamie Atwood, Grant Program Specialist Re: Secure Our Schools Financial Clearance Memo A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and consistent with existing guidelines. Exceptions /Adjustments are noted below. OJP Vendor #: 416005069 ORI #: MN00204 Grant #: 2007CKWX0140 Budget Cateeory Proposed Budget Aaproved Budget Adiustments Disallowed/Adiusted -Reasons/Comments I Eauioment $68,666.00 $68,666.00 $0.00 Direct Costs: $68,666.00 $68,666.00 $0.00 Grand Total $68,666.00 $68,666.00 $0.00 Grand Total• Federal Share: $ 34,333.00 ' Applicant Share: $ 34,333.00 Cleared Date: 8/5/2007 Overall Comments: Submission Confirmation 1 ~. .,;.:. -w.... >, ,_,,,~:., r-. ~ h. n. E-a-c r^_ ~ t=om Home > ~A~ for Grants > Confirmation Contact Us Sitei~iap He Thank you for submitting your grant application package via Grants.gov. Your application is currently being processed by the Grants.gov system. Once your submission has been processed, Grants.gov will send email messages to advise you of the progress of your application through the system. Over the next 24 to 48 hours, you should receive two emails. The Tirst will conrirm receipt of your application by the Grants.gov system, and the second will indicate that the application has either been successfully validated by the system prior to transmission to the grantor agency or has been rejected due to errors. Please do not hit the back button on your browser. If your application is successfully validated and subsequently retrieved by the grantor agency from the Grants.gov system, you will receive an additional email. This email may be delivered several days or weeks from the date of submission, depending on when the grantor agency retrieves it. You may also monitor the processing status of your submission within the Grants.gov system by using the following steps: 1. Go to http:l/www.grants.gov 2. Click on the "Applicants" link at the top of the Grants.gov home page 3. Login to the system using your AOR user id and password 4. Click on the "Application Status" Link at the left of your screen. Note that once the grantor agency has retrieved your application from Grants.gov, you will need to contact them directly for any subsequent status updates. Grants.gov does not participate in making any award decisions. IMPORTANT NOTICE: If you do not receive a receipt confirmation and either a validation confirmation or a rejection email message within 48 hours, please contact us. The Grants.gov Contact Center can be reached by email at support grants.gov, or by telephone at 1-800-518- 4726. Always include your Grants.gov tracking number in all correspondence. The tracking numbers issued by Grants.gov look like GRANTXXXXXXXXX. Contact Center hours of operation are Monday- Friday from 7:00 A.M. to 9:00 P.M. Eastern Standard Time. The following application tracking information was generated by the system: Grants.gov Tracking GRANT00311829 Number : CFDA Number CFDA Description Page 1 of 2 Fear Applicants About Grants.gcsv F~esQCSS-ce hops://apply.grants.gov/GGReceiptIFXServlet?SUBMISSION_TYPE=GRANT&SUBMISSION NAME... 7/11/2007 Submission Confirmation Funding Opportunity COPS-SOS-2007-1 Number Funding Opportunity Secure Our Schools description Agency Name : Community Oriented Policing Services Application Name of this 2007 Columbia Hgts. School Security Proj Submission Bate/Time of Receipt : 2007.07.11 4:14 PM, EDT It is suggested you Save and/or Print this response for your records. CLOSE Page 2 of 2 htrn~~//annly_~rants.~ov/GGReceintIFXServlet?SUBMISSION TYPE=GRANT&SUBMISSION NAME... 7/11/2007 ,~' ,.~_~... Opportunity Title: Offering Agency: CFDA Number: CFDA Description: Opportunity Number: r.,......,t't'..,, tn~ Opportunity Open Date: Opportunity Ctose Date: Agency Contact: Secure Our Schools Community Oriented Policing Services COPS-SOS-2007-1 05/07/2007 07/13/2007 John Oliphant E-Gov Program Manager E-mail: john.oliphant@usdoj.gov Budget I will be submitting applications on my behalf, and not on behalf of a company, state, local or tribal government, academia, or other type of organization. * Application Filing Name 2007 Columbia Hgts. School Security Proj i~__J~~~-.. n.. w~..1..4.., Mandatory Documents Move Form to fSubmfission List L~ Move Form to Documents List <_ ~ ~~ Optional Documents Move Form to Sub~miss~sion List l~~ Move form to Documents List Grant Appticatian Package s electronic grants application is ir-tended to used #o apply for the specific Federal funding oortunity referenced here. `the Federal funding opportunity listed is not the pportunity for whir..h you want to apply, close his application package by clicking on the Cancel" button at the top of this screen. You will hen need to locate the correct Federal fundinn pportunity, download its application and then uOCUmenu ror auomrss~an ,ssistance (SF-424) Open Form. Optional Completed Documents for Submission Other Attachments Form ~RStrUCtIDnS ' ~ , Enter a name far the application in the Application Filing Name field. -- -This application can be completed in its entirety offline; however, you will need to login to the Grants.gov website during the submission process. - You can save your application at any time by clicking the "Save" button at the top of your screen. - The "Submit" button will