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HomeMy WebLinkAboutBID - 5771 CRIME SCENE HAZMAT TRAILERAdministrative Services Purchasing Division CITY OF FORT COLLINS City of Fort Collins INVITATION TO BID BID #5771 CRIME SCENE HAZMAT TRAILER BID OPENING: MARCH 28, 2003, 2:30P.M. (our clock) Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and Risk Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the time and date noted on the bid pro�osal and/or contract documents. If delivered, they are to be sent to 215 North Mason Street, 2" Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Bids must be received at the Purchasing Office prior to 2:30p.m. (our clock), March 28, 2003. A copy of the Bid may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #25771. (The bid number must be preceded by a 2 when using the Fax -line.) 2. Download the Bid from the Purchasing Webpage, Current Bids page, at: www.fcgov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2nd floor., Fort Collins, and request a copy of the Bid. Special Instructions All bids must be properly signed by an authorized representative of the company with the legal capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour set for closing. Once bids have been accepted by the City and closing has occurred, failure to enter into contract or honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve months from the date of the opening. The City may also pursue any remedies available at law or in equity. Bid prices must be held firm for a period of forty-five (45) days after bid openings. Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the City's specifications initially provided to the bidder. Any proposed modification must be accepted in writing by the City prior to award of the bid. Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly identified by the bid number and bid name contained in the bid proposal. No proposal will be accepted from, or any purchase order awarded, to any person, firm or corporation in default on any obligation to the City. Bids must be furnished exclusive of any federal excise tax, wherever applicable 215 '.Forth Mason Strect • 2nd Floor • P.O. Box 580 - Fort Collins, CO 80522-0580 • (970) 221-6775 - FAX (970) 221 f707 RECEIVED 13y of c�l�\DCJ COLORADO DIVISION OF CRIMINAL JUSTICL:DEC 2, 4 2002 STATEMENT OF GRANT AWARD (SOGA) FEDERAL PROGRAM rNFORMATION CFDA Number: 16.580 Federal Agency U. S. Department of Justice, Bureau of Justice Assistance Federal Award Name and Number: Colorado Methamphetamine Program 2000-DD-VX-0045 Subgrantee Agency Name: m er Coum x Project Director: Lieutenant Jack Taylor Project Director Address: City of Fort Collins, Police Services 300 LaPorte ?.venue P.O. Box 580 Fort Collins, CO 80521 Grant Number: 20-MP-01-3-1 Project Title: Larimer County Drug Task Force Grant Period: 12/01/2002 to 07/31/2003 Date Issued: 11/01/2002 In accordance with provisions of the Colorado Revised Statutes §24-33.5-502, the Division of Criminal Justice hereby awards a grant to the above -named subgrantee. The attached grant application, including Special Provisions and Certified Assurances, is incorporated herein as a part of this document. APPROVED BUDGET Budget Category Federal Cash Match Total Personnel $0.00 S0.00 $0.00 Supplies and Operating $0.00 $0.00 $0.00 Travel $0.00 $0.00 $0.00 * Equipment $21,060.00 $0.00 $21,060.00 * Professional Services $0.00 $0.00 $0.00 Confidential Funds $0.00 S0.00 $0.00 TOTAL BUDGET $21,060 00 $0.00 $21,060.00 * Purchase of equipment requires prior completion and approval of DCJ Form 13. * Professional services require prior completion and approval of DCJ Form 16. SPECIAL CONDITIONS: Prior to using any equipment purchased with these grant funds, agency personnel and any contractors who will use the equipment, must receive training on the care, maintenance and proper use of said equipment. Version 3/27/02 h:\cj\soga\dcsip soga.fnn Paee 1 of3 Statement of Grant Award (SOGA) Recipient agrees to comply with all confidentiality requirements of 42 U.S.C. §3789g and 28 C.F.R. Part 22 that are applicable to the collection, use, and revelation of data or information. Recipient further agrees to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22, and in particular §22.23. INSTRUCTIONS 1. Grant activities must be based on the approved budget shown on page one of this Statement of Grant Award, and the approved detailed budget(s) within the attached application, which supersedes any earlier budget request submitted, and which may be different from the budget originally submitted in your application. The subgrantee must secure prior written approval from DCJ if there is to be a change in any budget category (see DCJ Form 4-A). 2. The Financial Officer of the project must be provided a copy of this document in order to adequately prepare the necessary financial reports. 3. The subgrantee agrees that the attached grant application, including "Special Provisions and Certified Assurances", is hereby incorporated by reference as part of this grant award. Review carefully the Special Provisions and Certified Assurances contained in the approved grant application. 4. Review carefully the current applicable Administrative Guide of the Division of Criminal Justice for this grant program, that includes procedures regarding this document, draw -down of grant funds, reporting requirements and requesting grant modifications. S. This grant award shall be effective upon the intended start date (as set out in the grant period shown on page 1 of this SOGA); however final approval by the State Controller or designee, is required. 6. This grant award maybe voided in whole without further cause if it is not signed by the subgrantee's Authorized Official and returned to the Division of Criminal Justice within 45 days of the date of issuance. 7. The signature of the Authorized Official below should be the same as the one on the grant application. The subgrantee must promptly notify the Division of Criminal Justice of any changes in the Authorized Official, Project Director, or Financial Officer, by completing and submitting DCJ Form 4-B. (If changes have already occurred, submit completed DCJ Form 4-13 with this document). 