HomeMy WebLinkAboutItem 09 - Forensic Mapping SystemMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
'• • RUMBELOW,
MEETING DATE: MAY 5, 2015
SUBJECT: FORENSIC MAPPING SYSTEM: REQUIRED INTERLOCAL
AGREEMENT, ORDINANCE FOR APPROPRIATING FUNDS,
AND REQUEST FOR PURCHASE OF SYSTEM AND
TECHNICAL SUPPORT
City Council to consider approval of:
• An Interlocal Cooperation Agreement between the North Central Texas Council of
Governments (NCTCOG) and the City of Grapevine for funds awarded by the
Regional Transportation Council under the 2014 Incident Management
Equipment Purchase Call for Projects.
An ordinance appropriating funds in the amount of up to $32,262 for the purchase
of a forensic mapping system.
The purchase of a forensic mapping system and technical support for the Police
Department from GeoShack.
FUNDING SOURCE:
The purchase for this system, in an amount not to exceed $26,193.90 will be made from
the unencumbered fund balance and reimbursed by a grant awarded by the Regional
Transportation Council from the 2014 Incident Management Equipment Purchase Call
for Projects.
BACKGROUND INFORMATION:
An important aspect of car accident investigations is the ability to map and diagram the
crash scene. In 2014, City of Grapevine Police Department submitted an application on
behalf of itself and the cities of Hurst, Euless, Bedford and Colleyville who jointly operate
a major crash investigation team, to the NCTCOG for the 2014 Call for Projects. The
application requested funding in the amount of $32,262.25 for a Forensic Mapping
System that would replace antiquated diagramming and mapping systems and expedite
investigations at crash scenes.
On January 8, 2015, the Regional Transportation Council awarded the City of Grapevine
$32,262.00. Quotes were taken in accordance with City Purchasing Policy. Formal bids
and advertisements are not required for purchases under $50,000. Three vendors
submitted quotations as noted below. GeoShack submitted the lowest responsive and
responsible quote at $26,193.90. The remaining $6,068.10 of the grant will be used for
any ancillary equipment, if necessary.
Geoshack $26,193.90
G4 Spatial Technologies $29,935.00
Crash Dynamics $32,372.25
Staff recommends approval.
ILTAIMTM
ORDINANCE NO. FOXCA).g I C_
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF :S� y g. 'rem
GRAPEVINE, TEXAS, REVISING THE ADOPTED BUDGET
FOR THE FISCAL YEAR ENDING IN 2015, PROVIDING FOR
THE APPROPRIATION OF THE FUNDS; DECLARING AN
EMERGENCY AND PROVIDING AN EFFECTIVE DATE
WHEREAS, the Grapevine Police Department participates with other area law
enforcement agencies (Hurst, Euless, Bedford and Colleyville) in a multi -agency effort to
investigate major and/or significant motor -vehicle crashes across the jurisdictional
boundaries of the participating agencies; and
WHEREAS, on January 8, 2015, the Regional Transportation Council awarded the
City of Grapevine $32,262.00 as a result of the 2014 Incident Management Equipment
Purchase Call for Projects application submitted by the City of Grapevine Police
Department for a forensic mapping system; and
WHEREAS, the City Council will consider approving an Interlocal Cooperation
Agreement between the North Central Texas Council of Governments (NCTCOG) and the
City of Grapevine for reimbursement of eligible costs of incident management equipment
and/or technology awarded by the Regional Transportation Council in the amount not to
exceed $32,262.00.
NOW, THEREFORE, BE ITORDAINED BYTHE CITYCOUNCIL OFTHE CITY01
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the preamble of this ordinance are true and
correct and are hereby incorporated into the body of this ordinance as if copied in their
entirety.
Section 2. That the City Council hereby authorizes an amount up to $32,262.00
be appropriated from the unencumbered fund balance of the Grant Fund for the purchase
of a forensic mapping system.
Section 3. That the terms and provisions of this ordinance shall be deemed to be
severable, and that if the validity of any section, subsection, word, sentence or phrase shall
be held to be invalid, it shall not affect the remaining part of this ordinance.
Section 4. That the fact that the present ordinances and regulations of the City of
Grapevine, Texas are inadequate to properly safeguard the health, safety, morals, peace
and general welfare of the inhabitants of the City of Grapevine, Texas, creates an
emergency for the immediate preservation of the public business, property, health, safety,
and general welfare which requires that this ordinance shall take effect immediately from
and after its passage and it is accordingly so ordained.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 5th day of May, 2015.
ATTEST:
ORD. NO. 2
North Central Texas Council Of Governments
February 25, 2015
Mr. Richard J. Hudson
Senior Officer -Uniformed Operations/Traffic
Grapevine Police Department
307 W. Dallas Rd
Grapevine, TX 76051
Dear Mr. Hudson,
Enclosed for your review is an Interlocal Cooperation Agreement (ILA) between the North
Central Texas Council of Governments (NCTCOG) and the City of Grapevine for the Incident
Management Equipment Purchase Project. This Agreement defines the terms and conditions
for the purchase of incident management equipment and technology as described in Attachment
A of the ILA.