not be functional anti! the application is complete and saved. ~~~ Open and complete ail of the documents listed in the "Mandatory Documents" box. Complete the SF-424 form first. ~`~-- -It is recommended that the SF-424 form be the first form completed for the application package. Data entered on the SF-424 will populate data fields in other mandatory and optional forms and the user cannot enter data in these fields. -The forms listed in the "Mandatory Documents" box and "Optional Documents" may be predefined forms, such as SF-424, forms where a document needs to be attached, such as the Project Narrative or a combination of both. "Mandatory Documents" are required for this application. "Optional Documents" can be used to provide additional support for this application or may be required for specific types of grant activity. Reference the application package instructions for more information regarding "Optional Documents". -To open an item, simply click on it to select the item and then click on the "Open" button. When you have completed a form or document, click the formldocument name to select it, and then click the => button. This will move the form/document to the "Completed Documents" box. To remove aform/document from the "Completed Documents" box, click the form/document name to select it, and then click the <= button. This will return the form/document to the "Mandatory Documents" or "Optional Documents" box. -When you open a required form, the fields which must be completed are highlighted in yellow. Optional fields and completed fields are displayed in white. If you enter invalid or incomplete information in a field, you will receive an error message. Click the "Submit" button to submit your application to Grants.gov. ~~ -Once you have properly completed all required documents and saved the application, the "Submit" button will become active. - You will be taken to a confirmation page where you will be asked to verify that this is the funding opparunity and Agency to which you want to submit an application. y..._., Grant Application Package Application St>~bmission Verification and Signature Opportunity Title: Offering Agency: I~FD%i NUfnC)Br: CFDA Description: Opportunity Number: Competition ID: Opportunity Open Date: Opportunity Close Date: Application Filing Name Secure Our Schools Community Oriented Policing Services COPS-SOS-2007-1 05/07/2007 0 7/1 312 0 0 7 2007 Columbia ligts. School Security Proj Do you wish to sign and submit this Application? Please review the summary provided to ensure that the information listed is correct and that you are submitting an application to the opportunity for which you want to apply. If you want to submit the application package for the listed funding opportunity, click on the "Sign and Submit Application" button below to complete the process. You will then see a screen prompting you to enter your user ID and password. If you do not want to submit the application at this time, click the "Exit Application" button. You will then be returned to the previous page where you can make changes to the required forms and documents or exit the process. If this is not the application for the funding opportunity for which you wish to apply, you must exit this application package and then download and complete the correct application package. Sign and Submit Application Exit Applcatlfln OMB Number: 4040-0004 Expiration Date. 01/31/2009 Application far Federal Assistance SF-424 Version 02 1. Type of Submission: Preapplication Application (~ Changedicorrecfed Application " 2. Type of Application: n New ~ Continuation U Revision " If Revision, select appropriate letter(s): "Other (Specify) I ~ ~ " 3. Date Received: 4. Applicant Identifier: Completed by Grants.gov upon submission. 5a. Federal Entity identifier: " Sb. Federal Award Identifier: State Use Only: 6. Date Received by State: ~--~ 7. State P.pplication Identifier: 8. APPLICANT INFORMATION: " a. Legs! Name: Columbia Heights Police Department " b. Employer/Taxpayer Identification Number (EIN/TIN): " c. Organizational DUNS: 416D05069 1556467579 d. Address: " Street1: 559 Mill St. NE Street2: "City: Columbia Heights County: Anoka " State: MN: Minnesota Province: " Country: USA: UNITED STATES Zip /Postal Code: 55421-3822 e. Organizational Unit: Department Name: Division Name: Police Department f. Name and contact information of person to be cantacted on matters involving this application: Prefix: Mr. ~ "First Name: Thomas Middle Name: M. "Last Name: Johnson Suffix: ~--~ Title: Chief of Police Organizational Affiliation: "Telephone Number: 763-7D6-3755 Fax Number: 763-706-3752 " Email: Tom.Johnson@ci.columbia-heights.mn.us OMB Number: 4040-0004 Expiration Date: 01l31/2D09 Application for Federal Assistance SF-424 Version 02 9. Type of Applicant 1: Select Applicant Type: C: City or Township Government I Type of Applicant 2: Select Applicant Type: I ~ Type of Applicant 3: Select Applicant Type: * Other (specify}: * 10. Name of Federal Agency: Community Oriented Policing Services 11. Catalog of Federal Domestic Assistance Number: CFDA Title: * 12. Funding Opportunity Number: COPS-SOS-2007-1 * Title: Secure Our Schools 13. Competition Identification Number: Title: 14. Areas Affected by Project (Cities, Counties, States, etc.): * 15. Descriptive Title of Applicant's Project: 2007 Columbia Heights Police and School District Coordinated Security Program. Attach supporting documents as specified in agency instructions. A;;d Attachments ~ Delete Attachments ~ few Attachments OMB Number: 4040-0004 Expiration Date: 01/31/2009 AppEication for Federal Assistance SF-424 Version 02 16. Congressional Districts Of: - a..Applican+, R~jN_nD- 5 ~ ' b. Program/Protect MN-005 i Attach an additional list of Program/Project Congressional Districts if needed. -___-_ Add A~~act~-,rent _ ,. ~. j __ 17. Proposed Project: a. Start Date: 11/01/2007 * b. End Date: 11/01/2009 18. Estimated Funding ($): a. Federal 34,333.20 b. Applicant 0.00 " c. State 0.00 d. Local 34,333.20 * e. Other 0.00 * f. Program Income O.OD * g. TOTAL 68,666.40 * 19. Is Application Subject to Review By State Under Executive Order 12372 Process? a. This application was made available to the State under the Executive Order 12372 Process for review on [~ . b. Program is subject to E.O. 12372 but has not been selected by the State for review. c. Program is not covered by E.O. 12372. * 20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes", provide explanation.} Yes ~ No - __..... 21. *By signing this application, I certify (1 } to the statements contained in the list of certifications** and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply with any resulting terms if I accept an award. 1 am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001) I~ ** i AGREE " The list of certifications and assurances, or an Internet site where you may obtain this list, is contained in the announcement or agency specific instructions. Authorized Representative: Prefix: Mr. 'First Name: Thomas Middle Name: M. 'Last Name: Johnson Suffix: 'Title: Chief of Police Telephone Number: 763-706-3755 Fax Number: 763-706-3752 Email: Tom.Johnson@ci.columbia-heights.mn.us * Signature of Authorized Representative: Completed by Grants.gov upon submission. `Date Signed: Completed by Grants.gov upon submission. Authorized for Local Reproduction Standard Form 424 (Revised 10/2005) Prescribed by OMB Circular A-102 OMB Number: 4040-0004 Expiration Date: 01/31/2009 Application for Federal Assistance SF-424 Version 02 * Applicant Federal Debt Delinquency Explanation The folkawing field should contain an exp!anatien if the Applicant oroan!zat!on is delinquent on any Federal Debt. Maximum number of characters that can be entered is 4,000. Try and avoid extra spaces and carriage returns to maximize the availability of space. 2407 Columbia Heights School Security Project executive Summary r rrrs program vuuu~ un a writlilurir~ paiiiicrsru~ uc~wccrr ruc ~.,vit.uuuia nci~lu.~ Police Department and the Columbia Heights School District to improve safety anal er~liance the learning enviromnert. The proposed funding enhances the existing securit<~ system by adding motion sensors and outdoor cameras at the high school, outdoor cameras at the middle school, and controlled entry at one of the elementary schools. Based on early results from the limited implementation of the current security system, we believe that the mutual benefits will continue to increase along with the capabilities of this system. Cameras currently mounted in various areas at the schools have been a deterrent to criminal. activity. Both police and school personnel have already used these passive surveillance devices for investigating criminal and administrative rule violations. During some incidents suspects engaged in illegal or disruptive activity have been identified by their image captured by the cameras. School administrators and police have had an easier time obtaining parental cooperation when parents can. see for themselves the recorded actions of their children engaged in these activities. Students involved in illegal activities or accompanying others have admitted their involvement in, or their knowledge of the incident when they see themselves on the recorded video. The controlled entry system at the elementary school is a part of a gradual implementation effort to have controlled. access at ail the schools. T'nis has been part of a larger corroborative project between the Columbia rieights roiice, school district, ana neighboring police agencies to deal with an active shooting incident or other crisis that may require police iriter-vcntion. Ali police officers carry access control cards that allow them access to the various schools equipped with controlled entry. In the event of a school shooting, officers can gain access at any of the controlled doors. Additionally, multiple schools have the capability to monitor the surveillance cameras at the high school and middle school. This allows for alternative safe observation center locations independent of the school at which the incident is occurring. This can provide vital information to responding officers about the location of suspects and victims. This summarizes how these security enhancements are integrated into a larger cooperative effort between the school district and police department, to the mutual benefit of both, and ultimately to the community we serve. 