8. Prior to the expenditure of the S N/A allocated for confidential funds, the project director shall sign a certification indicating that he has read, understands, and agrees to abide by all of the conditions pertaining to confidential funds as set forth in the effective edition of Office of Justice Programs, Office of the Comptroller, Financial Guide, Chapter 8, "Confidential Funds". ADDITIONAL DCJ REQUIREMENTS (1) Commencement within 60 Days. If a project is not operational within 60 days of the start date of the grant period, the subgrantee must report the following by letter to the Division of Criminal Justice: a. the steps taken to initiate the project; b. the reasons for delay, and, c. the expected starting date. (2) Operational Within 80 Days. If a project is not operational within 80 days of the original start date of the grant period, the Division of Criminal Justice may begin termination or reduction in grant award proceedings as described in "Special Provisions & Certified Assurances", Section entitled "Termination or Reduction in Grant Award." (3) All subgrants are conditioned on the ability to report to the Division of Criminal Justice all the information contained on the DCJ quarterly narrative and financial reporting forms, which are provided with this SOGA. Technical assistance is available upon request. (4) These funds cannot be guaranteed beyond the end date of the grant period on page 1 of this SOGA. Unexpended funds remaining at the end of the grant period must be returned to the Division of Criminal Justice. Version 3/27/02 h:\cj\soga\dcsip soga.frm Page 2 of Statement of Grant Award (SOGA) RETURN: ALL SETS of the Statement of Grant Award with ORIGINAL SIGNATURES to: Division of Criminal Justice, Office of Drug Control and System Improvement, 700 Kipling Street, Suite 1000, Denver, CO 80215. After other required signatures are obtained, the white SOGA copy with approved application will be returned to your Project Director. THE PARTIES HERETO HAVE EXECUTED THIS BINDING SUBGRANT AWARD SUBGRANTEE: City of Fort Collins — Police Services Legal Name of Subgrantee Agency Agency FEIN (or Social Security)# 846000587 BY .' SIGMA RE of Authorized Official John F. Fischbach City Manager Pi -in! Name & Title of Authorized Official Date Signed: November 5, 2002 -- --------------- Provide signature of Corporate/Board secretary or equivalent, or Town/City/County Clerk, to certify that ATTEST BY: Person named as Authorized Official above has the legal authority to enter into binding legal contracts on behalf of this agency, and is in fact the person who signed where indicated. .. �-s-oa Signature Date --• ,4 LEFV (970) 221-6515 Title Phone PLACEAGENCYSEAL HERE Or Indicate No Seal Available STATE OF COLORADO: Bill Owens —,GOVERNOR BY DI CTO Colorado Division of Crimi al Justice Raymond T. Slaughter Print Name & Title of DI, "CT R Date Signed: ,3 STATE OF COLORADO LEGAL REVIEW: M. See Contract Routing Waiver # 155 (or, if not waived) Ken Salazar , ATTORNEY GENERAL Date Signed: ALL CONTRACTS ,&. SUBGRANT AWARDS MUST BE APPROVED BY THE STATE CONTROLLER CRS 24-30-202 requires that the State Controller approve all state contracts. This subgrant award is not valid until the State Controller, or such assistant as he may delegate, has signed it. Ifperformance begins prior to the date below, the State of Colorado may not be obligated to pay for the goods and/or services provided. STATE CONTROLLER: Arthur L. Barnhart BY S,;4 DATE 1 1-0 63 Version 3/27/02 h:\cj\soga\dcsip soga.frm Page 3 of ur��rna.I Colorado Methamphetamine Enforcement 2002 APPLICATION FORM LAW ENFORCEMENT AGENCY APPLICANT NAME Larimer County Drug Task Force APPLICANT ADDRESS, CITY, STATE, ZIP 300 LaPorte Avenue Fort Collins, CO 80521 FEDERAL EMPLOYER ID NUMBER �a0o0o©�� M Acquisition of supplies and equipment ❑ Training ❑ Public information and education ❑ OTHER: (see program description prior to entering information here) 1 Return this application to: Office of Drug Control and System Improvement Division of Criminal Justice 700 Kipling Street, Suite 1000 Denver, CO 80215 Deadline: 28 May 2002 Protect Plan STATE USE ONLY App. # Grant # Awardl D / Part 1: Please describe briefly the methamphetamine manufacturing, trafficking and use problem that will be addressed. Pleas provide any available statistics on clandestine lab seizures, threat assessments and any other indicators of local meth activity. In Ladmer County methamphetamine appears to be the drug of choice. This determination is made based upon arrest information and intelligence information. Intelligence gathered by LCDTF indicates the following numbers from May 2001 to present: Distribution of Methamphetamine: 777 Manufacture of Methamphetamine: 313 Possession of Methamphetamine: 31 During the same time period the following activity related to methamphetamine was recorded by LCDTF: Methamphetamine related arrests: 45 Methamphetamine labs dismantled: 52 Based upon the numbers of intelligence submittals, it is Gear a methamphetamine "problem" exists. Also based upon the numbers it appears we are barely scratching the surface of the problem. One of the emphasized goals for LCDTF is to provide education to the public regarding what the components of a meth lab are, how the product is produced, and other indications which would lead one to believe an illegal drug lab is in operation. We have produced an excellent awareness brochure which we will be handing out to hotel and motel operators, agriculture feed stores, chemical warehouses, veterinary supply outlets, and any other business where the precursors could be sold in the months ahead. The LCDTF has an officer assigned as a "Community Impact Officer." This investigator has prepared a PowerPoint presentation to assist in our education efforts. It is my opinion that we will impact the methamphetamine manufacture in Northern Colorado with these education efforts; however, my fear is we are not currently equipped to handle the resulting response. The equipment requested, a mobile lab response trailer, would provide: • A safe area for detectives to don protective clothing and equipment, • Compartments for secure storage and transportation of evidence and equipment, • Restroom facilities for extended stay at lab sites, • An eye wash station, • Decontamination areas, • Handicap accessibility, • Fans for complete air exchange. The unit would be self-contained, towed to the site by a LCDTF truck, and cost less than equipping a "motorhome" type unit to accomplish the same benefit. The unit would be available to other Northern Colorado law enforcement agencies. The equipped trailer would bring the LCDTF into compliance with federal safety standards during the investigation of suspected methamphetamine labs. Part 2: Please describe the overall goal of this project. (Examples: Significantly reduce meth production in the community; Ma the purchase of meth in the community extremely difficult, etc.) Include measurable objectives and a time frame in which identified objectives will be achieved. IMPORTANT: please describe how the objectives listed here relate to drug enforcement activities funded through Rocky Mountain HIDTA and the Colorado Division of Criminal Justice. For example, if an objective were to purchase protective gear, please state that the gear will be for use by officers in a HIDTA- or DCJ-supported drug task force. The overall goal of this project is to make an impact on the methamphetamine problem in Northern Colorado. As stated in Part 1, intelligence indicates there is a growing problem. Intelligence reports during the previous grant period went from 589 to 810. We need to increase public awareness of this problem, then be able to respond to the problem in an efficient manner. Our current response is with an old van that does not adequately transport the officers' equipment, nor the hazardous materials from the site. With this trailer our goal is to provide a quick response with the tools needed ready and organized, provide the officers with a work area to process the lab, and cut down on the hazards and time spent on processing. As stated in the original Byrne grant application, data will be collected in: • The number of clandestine labs investigated, • Number of labs seized and arrests made (including those determined via precursor chemical