1998-004-GRANT VIOLENCE AGAINST WOMEN
RESOLUTION NO. 98-004
WHEREAS, the City Council of the City of Paris did heretofore, on the 4th day of
December, 1997, in Resolution No. 97-142, authorize an application to be made to the Office of
the Governor, Criminal Justice Division, through the Ark-Tex Council of Governments, for the
Violence Against Women Act Grant; and,
WHEREAS, the Office of the Governor, Criminal Justice Division, has issued its Grant
A ward entitled "Violent Crimes Against Women Unit," Grant No. WF-96- V04-11790, for the
period beginning December 1, 1997, and ending November 30, 1998, in the total amount of
$71,006.00, requiring matching contributions of $1,200.00 in cash and $23,955.00 in in-kind
services; and,
WHEREAS, acceptance of the same must occur within forty-five (45) days of the date of
said award, which occurred on December 30, 1997; and,
WHEREAS, it is deemed to be in the best interests of the citizens of Paris that the City
of Paris accept said Grant Award and continue to improve the Violent Crimes Against Women
Unit Project in the City of Paris; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, that the
"Violent Crimes Against Women Unit," Grant No. WF-96-V04-11790, for the period beginning
December 1, 1997, and ending November 30, 1998, in the total amount of $71,006.00, requiring
matching contributions of $1,200.00 in cash and $23,955.00 in in-kind services, be, and the same
is hereby, accepted; and,
BE IT FURTHER RESOLVED, that the City Manager, Michael E. Malone, be, and he
is hereby, authorized and directed to execute, on behalf of the City of Paris, the Grant Acceptance
Notice under the terms and conditions and in the form shown in Exhibit A, attached hereto.
PASSED AND ADOPTED this 12th day of Janu~
~/
Eric S. Clifford, Mayor
ATTEST:
._----"..~--_."--'"._-".~._-- ----_.__...__._-----_."-'-~._..__.._-~._--~----_._--------------..--,--
OFFICE OF THE GOVERNOR
Grorgr W. Bush
.. Governor"'
CRIMINAL JUSTICE DIVISION
Nancy S. Hugon
Executive Director
GRANTEE ACCEPTANCE NOTICE
WF-96- V04-11790 City of Paris
Violent Crimes Against Women Unit
THIS ACCEPTANCE NOTICE MUST BE SIGNED AND RETURNED TO CJD BY February 14. 1998. IF WE DO
NOT RECEIVE TIllS NOTICE BY THE DEADLINE, FUNDING FOR TIllS GRANT WILL BE WITHDRAWN.
The authorized official, financial officer, and project director, referred to below as grantee officials, for this grant project
must read the following and indicate agreement by signing this acceptance notice below:
· By signing this agreement, the authorized official for the grantee accepts the grant award.
· The grantee officials agree to the terms of the grant. These terms include that the grantee will abide by all rules in
Chapter 3 of the Texas Administrative Code, the 1998 Governor's Criminal Justice Planfor Texas, and the Uniform
Grant and Contract Management Standards.
· The grantee officials agree that none of the grant funds or matching funds will be used to influence the outcome of
any election, the passage or defeat of legislation, or the funding of any grant.
· It is understood that a violation of any term of the grant will result in the Criminal Justice Division placing a
temporary hold on grant funds, permanently deobligating all or part of the grant funds, requiring reimbursement for
funds already spent, or barring the organization from receiving future grants.
· The grantee officials understand that they must satisfy all special conditions placed on.thisgrant before receiving
any funds.
· The grantee officials understand that the project is limited to four budget adjustments during the grant period.
The position designated by the authorized official to request grant adjustments is the:
o PROJECf DIRECTOR 0 FINANCIAL OFFICER (Select One)
Certified By:
Signature of Project Director
Karl Louis, Chief of Police
Name & Title (must print or type)
811 Bonham
Official Agency Mailing Address
Paris. TX 75460
City/Zip Code
(903) 737-4140
Telephone Number
(903)i737-4142
Fax Number
Signature of Financial Officer
w. E. Anderson, Director of Finance
Name & Title (must print or type)
P. O. Box 9037
Official Agency Mailing Address
Paris, TX 75lJ61
City/Zip Code
(903) 785-7511 (903) 785-8719
Telephone Number Fax Number
Signature of Authorized Official
Michael E. Malone, City Manager
Name & Title (must print or type)
. .. P. O. Box 9037
Official Agency Mailing Address
PaTif;, TX 75461
City/Zip Code
(903) 785-7511
(903) 785-8519
Telephone Number
EXHIBIT A
Fax Number
~.-" Dat'e':~- 11/24/97
Time: 07:44 a.m.