NCTCOG requests your assistance in securing appropriate signatures. Please print two copies
of the signature page in the Agreement and the Attachments D and E, on 8.5 X 11 plain white
paper. Please return the ILA and two signed original signature pages to NCTCOG, to the
attention of Therese Bergeon at 616 Six Flags Drive, Arlington, Texas 76011, for further
processing. A complete and fully executed copy of the Agreement will be returned for your files,
electronically, and in hard copy format.
NCTCOG appreciates your participation in this project. If you have any questions please
contact Sonya Landrum, Principal Transportation Planner, at (817) 695-9273.
SB:tmb
Enclosures
Sincerely,
Dan Kessler
Assistant Director of Transportation
cc: Sonya Landrum, NCTCOG
City of Grapevine Incident Management Equipment Purchase 2014 Project File
Correspondence sent via electronic mail.
616 Six Flags Drive, Centerpoint Two
P. O. Box 5688. Arlington, Texas 76005.5868
(817) 640-3300 FAX: 817.640-7806 G recycled paper
www.nctcog.org
INTERLOCAL COOPERATION AGREEMENT
Between
THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS
and
CITY OF GRAPEVINE
for
2014 INCIDENT MANAGEMENT EQUIPMENT PURCHASE CALL FOR PROJECTS
WHEREAS, the North Central Texas Council of Governments (NCTCOG) has been designated as
the Metropolitan Planning Organization for the Dallas -Fort Worth Metropolitan Area by the Governor
of Texas in accordance with federal law; and,
WHEREAS, the Regional Transportation Council (RTC), comprised primarily of local elected officials,
is the regional transportation policy body associated with NCTCOG and has been and continues to
be a forum for cooperative decisions on transportation; and,
WHEREAS, the RTC's Freeway Incident Management (FIM) Training Program is designed to initiate
a common coordinated response to traffic incidents that will build partnerships, enhance safety for
emergency personnel, reduce secondary traffic crashes, improve the efficiency of the transportation
system, and improve air quality in the Dallas -Fort Worth region; and
WHEREAS, on May 8, 2014, the RTC approved staff to conduct the 2014 Incident Management
Equipment Purchase Call for Projects with $2 million of Congestion Mitigation and Air Quality
Improvement Program (CMAQ) funds to assist local governments in obtaining equipment and
technology designed to facilitate quick incident clearance which in turn provides for additional safety
of the traveling public and first responders and has air quality benefits; and
WHEREAS, on January 8, 2015, the RTC awarded the CITY OF GRAPEVINE $32,282 as a result of
the 2014 Incident Management Equipment Purchase Call for Projects; and
WHEREAS, on January 22, 2015, the North Central Texas Council of Governments' Executive Board
in its capacity as the RTC's fiduciary agent, authorized NCTCOG to enter into agreements with local
governments for funds awarded by the RTC under the 2014 Incident Management Equipment
Purchase Call for Projects; and
WHEREAS, the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code provides
authority for the North Central Texas Council of Governments and local governments to enter into this
agreement for the provision of governmental functions and services of mutual interest.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained
herein, the parties agree as follows:
ARTICLE 1. PARTIES
1.1 Parties. This Agreement, hereinafter referred to as the "Agreement", is made and
entered into by and between the North Central Texas Council of Governments,
hereinafter referred to as "NCTCOG", and the CITY OF GRAPEVINE, hereinafter
referred to as "LOCAL GOVERNMENT". The NCTCOG and the LOCAL
GOVERNMENT may each be referred to as a "Party", and may be collectively referred
to as "Parties" to this Agreement.
Interfocal Cooperation Agreement Page 1
NCTCOG and City of Grapevine —Agreement # TRN2134
2014 Incident Management Equipment Purchase Call for Projects
2.1. 'Award Amount The NCTCOG will reimburse LOCAL GOVERNMENT's eligible costs
of incident management equipment/technology as outlined in the Scope of Work
(SCOPE) under the conditions in this Agreement not to exceed the Maximum Award
Amount of $32,262. The actual amount of reimbursement may be less than the
maximum Award Amount and will be determined under the conditions of this
Agreement. LOCAL GOVERNMENT shall be responsible for any costs in excess of
the maximum Award Amount.
2.2. Source of Funds. The source of funds for this Agreement is U.S. Department of
Transportation CMAQ Program funds. LOCAL GOVERNEMNT agrees to comply with
any and all requirements associated with the CMAQ Program.
3.1 Scope of Work. NCTCOG will provide reimbursement to LOCAL GOVERNMENT for
LOCAL GOVERNMENT's purchase of incident management equipment and
technology as described more fully in the SCOPE, included as Attachment A. All
Equipment/Technology purchased must be completed by August 1, 2015 for Phase I
Projects.