monitoring, hotel/motel awareness, surveillance, reverse stings, and intelligence targeting), • Number of lab awareness contacts with motel and precursor chemical outlets, • Number of intelligence reports per quarter concerning methamphetamine, • Number of clandestine labs dismantled, • Number of meth lab complaints received and their dispositions, • Tracking of the personnel hours spent on clan lab sites. Information collected will be reviewed and compared to the stated goals to determine if progress toward goal achievement is being made. Most data showing Task Force activities and investigative results can be collected and quantified in a numeric format. Narrative forth information will be utilized whenever charts or statistical data displayed numerically does not fit or fully explain the information being provided. This information will be provided in quarterly reports, with a final report at the end of the fiscal grant year. The Task Force Commander will collect and report the data concerning the purchase, deployment, and effectiveness of the mobile clandestine methamphetamine lab processing trailer. Once approval is made for funding of this project, the grant requirement will be followed to secure the unit. Once the trailer is delivered (time dependent upon the bid and construction process) it will be utilized and statistics related to its use collected and reported. The LCDTF is a HIDTA member and is, in part, supported by a DCJ grant. LCDTF reports all clandestine lab closures to HMWMD, and proper disposal is completed via an agreement with Colorado State University. In summary, public awareness, increased efficiency on the part of the LCDTF, and more labs processed will hopefully result in less meth produced. Additionally, successful prosecution of those arrested will send notice to those others contemplating manufacturing methamphetamine. BUDGET SUMMARY I. PERSONNEL/OVERTIME TOTAL NOT AN ELIGIBLE COST FOR THIS PROGRAM $ TOTAL PERSONNEL COST 2. SUPPLIES AND OPERATING (e.g., office supplies, computers, software, training materials, research forms, telephone, tuition, normal equipment maintenance contracts, postage, etc.) -----------.00 TOTAL TOTAL SUPPLIES AND OPERATING COST $ 0 .00 3. TRAVEL (Itemize travel expenses for project personnel by purpose (e.g., to attend training sessions) TOTAL TOTAL TRAVEL COST $ 0 .00 4. EQUIPMENT ($5,000 per unit, useful life of greater than one year) TOTAL Custom built trailer for the purpose of transporting equipment and $21,060.0 evidence. Also includes facilities to work from for the safe di-man1ling clandestine laboratories. Provides safety features required by OSHA for use in lab situations without the aid of the local fire agency. $ TOTAL EQUIPMENT COST $21 , 060.00 5. TOTAL OF ALL PROJECT COSTS (1 through 4) WHOLE DOLLARS ONLY $21 , 060.00 Total Federal Portion: $ 21, 060.00 (i0�/0) otal Cash Match Portion: $ 0 (0 %) (100%) SPECIAL PROVISIONS AND RTIFIED ASSURANCES SPCA PAGE 1 of 1 Special Provisions & Certified Assurances must remain attached to the application. CHECK BELOW TO INDICATE WHICH CATEGORY BEST DESCRIBES YOUR AGENCY: X_ Inter -Governmental Grant Grant to a Colorado State Agency X Grant to a Unit of Local Government, Tribal Government, or Special District. Grant to a Non -Profit, Private Organization (Non -Governmental) The applicant certifies by signing that the project described in this application meets all the requirements of the applicable governing legislation as indicated below; that all information contained in the application is correct; that there has been appropriate coordination with affected agencies; and, that the applicant will read, understand and comply with all provisions of the governing legislation and all other applicable federal and state laws, rules and regulations that have been or may hereafter be established. The applicant further understands and agrees that any subgrant award received as a result of this application shall be subject additionally to the grant conditions set forth in the Statement of Grant Award, and in the current applicable Administrative Guide of the Division of Criminal Justice. GOVERNING EGI ATION FOR THIS GRANT PROGRAM: Methamphetamine Enforcement Proeram. From the United States Department of Justice, Bureau of Justice Assistance, under federal statutory authority Title I of the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et. seq., as amended, and under applicable program rules and regulations established by said federal program office. An STANDARD STATE SPECIAL PROVISIONS 1. CONTROLLER'S APPROVAL. CRS §24-30-202 (1) This subgrant award shall not be deemed valid until it has been approved by the Controller of the State of Colorado or such assistant as may be designated. 2. FUND AVAILABILITY. CRS §24-30-202 (5.5) Financial obligations of the State of Colorado payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. MLIeM'�� I►1II CSYMNto)►A FOR NON -INTERGOVERNMENTAL GRANTS ONLY: a. The Subgrantee shall indemnify, save, and hold harmless the State, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the Subgrantee, or its employees, agents, subcontractors, or assignees pursuant to the terms of this subgrant award. FOR INTERGOVERNMENTAL GRANTS ONLY: b. Indemnity: To the extent required by law, the Subgrantee shall indemnify, save, and hold harmless the State against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the Subgrantee, or its employees, agents, subcontractors, or assignees pursuant to the terms of this subgrant award. c. No term or condition of this grant shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protection, or other provisions for the parties, of the Colorado -Governmental Immunity Act, Section 24-10-101 et seq., C.R.S. or the Federal Tort Claims Act, 28 U.S.C. 2671 et seq. as applicable, as now or hereafter amended. Version 3/27/02 SPECIAL PROVISIONS AND RTIFIED ASSURANCES SPCA PAGE 2 of 2 Special Provisions & Certified Assurances must remain attached to the application. 4. INDEPENDENT CONTRACTOR. 4 CCR 801-2: (THIS PROVISION IS NOT APPLICABLE TO GRANTS TO COL ORADO STATE AGENCIES): THE SUBGRANTEE AGENCY SHALL PERFORM THE DUTIES FUNDED UNDER THIS GRANT AS AN INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE OF THE STATE. NEITHER THE SUBGRANTEE NOR ANY AGENT, SUB- CONTRACTOR, OR EMPLOYEE OF THE SUBGRANTEE SHALL BE OR SHALL BE DEEMED TO BE AN AGENT OR EMPLOYEE OF THE STATE BY VIRTUE OF THIS SUBGRANT. SUBGRANTEE SHALL PAY WHEN DUE ALL REQUIRED EMPLOYMENT TAXES AND INCOME TAX AND LOCAL HEAD TAX ON ANY MONIES PAID PURSUANT TO THIS GRANT. SUBGRANTEE ACKNOWLEDGES THAT THE SUBGRANTEE AND ITS EMPLOYEES ARE NOT ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS UNLESS THE SUBGRANTEE OR THIRD PARTY PROVIDES SUCH COVERAGE AND THAT THE STATE DOES NOT PAY FOR OR OTHERWISE PROVIDE SUCH COVERAGE. SUBGRANTEE SHALL NOT HAVE AUTHORIZATION, EXPRESS OR IMPLIED, TO BIND THE STATE TO ANY AGREEMENTS, LIABILITY, OR UNDERSTANDING EXCEPT AS EXPRESSLY SET FORTH HEREIN. IF THIS GRANT PROVIDES FUNDS FOR ANY PERSONAL SERVICES, SUBGRANTEE SHALL PROVIDE AND KEEP IN FORCE WORKERS COMPENSATION (AND SHOW PROOF OF SUCH INSURANCE) AND UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED BY LAW. SUBGRANTEE AGENCY SHALL BE SOLELY RESPONSIBLE FOR THE ACTS OF ITS EMPLOYEES, INDEPENDENT SUB -CONTRACTORS AND AGENTS. 