2047 Columbia Heights School Security Project Project Description Assessment of Existing Problems and Population Served Columbia Heights High School 2005-2006 Data Student Population = 849 Expulsions 0 Sus ensions 444 Detentions 916 Homicides 0 Sex offenses 2 Assaults/fights 15 Stolen roperty 28 Threats to school 1 Possess weapons 1 Vandalism/Graffiti 4 Drugs possess/sale 7 Underage drinking 2 Truancy 2 Theft from vehicle 1 Disorderly conduct 19 Columbia Heights Middle School 2005-2006 Data Student Population = 644 Expulsions 0 Suspensions 568 Detentions 183 Homicides 0 Sex offenses 2 Assaults/fights 25 Stolen property 7 Threats to school 0 Possess wea ons 0 Vandalism/Graffiti 2 Drugs possess/sale 0 Underage drinking 0 Truancy 51 Theft from vehicle 0 Disorderly conduct 26 Valley View Elementary School 2005-2006 Data Student Population = 460 Expulsions 0 Sus ensions 8 Detentions 250 Homicides 0 Sex offenses 0 Assaults/fights 1 Stolen roperty 0 Threats to school 0 Possess weapons 0 Vandalism/Graffiti 0 Drugs possess/sale 0 Underage drinking 0 Truancy 0 Theft from vehicle 0 Disorderly conduct 1 Crime Prevention Activities As indicated in the Executive Summary, these security measures are incorporated into a larger corroborative effort between the Columbia Heights Police Department and the Columbia Heights School District. A limited implementation of this system with surveillance cameras placed in key locations at the high school has already yielded beneficial results. This includes enhanced resolution of incidents of criminal and administrative violations through additional cooperation from involved students and their parents when they see the video recordings of the incidents. These security enhancements will also provide vital information to responding officers in the event of an active shooting situation or other crisis occurring at the high school or middle school. The cameras will provide information to responding officers about the location of suspects and victims, including location, description, and possibly even types of weaponry. in areas without camera coverage, door monitors viii help pinpoint areas of activity when the school is in lockdown mode, allowing officers to focus on these areas. The ability to focus on areas of activity will eliminate the delay caused by officers searching the labyrinth of rooms and hallways at a time when seconds can save lives. School personnel have shared in a multi jurisdictional police training effort to practice handling such events. The addition of exterior cameras will provide a watchful eye on school grounds around the high school and middle school where trouble often begins. Students and staff will feel safer entering and leaving the school knowing that the area is under surveillance. Controlled access to Valley View Elementary School is a pilot program to provide a secure environment for elementary students. Recent incidents have occurred where non-custodial parents have entered the school and made unauthorized contacts with students. Securing this school offers improved security at one of the district's three elementary schools. 2E}Q7 Columbia Heights School Security Project Budget Narrative Equipment: 1 Security Digital Video Recorder (DVR) The current video recording equipment is outdated and not capable of expanding to include the additional camera input required to adequately cover the exterior areas at the middle school. The new system is compatible with the school's existing network, allowing data to be searched based on alarm type, event type, date, and time. Recorded data can be burned to CD format in a form acceptable for use as evidence in court or for school administrative hearings. Based on our research, the installed unit cost is $7,603.85. The total cost for DVR is $4,924.99. 13 High Resolution Day/Night Exterior Surveillance Cameras While existing video cameras have been useful in investigations and showing parents that their children were involved the delinquent activity, the coverage area currently doesn't extend to the school grounds and access points where trouble often originates. The additional cameras are needed to cover the school grounds and access points around the high school and middle school. Based on our research, the unit cost is $1,978.65. The total cost for surveillance cameras is $25,722.45 31 Dual Tech Motion Detectors Motion detectors at the high school can provide indications of activity during lockdown events such as active shooting incidents, enabling responding officers to quickly identify areas in the building on which to focus. Additionally, the motion detectors wiii provide the school with the level of after-hour security that the four other schools in the district have. A similar system at the middle school just resulted in the arrest of three juveniles burglarizing and damaging that school. Based on our research, the unit cost is $465.07. The total cost for motion detectors is $14,417.17 59 Alarm Monitor Door Sensor Units These units integrate all the doors with the controlled access and security systems. The security system will indicate when a door is opened without authorization and the current position of all doors on the system. In an emergency involving a school lockdown, changes in the status of the school doors can be monitored remotely, and officers on scene can be advised of the location and nature of the activity. Based on our research, the unit cost is $2$4.25. The total cast for Alarm Door Sensor Units is $16,770.75. 