3.2 Scope of Work Changes. Changes to the SCOPE must be agreed to by both Parties
in writing. LOCAL GOVERNMENT may move funds within Equipment/Technology
Types without need of NCTCOG approval so long as the Maximum Award Amount is
not exceeded and all Equipment/Technology Type commitments are met as reflected
in the Scope of Work. LOCAL GOVERNMENT shall provide written notice to
NCTCOG's Project Manager of any such adjustments as part of the reimbursement
request.
3.3 Product Service Life. LOCAL GOVERNMENT agrees to use the
equipment/technology purchased under this Agreement through the Product Service
Life as specified in the SCOPE.
3.4 Return of EquipmentfTechnology. LOCAL GOVERNMENT agrees to return any
equipment/technology purchased under this Agreement to NCTCOG for distribution to
other public entities in the event the LOCAL GOVERNMENT fails to use such
equipment/technology as determined by NCTCOG through Annual Performance and
Usage Reporting required below,
3.5 Annual Performance and Usage Reporting. LOCAL GOVERNMENT agrees to
submit Annual Performance and Usage Reports, included as Attachment B, to
NCTCOG by January 311 of each year through the end of the Product Service Life
identified in the SCOPE.
3.6 Compliance. The LOCAL GOVERNMENT agrees that all activities funded under this
Agreement must be operated and maintained in accordance with Federal, State, and
Local Law and, if applicable, the LOCAL GOVERNMENT's Clean Fleet Vehicle
Ordinance or Resolution, consistent with the Regional Transportation Council's Clean
Fleet Vehicle Policy.
Interlocal Cooperation Agreement Page 2
NCTCOG and City of Grapevine — Agreement # TRN2134
2014 Incident Management Equipment Purchase Call for Projects
3.7 Eligiblelineligible Costs. Eligible costs include the cost of incident management
equipment and technology as detailed in the SCOPE. LOCAL GOVERNEMNT staffing
and personnel costs are ineligible for reimbursement under this Agreement. Vehicle
purchases under this Agreement, if applicable, shall be eligible only if newest model
year or engine standard is purchased.
ARTICLE 4. TERM
4.1 Term. The Term of this Agreement shall be from the date executed by the last Party
to do so through the end of the calendar year of the longest Product Service Life
identified in the SCOPE, unless otherwise mutually agreed by the Parties or as
provided herein. LOCAL GOVERNMENT is authorized to proceed once this
Agreement is fully executed.
4.2 Termination. Either Party reserves the right to terminate this Agreement in whole or
in part. Notice of termination must be provided in writing, shall set forth the reasons for
termination, and shall provide for a minimum of ten (10) days to cure the defect.
Termination is effective only in the event the Party fails to cure the defect within the
period stated in the termination notice including any written extensions. If the
Agreement is terminated, NCTCOG shall only be liable for eligible expenses incurred
before the effective date of termination. The Parties may terminate this Agreement at
any time by mutual written concurrence.
4.3 Whole Agreement. This Agreement embodies all of the agreements of the parties
relating to its subject matter, and supersedes all prior understandings and agreements
regarding such subject matter.
4.4 Severability. In the event any one or more of the provisions contained in this
Agreement shall be for any reason held to be invalid, illegal, or unenforceable in any
respect, such invalidity, illegality, or unenforceability shall not affect any other
provision(s) hereof, and this Agreement shall be revised so as to cure such invalid,
illegal, or unenforceable provision(s) to carry out as near as possible the original intent
of the Parties.
4.6 Changed Circumstances. If future federal, State, or local statute, ordinance,
regulation, rule, or action render this Agreement, in whole or in part, illegal, invalid,
unenforceable, or impractical, the parties agree to delete and/or to modify such
portions of the Agreement as are necessary to render it valid, enforceable, and/or
practical. Each section, paragraph, or provision of this Agreement shall be considered
severable, and if, for any reason, any section, paragraph, or provision herein is
determined to be invalid under current or future law, regulation, or rule, such invalidity
shall not impair the operation of or otherwise affect the valid portions of this instrument.
4.6 Assignment. Without the prior written consent of the NCTCOG, the LOCAL
GOVERNMENT may not transfer or assign any rights or duties under or any interest in
this Agreement.
4.7 Amendments. Amendments to this Agreement must be signed by each Party.
interlocal Cooperation Agreement Page 3
NCTCOG and City of Grapevine— Agreement # TRN2134
2014 Incident Management Equipment Purchase Call for Projects
ARTICLE 5. PAYMENTS
5.1 Payment. Reimbursement shall be made only upon completion of all SCOPE items.
A cost may not be considered incurred, and eligible for reimbursement, until the
equipment/technology has been received, accepted, and paid for by the LOCAL
GOVERNMENT. Any reimbursement under this Agreement shall be payable only after
eligible costs are approved by NCTCOG. NCTCOG will approve payments as soon as
practicable, but not later than forty-five (45) days after a complete Request for
Reimbursement has been received, provided that complete and accurate supporting
documentation has been submitted to NCTCOG. Costs incurred prior to execution of
this Agreement are not be eligible for reimbursement. There shall be no obligation
whatsoever to pay for performance of this Agreement from the monies of the
NCTCOG, other than grant funds received by the NCTCOG from the NCTCOG
funding agency for the purposes of reimbursement under this Agreement.