5. NON-DISCRIMINATION. The Subgrantee agrees to comply with the letter and the spirit of all applicable state and federal laws respecting discrimination and unfair employment practices. 6. CHOICE OF LAW. The laws of the State of Colorado and rules and regulations issued pursuant thereto shall be applied in the interpretation, execution, and enforcement of this subgrant. Any provision of this subgrant, whether or not incorporated herein by reference, which provides for arbitration by any extra judicial body or person or which is otherwise in conflict with said laws, rules, and regulations shall be considered null and void. Nothing contained in any provision incorporated herein by reference which purports to negate this or any other special provision in whole or in part shall be valid or enforceable or available in any action at law whether by way of complaint, defense, or otherwise. Any provision rendered null and void by the operation of this provision will not invalidate the remainder of this subgrant to the extent that the subgrant is capable of execution. At all times during the performance. of this subgrant, the Subgrantee shall strictly adhere to all applicable federal and State laws, rules, and regulations that have been or may hereafter be established. 7. VENDOR OFFSET. CRS §24-30-202 (1) & CRS §24-30-202.4 (THIS PRO VISION APPLIES TO NON -INTERGOVERNMENTAL GRANTS ONLY.) Pursuant to CRS 24-30-202.4 (as amended), the State Controller may withhold debts owed to State agencies under the vendor offset intercept system for: (a) unpaid child support debt or child support arrearages; (b) unpaid balance of tax, accrued interest, or other charges specified in Article 21, Title 39, CRS; (c) unpaid loans due to the Student Loan Division of the Department of Higher Education; (d) owed amounts required to be paid to the Unemployment Compensation Fund; and (e) other unpaid debts owing to the State or any agency thereof, the amount of which is found to be owing as a result of final agency determination or reduced to judgment as certified by the controller. 8. EMPLOYEE FINANCIAL INTEREST. CRS §24-18-201 & CRS §24-50-507 The signatories aver that to their knowledge, no employee of the State of Colorado has any personal or beneficial interest whatsoever in the service or property described herein. 9. SOFTWARE PIRACY PROHIBITION. (Per Gov. Owens 3-13-00 E.O. #D 002 00) No state or other public funds payable under this subgrant shall be used for the acquisition, operation or maintenance of computer software in violation of United States copyright laws or applicable licensing restrictions. The Subgrantee hereby certifies that, for the term of this subgrant and any extensions, the Subgrantee has in place appropriate systems and controls to prevent such improper use of public funds. If the State determines that the Subgrantee is in violation of this paragraph, the State may exercise any remedy available at law or equity or under this subgrant, including, without limitation, immediate termination of the Subgrant and any remedy consistent with United States copyright laws or applicable licensing restrictions. Version 3/27/02 SPECIAL PROVISIONS AND RTIFIED ASSURANCES SPCA PAGE 3 of 3 Special Provisions & Csrtified Assurances must remain attached to the application. Bn GRANT REQUIREMENTS FINANCIAL & ADMINISTRATIVE MANAGEMENT a. The Subgrantee assures that fund accounting, auditing, monitoring, evaluation procedures and such records as necessary will be maintained to assure adequate internal fiscal controls, proper financial management, efficient disbursement of funds received, and maintenance of required source documentation for all costs incurred. These principles must be applied for all costs incurred whether charged on a direct or indirect basis. b. All expenditures must be supported by appropriate source documentation. Only actual, approved, allowable expenditures will be permitted. c. The Subgrantee assures that it will comply with the provisions of the current applicable Administrative Guide of the Division of Criminal Justice which is hereby incorporated by reference. However, such a guide cannot cover every foreseeable contingency, and the Subgrantee is ultimately responsible for compliance with applicable state and federal laws, rules and regulations. 2. PAYMENT & REPORTING a. The Division of Criminal Justice will pay the Subgrantee the reasonable and allowable costs of performance, in accordance with current Colorado State Fiscal Rules, not to exceed the amount specified herein as the Total Award Amount. b. The Division's requirements for invoice, advance payments, and cost reporting submissions are contained in the DCJ Form 3 - Cash Request Procedures, and DCJ Form 1-A - Subgrant Financial Report, which are hereby incorporated by reference. c. Advance payments cannot exceed 30-day operating expenses. d. The Subgrantee assures that it shall maintain data and information to provide accurate quarterly program and financial reports to the Division. Said reports shall be provided in such form, at such times, and containing such data and information as the Division of Criminal Justice reasonably requires to administer the program. e. The Subgrantee assures that quarterly financial and narrative reports shall be submitted within 30 days of the end of each calendar quarter and shall be current and actual. f. The Subgrantee further assures that final financial and narrative reports shall be submitted on the forms provided by the Division of Criminal Justice within 45 days of the end date of the subgrant. g. The Division reserves the right to make and authorize modifications, adjustments, and/or revisions to the Grant Award for the purpose of making changes in budget categories, extensions of grant award dates, changes in goals and objectives, and other modifications which do not change the total amount of the Grant Award. The Division's requirements for such grant adjustments are contained in the procedures for DCJ Forms 4A, 413, 4C, and 4D, which are hereby incorporated by reference. h. The Division may withhold payment in the event the Subgrantee fails to comply with conditions and certifications contained in this grant award. 