1 MiniProx Card Access Control Implementation of these access control devices have been beneficial in allowing police and other emergency personnel 24-hour access to the high school and middle school, while controlling unauthorized entry during school hours. Securing one of the three elementary schools offers a secure elementary-level learning environment. Incidents involving students involved in child-custody disputes have occurred where adults have made unauthorized contact with students in the unsecured elementary school setting. This pilot program provides a secure alternative placement option for those students. Based on our research, the installed unit cost is $4,052.19. The total cost far Card Access Control is $4,052.19 2 Matlock Slimline Electric Door Locking Hardware Units Used in conjunction with card access equipment, this allows doors to be locked and unlocked based on a timed schedule or with a valid card read. Doors equipped with these units, in conjunction with the card readers will allow officers 24-hour access. These doors can be remotely locked from a computer linked to the schools network in the event of an emergency incident. Based on our research, the unit cost is $1,389.42. The total cost for Electric Door Locking Hardware is $2,778.84. Applicati©n Attachment to SF-424 OMB Number: 1103-0098 Expiration Date: 02/29/2008 OFFlGIAL PARTNER(S) GONTAGT INFORMATION Not Applicable (ff your application does not require an official partner, please check here). An official "partner" under the grant may be a governmental or private entity that has established a legal, contractual, or other agreement with the applicant for the purpose of supporting and working together for mutual benefits of the grant. Please refer to the program-specific portion of the !'_~dAc fnr ~ mnlotc .icenrinfinn of narfnorchin rcnniraments under the nranf orooram for which you are apDlVinq. ,.,.,..~ ,.., .. co,,.,, ................r......... ,._...._._...~ ._~_.._ __-- - __ ., ., * Title Superintendent Prefix Ms. -~ * First Name Kathy Middle Name * Last Name Kelly Suffix ~ -~ `Name of Partner Agency Columbia Heights Public Schools * Type of Partner Agency (e g., School District) School District ` Street Address 1 1440 49th Ave. NE Street Address 2 * City Columbia Heights County Anoka ` State MN: Minnesota Province * Zip Code 55421 * Country USA: UNITED STATES * Telephone 763-528-4436 Fax 763-571-9202 * E-mail kellyk@colheights.kl2.mn.us CITY COUNCIL LETTER Meeting of October 8, 2007 AGENDA SECTION: Consent ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE APPROVAL: ITEM: Accept U.S. Dept. of Justice COPS 2007 BY: Thomas M. Johnson BY: NO. Secure Our Schools Grant #2007CKWX014U I DATE September 20, 2007 ~ DATE: BACKGROUND In late June 2007, the Columbia Heights Police Department applied for a grant called Secure Our Schools through the U.S. Department of Justice. Sergeant John Rogers of the Columbia Heights Police Department, with the assistance of Columbia Heights School District Superintendent Kathy Kelly and School District Manager of Finance Joe Primus, wrote the grant. The grant is to be used to secure and. make safe schools and students in our district from terrorism and other forms of criminal activity. Specifically, this grant will allow for enhancing the existing security system by adding motion sensors and outdoor cameras at the High School, outdoor cameras at the Middle School, and controlled entry at one of the elementary schools. This will allow the School District to secure the schools at any given time and will allow for access by public safety personnel as needed. This is the same system currently used in our City Hall, so the same cards we now carry will give us access to our buildings and to the School District's buildings. The grant is for $34,333 and requires a 50 per cent match. The match of $34,333 is being paid. by the Columbia Heights School District. The School District itself is not allowed to apply for this grant; it is a requirement of the federal government that the grant be applied for by law enforcement. Since we could see a direct benefit from this grant to our police and fire services, we decided to work with the School District and apply for the money. ANALYSIS/CONCLUSION On September 7, 2007, the Chief of Police was notified that our Police Department had been awarded a COPS 2007 Secure Our Schools grant in the amount of $34,333. This grant also requires a 50 per cent match of $34,333, which is to be covered by the Columbia Heights School District. Since it was a requirement of the federal government that this grant had to be applied for by a law enforcement agency, the Columbia Heights Police Department worked with the Columbia Heights School District to apply for the grant. The City Council must now approve acceptance of this grant. RECOMMENDED MOTION: Move to authorize the Mayor and the Chief of Police to accept the U.S. Department of Justice, COPS 2007 Secure Our Schools grant in the amount of $34,333, with the 50 per cent match of $34,333 to be paid by the Columbia Heights School District. TMJ:kao 07-162 COUNCIL ACTION: Y,;