5.2 Reimbursement. All reimbursement requests prepared by the LOCAL
GOVERNMENT shall be submitted to the NCTCOG using Attachment C and as
required by Article 5.5. Requests for Reimbursement shall include LOCAL
GOVERNMENT invoice, proof of payment, applicable receipts, and other supporting
documentation. NCTCOG may deem a Request for Reimbursement incomplete if the
data and/or documentation are incomplete or improper, or if the LOCAL
GOVERNMENT fails to submit necessary reports or provide other information
requested by the NCTCOG under the terms of this Agreement. The NCTCOG may
reject requests for reimbursements which fail to demonstrate that costs are eligible for
reimbursement and/or which fail to conform to the requirements of this Agreement.
5.3 Availability of Funds. Any reimbursement under this Agreement shall be payable
only after eligible costs are approved by the NCTCOG. This Agreement and all claims,
suits, or obligations arising under or related to this Agreement are subject to and
limited to the receipt and availability of funds which are received from the funding
agency by the NCTCOG dedicated for the purpose of this Agreement.
5.4 Return of Funds. The LOCAL GOVERNMENT agrees to return funds received from
the NCTCOG for reimbursement under this Agreement where the LOCAL
GOVERNMENT has failed to comply with the requirements set forth in this Agreement.
5.5 Reimbursement Requests. All reimbursement requests prepared by the LOCAL
GOVERNMENT shall be submitted in electronic form using Attachment C no later than
September 30, 2015 for Phase 1 Projects to NCTCOG at the address below. No
paper copies of reimbursement requests will be accepted.
North Central Texas Council of Governments
616 Six Flags Drive
Arlington, Texas 76011
Email: TRgrants@nctcog.org
Interlocal Cooperation Agreement Page 4
NCTCOG and City of Grapevine — Agreement # TRN2134
2014 Incident Management Equipment Purchase Call for Projects
6.1 Procurement Standards. LOCAL GOVERNMENT agrees that its purchase of
equipment/technology under this Agreement will comply with the procurement
standards and requirements outlined by the U.S. Department of Transportation in 49
CFR 18.36 (Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments, Subchapter C, Post -Award
Requirements, Procurement). If LOCAL GOVERNMENT fails to meet these
requirements, NCTCOG may deny reimbursement requests. If such failure is
determined after reimbursement has been made, LOCAL GOVERNMENT agrees to
return reimbursed funds that were not in compliance with these requirements, whether
determined by NCTCOG, the State, or the US Department of Transportation or its
agents. LOCAL GOVERNMENT shall provide NCTCOG a written certification of
compliance with 49 CFR 18.36 prior to purchasing any equipment/technology under
this agreement.
6.2 Equipment Use, Management, and Disposition. LOCAL GOVERNMENT agrees
that its purchase of equipmenttlechnology under this Agreement will comply with the
property management standards and requirements outlined by the U.S. Department of
Transportation in 49 CFR 18.32-33 (Uniform Administrative Requirements for Grants
and Cooperative Agreements to State and Local Governments, Subchapter C, Post -
Award Requirements, Equipment and Supplies). The LOCAL GOVERNMENT agrees
to provide NCTCOG reasonable information concerning the use and condition of the
equipment upon request.
ARTICLE 7. MISCELLANEOUS PROVISIONS
7.1 Liability. The Parties agree that neither party is an agent, servant, employee of the
other party and each party agrees it is responsible for its individual acts and deeds, as
well as the acts and deeds of its contractors, employees, representatives, and agents.
7.2 Force Majeure. It is expressly understood and agreed by the parties to this
Agreement that, if the performance of any provision of this Agreement is delayed by
force majeure, defined as reason of war, civil commotion, act of God, governmental
restriction, regulation or interference, fire, explosion, hurricane, flood, failure of
transportation, court injunction, or any circumstances which are reasonably beyond the
control of the party obligated or permitted under the terms of this Agreement to do or
perform the same, regardless of whether any such circumstance is similar to any of
those enumerated herein, the party so obligated or permitted shall be excused from
doing or performing the same during such period of delay, so that the period of time
applicable to such requirement shall be extended for a period of time equal to the
period of time such party was delayed. Each party must inform the other in writing
within reasonable time of the existence of such force majeure.
7.3 Property Insurance. The LOCAL GOVERNMENT must maintain sufficient property
insurance or self-insurance for the repair or replacement of any equipment/technology
Interlocal Cooperation Agreement Page 5
NCTCOG and City of Grapevine—Agreement # TRN2134
2014 Incident Management Equipment Purchase Call for Projects
funded under this Agreement, unless otherwise expressly agreed upon in writing by
the NCTCOG.