3. PROCUREMENT AND CONTRACTS a. The Subgrantee assures that open, competitive procurement procedures will be followed for all purchases under the grant. All contracts for professional services, of any amount, and equipment purchases over five thousand dollars (per item, with a useful life of at least one year) must receive prior approval by the Division of Criminal Justice. b. The Subgrantee assures that no contract or agreement will be made for execution of project activities or provisions of services (other than purchase of supplies or standard commercial or maintenance services) that is not incorporated in the approved application or approved in advance by the Division of Criminal Justice. c. The Subgrantee assures that contractors/vendors who assist the Subgrantee to develop specifications, requirements, statements of work and/or Request For Proposal for a proposed procurement shall be excluded from bidding or submitting a proposal to compete for the award of such procurement. d. The Subgrantee assures that where activities supported by this subgrant produce any discovery or invention, original computer programs, writing, sound recordings, pictorial reproductions, drawing or other graphical representation and works of any similar nature, the following requirements apply: i. The Division of Criminal Justice has the right to use, duplicate and disclose, the above material in whole or in part in any manner for any purpose whatsoever and authorize others to do so. ii. If the material or invention is copyrightable, the Subgrantee may copyright such, but the Division of Criminal Justice reserves a perpetual, royalty -free, non-exclusive and irreversible license to practice, reproduce, publish and use such materials in whole or in part, and authorize others to do so. Version 3/27/02 Bidders must be properly licensed and secure necessary permits wherever applicable Bidders not responding to this bid will be removed from our automated vendor listing for the subject commodities. The City may elect where applicable, to award bids on an individual item/group basis or on a total bid basis, whichever is most beneficial to the City. The City reserves the right to accept or reject any and all bids, and to waive any irregularities or informalities. Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight charges must be included in prices submitted on proposal. Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and not entered as separate pricing on the proposal form. Purchasing restrictions: your authorized signature of this bid assures your firm's compliance with the City's purchasing restrictions. A copy of the resolutions are available for review in the Purchasing Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions. Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such. Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid. Bid results: for information regarding results for individual bids send a self-addressed, self -stamped envelope and a bid tally will be mailed to you. Bid results will be posted in our office 7 days after the bid opening. r Jam B. O'Neill II, CPPO, FNIGP Dir for of Purchasing and Risk Management K SPECIAL PROVISIONS AND RTIFIED ASSURANCES SPCA PAGE 4 of 4 Special Provisions & Certified Assurances -Must remain attached to the application. iii. When issuing statements, press releases, requests for proposals, bid solicitations, and other published documents describing projects or programs funded in whole or in part with these grant funds, all Subgrantees must clearly: a) State the percentage of the total cost of the program or project, which will be financed with this grant money; b) State the dollar amount of state or federal funds for the project or program; c) Use the phrase -'This project was supported by grant # issued by the Colorado Division of Criminal Justice." e. The Subgrantee may not assign its rights or duties under this grant without the prior written consent of the Division of Criminal Justice. 4. AUDIT, RECORD -KEEPING, AND MONITORING/INSPECTION a. The Subgrantee assures that it will procure an audit or financial review by a CPA or licensed public accountant incorporating the subgrant. If the agency expends more than $300,000 per year in combined federal funds, an audit must be conducted in accordance with OMB Circular A-133 (Audits of States, Local Governments, and non-profit organizations). i. At such time as the audit or financial review is completed, ONE COPY OF THE REPORT, INCLUDING THE CORRESPONDING MANAGEMENT LETTER, MUST BE FORWARDED TO THE DMSION OF CRIMINAL JUSTICE for clearance. ii. The Subgrantee accepts responsibility for the costs of a financial program audit to be performed by the Department of Public Safety in the event that the audit report or financial review: a) does not meet the applicable A-133 or DCJ standards; b) is not submitted in a timely manner; or, c) does not provide an audit response plan with corresponding corrections made sufficient to satisfy any audit findings. b. The Subgrantee assures that: i. It will retain all project records, as will facilitate an effective audit, for seven years after the end of the state fiscal year that includes the end date of the grant. (For example if the grant ended 9/30/91, the state FY would be July 1, 1991-June 30, 1992. The files could be destroyed after 6/30/99); except, ii. If an audit is in progress and/or the findings of a completed audit have not been resolved satisfactorily, then records must be retained beyond the seven-year period until such issues are resolved. c. The Subgrantee assures that it will keep copies of all documents, correspondence, and required receipts related to this subgrant in a separate file bearing the project title and grant number. d. The Division may periodically request submission of supporting financial and programmatic documentation, subcontracts, general and sub -ledgers for the purpose of monitoring compliance with the grant award via desk review, or in preparation for anon -site monitoring visit. Routine or special on -site visits may be conducted at the subgrant agency, and at the location of any collaborating entities, for the same purpose. Subgrantees will be notified in advance of any on -site monitoring visit. e. The Subgrantee assures that the Division of Criminal Justice, Colorado Department of Public Safety, shall have access for purposes of monitoring, audit and examinations to any bonds, documents, papers and records of the Subgrantee and to relevant books and records of subcontractors of the Subgrantee. It is the responsibility of the Subgrantee to notify any of its project collaborators and subcontractors of these provisions. f. The Subgrantee assures that signatories of the application and subgrant award and personnel employed through this subgrant will appear when requested at any administrative hearing, monitoring site visit, conference or meeting conducted by the Division of Criminal Justice. 5. COLORADO VICTIM RIGHTS ACT a. The Subgrantee assures that the application signatories, all staff and all volunteers assigned to the funded project have read and understand the rights afforded to crime victims pursuant to § 24-4.1-302.5 C.R.S., and the services delineated pursuant to §§ 24-4.1-303 and 244.1-304 C.R.S., commonly known as the Victim Rights Act, and enabling legislation. 