.. Office of the Governor
CRIMINAL JUSTICE DIVISION
APPROVED BUDGET SUMMARY
GRANT NUMBER:WF-96-V04-11790
REGION NUMBER: 0500
APPLICANT: City of Paris
TITLE: Violent Crimes Against Women Unit
YEAR OF FUNDING: 1
PROGRAM FOND: VIOLENCE AGAINST WOMEN ACT FORMULA GRANT
GRANT PERIOD: 12/01/97 through 11/30/98
AMOUNT RECOMMENDED:
State: $ 0
Federal: $
71,006
AMOUNT REQUESTED:
$ 79,406
BUDGET SUMMARY:
CJTi/FED CASH TOTAL .' rNknm TOTAL
FUNDS MATCH CASH MATCH PROJECT
A. PERSONNEL $-- 40,784 $ 0 $ 40,784 $ 23,955 $ 64,739
B. PROF & CONTR 30,222 0 30,222 0 30,222
C. TRAVEL 0 0 0 0 0
D. EQUIPMENT 0 0 0 0 0
E. . CONSTRUCTION 0 0 0 0 0
F. SUPPL & DOE 0 1,200 1,200 0 1,200
G. INDIRECT COST 0 0 0 0 0
TOTAL $ 71,006 $ 1,200 $ 72,206 $ 23,955 $ 96,161
BUDGET DETAIL:
A. Police Investigator (lOOt of time) $31,279; fringe benefits $9,505.
In-kind match: Client Advocate (4,652 contributed hours @ $5.15/hour)
$23,955.
B. Subcontract with Family Haven $30,222 for the following:
Salary: Crimes Against Women Liaison $19,647; fringe benefits $3,353.
Travel: Local Travel $1,422; In-state travel and training $800.
Supplies: $5,000.
F. Gasoline expense using police vehicle $1,200.
OFFICE OF THE GOVERNOR
George W. Bush
Governor
CRIMINAL JUSTICE DIVISION
Nancy S. Hugon
Executive Director
STATEMENT OF GRANT AWARD
GRANT NUMBER: WF-96-V04-11790
GRANT PERIOD: 12/01/97-11/30/98
YEARS FUNDED: 1
PROGRAM FUND: VIOLENCE AGAINST WOMEN ACT FORMULA GRANT
GRANTEE: Citr of Paris
TITLE: Vio ent Crimes Against Women Unit
AWARD AMOUNT
GRANTEE MATCH
STATE: $
CASH: $
o FEDERAL: $
1,200 IN-KIND: $
71,006 TOTAL AMOUNT: $
23,955 TOTAL MATCH: $
TOTAL PROJECT COST: $
71,006
25,155
96,161
The approved budget is reflected in the attached Approved Budget Summary. This grant
is subject to and conditioned upon acceptance of the Governor's Criminal Justice Plan
for Texas (Plan) promulgated for this specific pro$ram fund (referenced above) through
the Office of the Governor, Criminal Justice Divis~on. Applicable special conditions
are contained in the Plan or cited below. Total project costs must be accounted for.
in accordance with the Uniform Grant and Contract Management Standards and the Plan.
GRANTEE REQUEST FOR FUNDS
All grantee requests for funds _shall be submitted to CJD, .to the attention of. the
Accounting Department, in accordance with the inst'ructioris provided by C~ and shall be
in the form required by CJD. Requests for funds will not be honored until all special
conditions outlined on the Statement of Grant Award and that required action on the part
of the grantee have been satisfied.
FUTURE FUNDING
Approval of the above-referenced grant does not commit the Governor's Office to future
funding. Any such funding shall be determined by the state plan or guide under which
application mar be made, by all applicable policies and procedures promulgated by the
Governor's Off~ce, Criminal Justice Division, and/or federal guidelines, and by the ap-
propriation of funds.