7.4 Captions. The captions, headings, and arrangements used in this Agreement are for
convenience only and shall not in any way affect, limit, amplify, or modify its terms and
provisions.
7.5 Disputes and Remedies. The LOCAL GOVERNMENT and the NCTCOG shall
negotiate in good faith toward resolving any disputes that arise under this Agreement.
This agreement does not limit any remedy or right under law available to a Party to
enforce the terms herein.
7.6 Notice. All notices regarding this Agreement shall be in writing and shall be delivered
to the persons identified below:
NCTCOG
Mailing Address.
Michael Morris, P.E.,
Transportation Director
North Central Texas Council of Governments
P.O. Box 5888
Arlington, Texas 76011
NCTCOG Project Manager
Sonya Landrum,
Principal Transportation Planner
North Central Texas Council of Governments
Arlington, Texas 76005-5888
LOCAL GOVERNMENT
Mailing Address:
Richard J. Hudson
Senior Officer -Uniformed Operations/Traffic
Grapevine Police Department
307 W. Dallas Rd
Grapevine, TX 76051 City of Grapevine Project Manager
Wes Spillers
Sergeant - Uniformed OperationslTraffic
Grapevine Police Department
307 W. Dallas Rd
Grapevine, TX 76051
8.1 Maintenance. The LOCAL GOVERNMENT shall maintain a record keeping system for
all of its activities, including program records and financial management records, which
support and document all expenditures of funds made under this Agreement, in
accordance with federal regulations, state rules, and the Agreement. This section shall
not be interpreted to require maintenance of multiple exact duplicate copies of any
record or document.
Interlocal Cooperation Agreement Page 6
NCTCOG and City of Grapevine — Agreement # TRN2134
2014 Incident Management Equipment Purchase Call for Projects
8.2 Retention. All records must be maintained for a minimum of four (4) years following
the expiration of the Product Service Life as described in the SCOPE. In the event that
any litigation or claim is still pending upon the expiration of the Product Service Life,
these records shall be retained until resolution of the litigation or claim. NCTCOG, the
NCTCOG funding agency, or their designees shall have access to all records that are
directly applicable to this Agreement for the purpose of making audit examinations.
ARTICLE 9. AUDITS
9.1 Audits. LOCAL GOVERNMENT agrees that NCTCOG, the State of Texas, and/or the
Federal Government may conduct an audit or investigation related to funds received
under this Agreement.
ARTICLE 10. ASSURANCES
10.9 Equal Employment Opportunity. The LOCAL GOVERNMENT shall not discriminate
against any employee or applicant for employment because of race, religion, color,
sex, or national origin. The LOCAL GOVERNMENT shall take affirmative action to
ensure that applicants are employed, and that employees are treated, during their
employment, without regard to their race, religion, color, sex, or national origin. Such
actions shall include, but not be limited to, the following: employment, upgrading,
demotion, or transfer; recruitment or recruitment advertising; layoff or termination;
rates of pay or other forms of compensation; and selection for training, including
apprenticeship.
10.2 Nondiscrimination on the Basis of Disability. The LOCAL GOVERNMENT agrees
that no otherwise qualified disabled person shall, solely by reason of his disability, be
excluded from participation in, be denied the benefits of, or otherwise be subject to
discrimination under the project. The LOCAL GOVERNMENT shall insure that all fixed
facility construction or alteration and all new equipment included in the project comply
with applicable regulations regarding Nondiscrimination on the Basis of Disability in
Programs and Activities Receiving or Benefiting from Federal Financial Assistance, set
forth in 49 CFR, Part 27 and any amendments thereto.
10.3 Debarment/Suspension. The LOCAL GOVERNMENT is prohibited from making any
award or permitting any award at any tier to any party which is debarred or suspended
or otherwise excluded from or ineligible for participation in federal assistance programs
under Executive Order 12549, Debarment and Suspension. The LOCAL
GOVERNMENT and its subcontractors shall comply with the special provision
"Certification Requirements for Recipients of Grants and Cooperative Agreements
Regarding Debarments and Suspensions," which is included as Attachment D of this
agreement.
10.4 Restrictions on Lobbying. The LOCAL GOVERNMENT is are prohibited from using
monies under this Agreement for lobbying purposes; the LOCAL GOVERNMENT shall
comply with the special provision "Lobbying Certification and Disclosure of Lobbying
Activities," which is included as Attachment E of this Agreement. The LOCAL
GOVERNMENT shall include a statement of compliance with the Lobbying
Certification and Disclosure of Lobbying Activities. Lobbying Certification and
interlocal Cooperation Agreement Page 7
NCTCOG and City of Grapevine — Agreement # TRN2134
2014 Incident Management Equipment Purchase Call for Projects
Disclosure of Lobbying Activities shall be completed by LOCAL GOVERNMENT'S
contractors and included in LOCAL GOVERNMENT'S contracts, as applicable.