6. TERMINATION or REDUCTION IN GRANT AWARD The Division will monitor the performance of the Subgrantee against goals and performance standards required herein. The Division will provide reasonable technical assistance to the Subgrantee concerning project goals, performance standards and subgrant requirements; however, substandard performance as determined by the Division will constitute noncompliance with this grant award. Substandard performance may result in termination or reduction of grant award as follows: Version 3/27/02 SPECIAL PROVISIONS AND RTIFIED ASSURANCES SPCA PAGE 5 of 5 Special Provisions & Certified Assurances must remain attached to the application. Reduction In Grant Award Amount for Cause i. The Division may reduce the total Statement of Grant Award amount for cause, without compensation for reduction costs. ii. If the state reduces the grant amount for cause, it will first give ten (10) days written notice to the Subgrantee, stating the reasons for reduction, steps taken to correct the problems, and the date the subgrant award amount will be reduced in the event problems have not been corrected to the satisfaction of the Division. iii. In the event this grant is reduced for cause, the Division will only reimburse the Subgrantee for acceptable work or deliverables received up to the date of reduction. iv. In the event this grant is reduced for cause, final payment to the Subgrantee may be withheld at the discretion of the Division until completion of final Division review. b. Termination for Convenience: i. Either party may terminate the grant with thirty days written notice of intent to cancel or terminate. ii. The grant may be terminated by the Division if it is in the best interest of the state of Colorado to terminate the grant. iii. If the grant is terminated for convenience by either the Subgrantee or the state, the Subgrantee shall be paid the necessary and allowable costs incurred through the date of termination, but not exceeding a prorated amount based on the number of days of project operation prior to the date of termination. c. Termination for Cause: i. The Division may terminate the grant for cause without compensation for termination costs. ii. If the state terminates the grant for cause, it will first give ten (10) days written notice to the Subgrantee, stating the reasons for termination, steps taken to correct the problems, and the date the subgrant will be terminated in the event problems have not been corrected to the satisfaction of the Division. iii. In the event this grant is terminated for cause, the Division will only reimburse the Subgrantee for acceptable work or deliverables received up to the date of termination. iv. In the event this grant is terminated for cause, final payment to the Subgrantee may be withheld at the discretion of the Division until completion of final Division review. d. Any equipment purchased under this grant would revert, at the option of the Division, to the Division of Criminal Justice upon termination of the grant for any of the above reasons. 7. ORDER OF PRECEDENCE a. Any inconsistency or conflict in this grant shall be resolved by giving precedence in the following order: (a) Special Provisions and Certified Assurances, (b) Statement of Grant Award; and, (c) the final approved Subgrant Application. Co FEDERAL CERTIFIED ASSURANCES 1. FEDERAL PUBLIC POLICY ASSURANCES a. The Subgrantee hereby agrees that it will comply, and all of its contractors will comply with the applicable provisions of. i. Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended; ii. The Juvenile Justice and Delinquency Prevention Act and/or the Victims of Crime Act, as appropriate; iii. All other applicable Federal laws, orders, circulars, regulations or guidelines. b. The Subgrantee agency hereby agrees that it will comply, and all of its contractors will comply with the provisions of 28 CFR applicable to grants and cooperative agreements including: i. Part 18, Administrative Review Procedure; ii. Part 20, Criminal Justice Information Systems; iii. Part 22, Confidentiality of Identifiable Research and Statistical Information; iv. Part 23, Criminal Intelligence Systems Operating Policies; v. Part 30 Intergovernmental Review of Department of Justice Programs and Activities; vi. Part 42 Nondiscrimination/Equal Employment Opportunity Policies and Procedure; vii. Part 61 Procedures of Implementing the National Environmental Policy Act; viii. Part 63 Floodplain Management and Wetland Protection Procedures; and, ix. Federal Laws or regulations applicable to Federal Assistance Programs. Version 3/27102 SPECIAL PROVISIONS AND RTIFIED ASSURANCES SPCA PAGE 6 of 6 Special Provisions & Certified Assurances must remain attached to the application. 2. FINANCIAL & ADMINISTRATIVE MANAGEMENT a. Subgrantee assures that it will comply with appropriate federal cost principles and administrative requirements applicable to grants as follows: i. For state, local or Indian tribal government entities; a) OMB Circular A-87, Cost Principles for State, Local & Indian Tribal Governments b) OMB Circular A-102, Common Rule -Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments ii. For non-profit organizations; a) OMB Circular A-122, Cost Principles for Non -Profit Organizations b) OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations iii. For colleges and universities; a) OMB Circular A-21, Cost Principles for Educational Institutions b) OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations iv. For each agency spending more than $300,000 per year in federal funds from all sources; a) OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations b. The Subgrantee assures that it will comply with the provisions of the Office of the Comptroller, Office of Justice Programs OC Financial Guide for Grants current edition. (For practical purposes, the requirements pertinent to the management of these funds have been extracted from the above documents and are contained in the current applicable Administrative Guide of the Division of Criminal Justice, which is hereby incorporated by reference. However, such a guide cannot cover every foreseeable contingency, and the Subgrantee is ultimately responsible for compliance with applicable state and federal laws, rules and regulations.) 3. NON -SUPPLANTING OF FUNDS (Governmental Agencies Only) a. The Subgrantee certifies that any required matching funds used to pay the non-federal portion of the cost of this subgrant are in addition to funds that would have otherwise been made available for the purposes of this project. b. The Subgrantee certifies that federal funds made available under this grant: i. Will not be used to supplant state or local funds; ii. That the Subgrantee's expenditures for the purpose described in this application for the annual period are as great as for the preceding year plus the average annual increment in such expenditures for the past two, three, four or five years; OR iii. Where the certification above (3bii) cannot be made, and there is a reduced or unchanged local investment, then the Subgrantee shall give a written explanation demonstrating that the Subgrantee's reduced or unchanged commitment would have been necessitated even if federal financial support under this federal grant program had not been made available. 4. CERTIFICATION REGARDING LOBBYING (Subgrantees receiving $100,000 or more in total federal funds per year. See 28 CFR Part 69.) The prospective Subgrantee certifies, by submission of this proposal, that: a. No federal funds received through this subgrant 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 the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement; and, b. If any funds other than funds through this subgrant 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 subgrant, the prospective Subgrantee shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities." 5. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION (Subgrantees receiving $100, 000 or more in total federal funds per year. See, 28 CFR Part 6.) a. The prospective Subgrantee certifies, by submission of this proposal, that neither it nor its principals, subcontractors or suppliers are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 6. CERTIFICATION REGARDING DRUG FREE WORKPLACE (See, 28 CFR Part 67, Subpart F) a. The prospective Subgrantee certifies, by submission of this proposal, that it will comply with the Drug Free Workplace Act of 1988, as implemented at 28 CFR Part 67, Subpart F. Version 3/27/02 SPECIAL PROVISIONS AND RTIFIED ASSURANCES SPCA PAGE 7 of 7 Special Provisions & Certified Assurances must remain attached to the application. 7. Cx F i, RKffiiTS COMPLIANCE (See, 28 CFR Part 42) a. Upon award, each Subgrantee will be provided DCJ's Form 30, entitled "Certification of Compliance with Regulations Regarding Federal Civil Rights Requirements and Equal Employment Opportunity Plans (EEOP), and will be required to do the following: i. The Project Director must submit the form to the Subgrantee agency's Authorized Official for this grant; ii. The Authorized Official must review the form in conjunction with subgrant agency personnel responsible for reporting civil rights findings of discrimination; iii. The Authorized Official must accurately complete the required information and provide all information requested; iv. The Authorized Official must provide an original signature on the form as indicated; and, v. The DCJ 30 Form with original signature must be returned to the Division with the Statement of Grant Award (SOGA). b. Any subgrant agency findings of discrimination must be reported to the Division of Criminal Justice within 45 days of receipt of this grant award, and to the Office for Civil Rights, Office of Justice Programs, U.S. Department of Justice. S. NON-DISCRIMINATION a. The following federal non-discrimination cites apply in particular: the nondiscrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968, as amended; Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Subtitle A, Title H of the Americans with Disabilities Act of 1990, 42 U.S.C. 12101, et. seq. and Department of Justice Regulations on Disability Discrimination, 28 CFR Part 35 and Part 39;Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; the Department of Justice Nondiscrimination Regulations 28 CFR Part 42, Subparts C, D, E, and G; and Executive Order 11246, as amended by Executive Order 11375, and their implementing regulations, 41 CFR Part 60.1 et. seq., as applicable to construction contracts. 9. NATIONAL ENVIRONMENTAL POLICY ACT (NEPA) AND NATIONAL HISTORIC PRESERVATION ACT (NHPA) COMPLIANCE (42 USC§§4321-4370 and 16 USC§470) a. The Subgrantee agrees to assist the Division of Criminal Justice and the Office of Justice Programs, U.S. Department of Justice, in complying with the National Environmental Policy Act, the National Historic Preservation Act (NHPA) and other related federal environmental impact analyses requirements in the use of these grant funds either directly by the Subgrantee or by a subcontractor. As long as the activity needs to be undertaken in order to use these grant funds, this NEPA requirement first must be met whether or not the activities listed below are being specifically funded with these grant funds. The activities covered by this special condition are: b. New construction; c. Minor renovation or remodeling of a property either listed on or eligible for listing on the National Register of Historic Places, or located within a 100-year flood plain; d. Renovation, lease or any other proposed use of a building or facility that will either result in a change in its basic prior use, or significantly change its size. e. Implementation of a new program involving the use of chemicals other than chemicals that are either purchased as an incidental component of a funded activity and traditionally used, for example, in office, household, recreational or educational environments. D. PROGRAM SPECIFIC REQUIREMENTS The following program specific requirements are imposed by the Federal or State sponsoring agency concerning special requirements of law, program requirements, and other administrative requirements which must be passed on to subgrant award recipients. These requirements are more likely to change from year to year than the special provisions and federal certified assurances shown above, and usually vary across offices within the Division. 1. CONFIDENTIAL FUNDS a. The applicant assures that confidential funds used within this project will be managed in compliance with the effective edition of OJP OC Financial Guide, Chapter 8, which the applicant certifies has been read, is understood and by which it agrees to abide. Version 3/27/02 SPECIAL P'_ O`✓ISIONS AND RTIFIED ASSURANCES SPCA PAGE 8 of 8 SpecLl R ovisio ,s d Certified Assurances must remain attached to the application. RIGH"g, OF PRIVACY FOR RECIPIENTS OF SERVICES AND SHARING OF INFORMATION The prospective subgrantee certifies, by submission of this proposal, that: a. Pursuant to Section 223(a)(18) of the JJDP Act, procedures have been established to ensure that this program will not disclose program records containing the identity of individual juveniles. Exceptions to this requirement are: authorization by law; consent of either the juvenile or his/her legal authorized representative; or justification that otherwise the functions of this title cannot be performed. Under no circumstances may public project reports or findings contain names of actual juvenile service recipients. b. Necessary information will be shared appropriately among schools, law enforcement, courts and juvenile - serving agencies pursuant to the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g), as amended by the Improving America's Schools Act of 1994 (IASA). FERPA allows schools to play a vital role in a community's efforts to identify children who are at risk of delinquency and provide services prior to a child's becoming involved in the juvenile justice system. c. Necessary information will be shared in accordance with the "Children's Code Records and Information Act," 19-1-301 et seq., Colorado Revised Statues (1996), to balance the best interests of children and the privacy interests of children and their families with the need to share information among service agencies and the need to protect the public safety. 3. ANTI -DRUG ABUSE ACT OF 1988 a. The grant may be suspended or terminated at any time by the Division of Criminal Justice if the subgrantee fails to comply with the provisions of the Anti -Drug Abuse Act of 1988, as amended, or any of the Certified Assurances and Special Provisions. 4. METH LAB CLOSURES a. All Colorado law enforcement agencies awarded a methamphetamine enforcement subgrant by DCJ will be required to report the closure of clandestine methamphetamine laboratories to HMWMD by faxing, mailing, or e-mailing a completed form to the attention of Hamm's technical assistance desk as directed by instructions on the form; that spills of hazardous materials will be reported to the 24-hour telephone reporting system at 877- 518-5608; and that requests for technical assistance during a closure operation will be directed to the (Colorado Department of Public Health and Environment, Hazardous Materials and Waste Management Division's (HMWMD) technical assistance line at 303-692-3320. 