GRANT ADJUSTMENTS
Grantee shall submit written requests for grant adjustments, as required by the appli-
cable Criminal Justice Rule contained in the Governor's Criminal Justice Plan for Texas
for this specific program fund.
SPECIAL CONDITIONS/REQUIREMENTS:
2) Consultant & Professional Services Contract Review & Approval--over $15,000
(attached) .
DEe 3 0 1997
" ;
AWARD D.~TE
Office of the Governor, Criminal Justice Division
POST OFFICE BOX 12428, AUSTIN, TEXAS 78711 512/463-1919
Special Condition #2
CONTRACT REVIEW AND ApPROVAL FOR CONSULTANT AND PROFESSIONAL SERVICES
Form SC 2
All contracts or group of contracts with a single vendor that are in excess of $15,000 must be submitted
to cm for approval prior to grantee obligating or expending any grant funds for contractual services.
Each contract should be transmitted by a letter signed by the Authorized Official named in the grant or
by the person designated to initiate grant adjustments and be accompanied by the following:
1. a brief narrative description of the procurement procedures used and an unequivocal statement
of which low compliant bid was selected;
2. a list of vendors requested to bid or respond (State agencies using the purchasing service of the
State Purchasing and General Services Commission are not exempted from this requirement.
Requests for Proposal (RFP) or Invitations for Bid (IFB) issued by the grantee to implement the
grant project are to provide notice to prospective bidders that the cm organizational conflict-
of-interest provision is applicable in that contractors who develop or draft specification,
requirements, statements of work., and/or RFPs for proposed procurement shall be excluded
from bidding or- submitting a proposal to compete for the -award of such contract/order.);
3. a copy of the public advertisement;
4. a copy of the RFP or the IFB, with specifications;
5. a copy of the awarded response. All other responses will be kept on file by the grantee.
6. a description of the selection process used to select the successful bidder, with a copy of the
evaluation of all proposals;
7. if only one response is received, an explanation of why only one response was received, and
8. if sole source procurement is necessary, (i.e., contract is awarded to any organization without
conducting a formal advertising and competitive bidding process or without soliciting proposals
from potentially qualified contractors) or if only one bid was received, the documents submitted
to cm must include an explanation for having selected the sole source contractor. The
explanation shall include the signature, title, and organization of the authorized official named in
the grant or of the person designated to initiate grant adjustments. An example of the
justification for sole source procurement is when there is only one existing service provider who
can perform or provide the required services or goods. Justification for sole source
procurement must be presented in a format according to the outline provided in this special
condition.
27
em Forms Packet
Revised: July, 1997
CONTRACT BETWEEN GRANTEE AND TmRD PARTY
STATE OF TEXAS
COU,,",'TY OF
1. This contract is by and between , Grantee and , Service
Provider, and in aid of cm Grant No. . titled: (Title of the
grant in question as it appears on the face of the Statement of Grant Award.) It is understoodbyal1parties that
payment obligations created by this contract are conditioned upon the availability of state or': FederaL funds
appropriated or allocated for the payment of such obligations. The term of this contract shalF commence 'on
, and shall end on , unless e:\1ended or terminated as otherwise provided'forin this
contract.
2. The GRANTEE AGENCY is responsible for closely monitoring the SERVICE PROVIDER and the exercise of reasonable
care to enforce all terms and conditions of the grant. SERVICE PROVIDER agreesto fully cooperate in the monitoring
process.
",.":;,',", .
3. Requirements' of the Uniform Grant and Contract Management Standards (UGCMs)'promulgated pursuant to
Section 783, of the Government Code are adopted by reference as part of this contract/including the contract
"'~";"'.::''''i,Porovision as in Section 36, Common Rule of OMB, of the above standards. The GRANTEE AGENCY SHALL: (Check
ne)
o keep all project records.
, 0 assist the SERVICE PROVIDER to establish a set of records that' comply with the requirements of the grant and
periodically inspect such records to ensure that they are properly kept.,
NOTE: Records shall be retained for at least THREE (3) YEARS following the closure of the most recent
audit report and until any outstanding litigation, audit or claim has been resolved. Records are subject to
inspection by cm, or any state orfederal agency authorized to inspect the same.