10.5 Disadvantaged Business Enterprise Program. LOCAL GOVERNMENT shall not
discriminate on the basis of race, color, national origin, or sex in the performance of
this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26
in the award and administration of U.S. Department of Transportation assisted
contracts. Failure by the contractor to carry out these requirements is a material
breach of this agreement, which may result in the termination of this agreement or
such other remedy as the recipient deems appropriate.
0-2211-17L
The following appendices are attached and made part of this Agreement.
Attachment A:
Scope of Work
Attachment B:
Annual Performance and Usage Reporting Form
Attachment C:
Reimbursement Request Form
Attachment D:
Lower Tier Participant Debarment Certification
Attachment E:
Lobbying Certification and Disclosure of Lobbying Activities
IN WITNESS WHEREOF, the Parties have executed this Agreement on the day of
2015.
R. Michael Eastland
Executive Director, NCTCOG
•
Signature
Printed Name
Interlocal Cooperation Agreement Page S
NCTCOG and City of Grapevine — Agreement # TRN2134
2014 Incident Management Equipment Purchase Call for Projects
ATTACHMENT A
INCIDENT MANAGEMENT EQUIPMENT PURCHASE 2014 CALL FOR PROJECTS
North Central Texas Council of Governments
1. AGENCY NAME I City of Grapevine
2. PROJECT NAME: LTraffic Incident Mitigation Enhancements
3. MAXIMUM AMOUNT AWARDED: $32,262
4. SCOPE ITEMS
LOCAL GOVERNMENT has been awarded funds to purchase the following incident
management equipment(technologies in the Quantities and Amounts shown below. LOCAL
GOVERNMENT shall acquire and utilize the following equipment/technologies consistent with
the terms of the agreement.
EquipmentfTechnology Type
(e.g., traffic control equipment, responder
safety gear, dynamic message board, etc.)
Estimated
Quantity
(included in
Application)
Product
Service Life
(specific to
Each Product
I
Accident Investigation Technology
1
10 years
1 1
Forensic Mapping System and
Training
ATTACHMENT B
INCIDENT MANAGEMENT EQUIPMENT PURCHASE 2014 CALL FOR PROJECTS
North Central Texas Council of Governments
Annual Performance and Usage Survey
As a selected recipient through the NCTCOG Incident Management Equipment Purchase 2014 Call for Projects, your
agency received funding to be used for the purchase Of equipment and technology that aid in quick incident clearance and
crash mitigation in the North Central Texas (NCT) Nonattainment Area. Included as a stipulation to receive the funds,
recipient agencles_are _MquIred to complete an annioni narf^rmnn— .-A
Please submit your completed survey and requested performance measures to
W91929M by January 31 annually.
at
Supplemental Information:
1. Has the equipmenthechnology purchased meet your agency's expectations/needs? Yes F-1 No n if No, Please explain
(include project name and provide details)
2. If your agency is NOT utilizing the equipment/technology Purchased through the NCTCOG Incident Management Call
for Projects, please explain why. Include project name and provide details for each product not in use.
PROJECT NAME
PRODI.Ilii']�!�iii: SERVICE LIFE
AGENCY STILL
SpecifyPurchased s
as part of the CFP
EXPECTANCY
specify the product service
UTILIZING THE EQUIPMENT?
(YIN)
,ltems
101a I_te
(if RIL11108 items purchased, include one
life at initial purchase and
fo ec tern
o t or line item
I - - I
yes El No F] If No, explain below
2
Yes El No El If No, explain below
3
Yes 0 No [] if No, explain below
" 4
Yes 0 No 0 If No, explain below
6
Yes 171 No D If No, explain below
Yes El No [I If No, explain below
Yes [] No ❑ If No, explain below
6
7
8
Yes 0 No If No, explain below
9
Yes 13 No n If No, explain below
[73 No 0 If No, explain below
10
:rY.,
Supplemental Information:
1. Has the equipmenthechnology purchased meet your agency's expectations/needs? Yes F-1 No n if No, Please explain
(include project name and provide details)
2. If your agency is NOT utilizing the equipment/technology Purchased through the NCTCOG Incident Management Call
for Projects, please explain why. Include project name and provide details for each product not in use.
INCIDENT MANAGEMENT EQUIPMENT PURCHASE 2014 CALL FOR PROJECTS
3. Would you recommend this equipmentitechnology be purchased by other agencies interested in acquiring similar
equipment/technology? Yes ❑ No ❑ If No, please explain (list project name and provide details).
4. In partnership with regional incident response agencies, NCTCOG has established definitions for regional incident
management performance measures. (See Regional Incident Management Performance Measure Definitions below.)
Please submit the specified performance statistics for your agency. Check each performance statistic that is included
with the survey. If information is not submitted, please explain why.
❑ INCIDENT RESPONSE TIMES
❑ INCIDENT CLEARANCE TIMES
❑ ROADWAY CLEARANCE TIMES
❑ RECOVERY TIME
Agency Contact Information (REQUIRED)
Agency Name:
Contact Person (name):
Department:
Agency Address:
County:
Job Title:
Email:
Phone Number.
Thank you for completing the Annual Performance and Usage Survey.
INCIDENT MANAGETM
- - t
REGIONAL- •-
•
1) Incident Response Time - The elapsed time between when an incident is detected to when the response vehicles
arrive at the scene.
2) Incident Clearance Time — The time between the first recordable awareness and the time at which the last responder
has left the scene.
3) Roadway Clearance Time — The time between first recordable awareness of an incident by the responding agency
that all lanes are available for traffic flow.
4) Recovery Time — The time period between awareness of an incident and restoration of impacted roadway / roadways
to "normal" operations.
5) Secondary Crash — Incidents beginning with the time of detection of the primary incident where a collision occurs either
a) within the incident scene or b) within the queue, including the opposite direction, resulting from the original incident.
91
ATTACHMENT C
• r �.•. r.
i
INCIDENT cEQUIPMENT
North Central Texas Council of Governments
wrr''
Reimbursement Request
Form
1. Project Name:
. Total Reimbursement Amount Requested:
3. As outlined In Article 3 of the Interlocal Cooperative Agreement executed with NCTCOG, were
anyNaQ justments made to the scope of work?
❑ Yes (If yes, provide a written notice to the NCTCOG Project Manager outlining any
adjustments made.)
4. Itemized Purchases
All Requests for Reimbursement shalt include LOCAL GOVERNMENT Invoice, proof of payment,
applicable receipts, and other supporting documentation. NCTCOG may deem a Request for
Reimbursement incomplete if the data and/or documentation are incomplete or improper, or if the
LOCAL GOVERNMENT fails to submit necessary reports or provide other information requested by
NCTCOG under the terms of this Agreement. NCTCOG may reject requests for reimbursements which
fail to demonstrate that casts are eligible for reimbursement and/or which fail to conform to the
requirements of this Agreement.
t: ui ment/Technolo Purchased
1
2
Quan Unit Price
Total Amount
3
4
S
6
7
8
S
10
All reimbursement requests shall be submitted no later than t3ep1ember 30, 2015 to NCTCOG at the
address below:
616 Six Flags Drive
Arlington. Texas 760J1
ATTACHMENT D
LOWER TIER PARTICIPANT DEBARMENT CERTIFICATION
LOWER "PIER PARTICIPANT DEBARMENT CERTIFICATION
(Negotiated Contracts)
(Name of certifying official) being duly
sworn or under penalty of perjury under the laws of the United States, certifies that neither
(Name of lower tier participant) nor its principals
are presently:
• debarred, suspended, proposed for debarment,
® declared ineligible,
or voluntarily excluded from participation in this transaction
by any federal department or agency
Where the above identified lower tier participant is unable to certify to any of the above statements in
this certification, such prospective participant shall indicate below to whom the exception applies, the
initiating agency, and dates of action.
Exceptions will not necessarily result in denial of award but will be considered in determining
contractor responsibility. Providing false information may result in criminal prosecution or
administrative sanctions.
Signature of Certifying Official
Title
Date of Certification
Form 1734
Rev. 10-91
TPFS
ATTACHMENT E
LOBBYING CERTIFICATION AND DISCLOSURE OF LOBBYING ACTIVITIES
LOBBYING CERTIFICATION
FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS
The undersigned certifies to the best of his or her knowledge and belief, that:
(1) No federal appropriated funds have been paid or will be paid by or on behalf of the undersigned,
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 cooperative agreement, and the extension
continuation, renewal amendment, or modification of any federal contract, grant, loan, or cooperative
agreement.
(2) If any funds other than federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall
complete and submit Standard Form - LLL„ "Disclosure Form to Report Lobbying," in accordance with
its instructions.
(3) The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under
grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose
accordingly.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for making or
entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to
file the required certification shall be subject to a civil penalty of not less than $10,000 and not more
than $100,000 for each such failure.
Signature
EM
Agency
TXDOT
1-91
TPFS
DISCLOSURE OF LOBBYING ACTIVITIES
Complete this form to disclose lobbying activities
(See Instructlnns fnr ntthiirt htortran a41-1..Q.—i
1. Type of Action:
2. Status of Action:
3. ReportType:
a. contract
b.