4. The SERVICE PROVIDER will furnish the following: (Describe in detail.)
5. Payment for the above (not to exceed S,of the total amount of the grant) will be made as follows:
(Delineate anticipated expenses or services reimbursable under the contract. Include rates and/or basis for
each item.)
6. Billing for the above will be provided in the same manner as it would be provided to institutional purchasers in the
absence of a grani,'and shall consist of a brief statement of the service or other item provided and the basis for the
billing rate.
. .
7. In the event of a default of the SER\1CE PROVIDER. the GRAA'TEE AGENCY may cancel or suspend the contract and
the SERVICE PROVIDER!rshall be entitled to recover for all services provided or materials delivered prior to the
cancellation date (or unused materials may be returned) or shall repay any funds advanced for services not yet
rendered.
8. Alllic.~nses, legal certifications, or inspections required for the services, facilities, equipment, or materials, and all
appllcable'state and federal laws and local ordinances must be complied with by the SERVICE PRO\1DER. Failure to
complfWith this requirement shall be treated as a default.
9. This contract shall automatically terminate on the grant e:-,:piration date or any e:\1ension date thereof granted by CID
or upoiJ.'tennination of the underlying grant by cm. All senices billed hereunder must be rendered within the grant
period;
10. Enumerate any additional provisions desired by the parties or which CJD may direct to be added by specific
instruction. (See instructions listed at top ofform.)
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CID Forms Packet
Rc\ised: July, 1997
CONTRACT BETWEEN GRANTEE AND THIRD PARTY (Continued)
ACCEPTED BY:
Signature of Authorized Official
Signature of Authorized Official
Date
Date
Name & Title (please print or type)
Name & Title (please print or type)
Name of Grantee Agency
'>; Name of Service Provider
Address (street or post office box)
Address (street or post office box)
City, State lip
Telephone # (include area code)
City, State lip Telephone # (include area code)
NOTE: The intent of the cm Sample Contract Between Grantee and Third Party is to provide a sample form delineating
cm requirements,andois not intended for use as a standard fill-in-the-blanks contract. Contracting panies may have
additional provisions'as required by their status or circumstances.
INSTRUCTIONS:
· Paragraph One. Ensure that current grant number is used.
· Paragraph Two. Specifically describe who will monitor contract performance and when monitoring will occur.
· Paragraph Three. Check either "KEEP ALL RECORDS" or "ASSIST THE SERVICE PROVIDER."
· Paragraph Four. The statement of services to be pro\;ded must be specific.
· Paragraph Five. The method of payment. i.e., how payment will be made for the services to be provided, must be
specific. Payment by reimbursement is strongly encouraged. Provide justification for other methods of payment.
· Paragraph Ten. Paragraph ten shall include quantifiable measures of contract performance and a timetable setting
completion dates for major tasks set forth in paragraph four, above.
· Signature of Authorized Official. The Authorized Official is the person authorized to execute contracts.
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cm Forms Packet
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..
CONTRACT REVIEW AND APPROVAL (Continued)
SOLE SOURCE JUSTIFICATION
FOR NON-COMPETITIVE PROCUREMENT
Instructions
When an applicant must request to contract with an outside party without using competitive
procurement procedures, they must provide justification. This outline is to help applicants
properly document their decision to use sole-source procurement.
PARAGRAPH 1:
PARAGRAPH 2:
PARAGRAPH 3:
PARAGRAPH 4:
PARAGRAPH 5:
PARAGRAPH 6:
SIGNATURE:
JUSTIFICATION OUTLINE
A brief description of the program and what it is being contracted for.
. .
Explanation of why it is necessary to contract non-competitively, to include the
following:
A. expertise of the contractor;
B. management;
C. responsIveness;
D. knowledge of the program; and
E. experience of contractor personnel.
Time constraints:
A. when contractual coverage is required and why;
B. impact on program if dates are not met; and
C. how long would it take another contractor to reach the same level of
competence (equate to dollars is desired).
Uniqueness.
Other points that should be covered to substantiate the request.
A declaration that this action is in "best interests" of the agency.
The signature of the authorized official certifies the accuracy of infonnation
provided in the sole source justification.
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cm Forms Packet
Revised: July, 1997
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