a. bld(offerlapplication
a. initial filing
grant
c. cooperative agreement
b. Initial award
c. post -award
b. material charge
d. loan
e. loan guarantee
e. deferred
For Material Change Only:
f, loan insurance
value
year quarter
date of last report
4. Name and Address of Reporting Entity:
5. ff Reporting Entity in No. 4 is Subawardee, Enter
Prime Tier ifknown
Name and Address of Prime:
6. Department Agency:
7. Program Name/Desoription.
8. Action Number, ifknow»:
S. Award Amount, Ifimown:
by the der above when this transaction was made or
i
10. a. Name and Address of Lobbying Entity
b. indlviduais Performing Services (Including address If
(if Individual, last name, first name, M✓1:
different from No. 10a)
(last name, first name, M1):
(attach Continuation Sheet(s)
SF.LLL-A, If necessary
11. Amount of Payment (check all that apply):
13. Type of Payment (check all that apply):
a. retainer
t actual planned
b. one-time The
c. commission
d. contingent fee
12. Form of payment (check all that apply):
a. cash
e. deferred
b. In-kind specify: nature
f. other; specify-
value
14. Brief Description of Services Performed or to be Performed and Date(s) of Service Including officer(s), employee(s), or
Member(s) contacted, for Payment indicated in Item 11:
attach Continuation Sheaft SF -LLL -A, If necessa
15. Continuation sh a SF -LLL -A attached: Yes No
16. This disclosure of lobbying activities Is a material
representation of fact upon which reliance was placed
by the der above when this transaction was made or
Signature:
entered Into. This information will be available for
public Inspection,
Print
Name:
Title:
Telephone•
Date.
NCTCOO Use Only.
Authorized for Local Reproduction Standard Form - LLL
This disclosure form shall be completed by the reporting entity, whether subawardee or prime recipient, at the initiation or receipt of a
covered action, or a material change to a previous tiling. The filing of a foam is required for each payment or agreement to make payment to
any lobbying entity for influencing or attempting to influence an employee of the NCTCOG, a Member of the Regional Transportation Council
(RTC), an officer or employee of the Regional Transportation Council (RTC), or an employee of a Member of the Regional Transportation
Council (RTC) in connection with a covered action. Use the SF -LLL -A Continuation Sheet for additional information if the space on the farm
is inadequate. Complete all items that apply for both the initial filing and material change report
1. Identify the type of covered action for which lobbying activity is and/or has been secured to influence the outcome of a covered
action.
2. Identify the status of the covered action.
3. identify the appropriate classification of this report. If this is a folkrwaup report caused by a material change to the information
previously reported, enter the year and quarter in which the change occurred. Enter the date of the last previously submitted report
by this reporting entity for this covered action.
4. Enter the full name address city, state and zip code of the reporting entity. Check the appropriate classification of the reporting
entity that designates if it is or expects to be a prime or subaward recipient. identify the tier of the subawardee e,g., the first
subawardee of the prime is the 1st tier. Subawards include but are not limited to subcontracts, subgrants and contract awards
under grants.
5. if the organization filing the report in item 4 checks "Subawardee," then enter the full name, address, city, state and zip code of the
prime recipient.
6. Enter the name of the agency making the award or loan commitment.
7, Enter the program name or description for the covered action (item 1.)
8. Enter the most appropriate identifying number available for action identified in item 1 (e.g., Request for Proposal (RFP) number,
invitation for Bid (B) number, grant announcement number, the contract grant, or loan award number, the applicationiproposal
control number assigned by the agency.) Include prefixes, e.g. 'RFP -DE -90-001 "
9. For a covered action where there has been an award or loan commitment by the agency, enter the amount of the awarditoan
commitment for the prime entity identified In item 4 or 5.
10. (a) Enter the full name, address, city, state and zip code of the lobbying entity engaged by the reporting entity identified in item 40
to influence the covered action.
(b) Enter the full names of the individuals(s) performing services, and include full address if different from 1 o(a). Enter Last
Name, First Name and Middle Initial (MI).
1 i. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity (item 4) to the lobbying entity
(item M. Indicate whether the payment has been made {actual) or will be made (planned). Check all boxes that apply, if this is a
material change report, enter the cumulative amount of payment made or planned to be made.
12. Check the appropriate box(es). Check all boxes that apply. If payment is made through an in-kind contribution, specify the nature
and value of the in-kind payment.
13. Check the appropriate boxes(s). Check all boxes that apply. If other, specify nature.
14. Provide a speciftc and detailed description of the services that the lobbyist has performed or will be expected to perform and the
date(s) of any services rendered. Include all preparatory and related activity, not just time spent in actual contract with officials.
Identify the employee of the NCTCOG, the Member of the Regional Transportation Council (RTC), an tualofficer contract
employee c Ilse
Regional Transportation Council (RTC), or the employee of a Member of the Regional Transportation Council (RTC) in connection
with a covered.
15. Check whether or not a SF -LLL -A Continuation Sheet(s) is attached.
16. The certifying official shall sign and date the form, print his/her name, title, and the telephone number.
Public reporting burden for this collection of information is estimated to average 30 minutes per response, Including time for reviewing
instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of
information.
DISCLOSURE OF LOBBYING ACTIVITIES
CONTINUATION SHEET
Reporting Entity: Page of
Authorized for Local Reproduction