5. HMWMD ROLE AND INTERAGENCY COOPERATION: a. HMWMD will provide the usual and customary services of its office to peace officers involved in closing a clandestine laboratory. b. Subgrantee agencies will contact the federal Drug Enforcement Administration, which will, in turn, provide the services of licensed contractors as part of the FY2000 Methamphetamine Enforcement Program to remove hazardous materials from closed laboratories. The process of contacting DEA for assistance in handling substances found at a clandestine methamphetamine laboratory has been established and utilized by law enforcement agencies for several years. DCJ anticipates that DEA-licensed contractors will do virtually all handling of hazardous materials. Any direct handling of hazardous materials, or waste management and disposal, performed by grantee agencies will be based on guidance from HMWMD and other appropriate technical resources. 6. MITIGATION OF HEALTH, SAFETY, AND ENVIRONMENTAL RISKS: a. The subgrantee agrees to comply with Federal, State, and local environmental, health, and safety laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and the removal and the disposal of the chemicals, equipment, and wastes used in or resulting from the operations of these laboratories. b. The subgrantee understands and agrees that any program or initiative involving either the identification, seizure, or closure of clandestine methamphetamme laboratories, hereafter referred to as the " METH Program", can result in adverse health, safety, and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. Version 3/27/02 SPECIAL PROVISIONS AND RTIFIED ASSURANCES SPCA PAGE 9 of 9 Special Provisions & Certified Assurances must remain attached to the application. c. Therefore; the recipient further agrees that in order to avoid or mitigate the possible adverse health, safety, and environmental impacts of its METH Program, it will (1) include the nine, below listed protective measures or components within its METH Program; (2) provide for their adequate funding to include funding, as necessary, beyond that provided by this grant agreement; and (3) implement these protective measures throughout the life of this grant agreement. In so doing, the grantee understands that it may implement these protective measures directly through the use of its own resources and staff or may secure the qualified services of other agencies, contractors, or other qualified third parties. d. If other agencies, contractors, or other qualified third parties are involved, subgrantee must (1) have a signed Memorandum of Understanding or Legal Contract in place and must (2) receive prior written approval via DCJ Form 16. e. Following are the nine protective measures and/or program components mentioned in C above: f. Provide medical screening of personnel assigned or to be assigned by the grantee to the seizure or closure of clandestine methampbetamine laboratories; g. Provide Occupational Safety and health Administration (OSHA) required initial and refresher training for law enforcement officials and other personnel assigned by the grantee to either the seizure or the closure of clandestine methamphetamine laboratories; h. As determined by their specific duties, equip personnel assigned to the METH Program with OSHA required protective wear and other required safety equipment; i. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; j. Employ qualified disposal contractors to remove all chemicals and associated glass ware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; k. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 1. Monitor the transport, disposal, and recycling components of paragraphs E(v) and E(vi) immediately above in order to ensure proper compliance; in. Include among the personnel involved in seizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender(s)' children or other children present or living at the seized laboratory site. Response actions should include, at a minimum and as necessary, taking children into protective custody, immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up medical tests, examinations, or health care. Version 3/27/02 SPECIAL PROVISIONS AND %.,�RTIFIED ASSURANCES SPCA PAGE 10 of 10 Special Provisions & Certified Assurances must remain attached to the application. SIGNATURE PAGE ->->-> TO BE COMPLETED BY ALL APPLICANTS (ORIGINAL SIGNATURES REQUIRED -Please sign in BLUE ink. See instructions for description of proper signatories.) The Subgrantee and responsible signatories certify by signing that they have read the Application including the Special Provisions and Certified Assurances, and are fully cognizant of their duties and responsibilities for this project. The Subgrantee understands and agrees that any subgrant award received as a result of this application shall incorporate by reference the information contained herein. Responsibility for narrative and fiscal reporting requirements are delegated to the designated Project Director, who will sign all such reports. This delegation is for purposes of reporting to the Division and for operational ease, and in no way limits the authority and responsibility of the Authorized Official. In accordance with the Colorado Revised Statutes 24-72-202.6, information supplied in this application is considered a public record. AUTHORIZED OFFICIAL Name John F. Fischbach Position City Manager Agency City of Fort Collins Mailing Address 300 LaPorte Avenue City, State, Zip Fort Collins, CO 80521 Telephone # (970) 221-6507 Fax # E-mail Address Slgna- re` n_ ffi F h 5N x 51 u;t xtlr♦J .gym•..r q r .r aa- v i r` a" S .uTM'a"'S 280 Name -- — — -- - Tricia Briggs Position Budget Coordinator Agency Fort Collins Police Services Mailing Address 300 LaPorte Avenue City, State, Zip Fort Collins, CO 80521 Telephone # (970) 221-6541 Fax # (970) 224-6088 E-mail Address tbriggs@fc ov.com y� 4 p� 5'h� i Y' }� + rJL 1 i-5 .:a 4 4if {' F Y li'�`ki ��'. 4' A".'.� 4 S' i 'fi„ iM1 •v 4s't b 4^T��� .zh .C:ie�i Name Lt. Jack Taylor Position Task Force Commander Agency Fort Collins Police Services Mailing Address 300 LaPorte Avenue City, State, Zip Fort Collins, CO 80521 Telephone # 970 416-2587 Fax # 970 416-2563 E-mail Address jtaylor@fcgov.com X Version 3/27/02 BID PROPOSAL BID #5771 CRIME SCENE HAZMAT TRAILER Bid Opening: March 28, 2003, 2:30 pm (our clock) WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR THE ITEMS LISTED BELOW, PER THE BID INVITATION AND REFERENCED SPECIFICATIONS: 1.0 SCOPE 1.1 This specification establishes the minimum requirements for the purchase of: CRIME SCENE/HAZARDOUS MATERIALS TRAILER 1.2 Should the manufacturer's current published data or specifications exceed the City's specifications, they shall be considered minimum and furnished. 2.0 BID CLARIFICATION 2.1 Clarification regarding these specifications shall be obtained from the Director of Purchasing and Risk Management prior to the time and date of the Bid Opening. Any changes to these specifications will be made by a written addendum issued by the Director. 2.2 For questions concerning the bidding process and bid specifications, contact: Jim Hume, Buyer, Phone: 970-221-6776, Fax: 970-221-6707 For technical questions concerning this bid, contact: Ken Mannon, Operations Services Director, Phone: 970-221-6610, Fax: 970-221-6534. 3.0 DELIVERY 3.1 The date of delivery is an essential element of this proposal. Delivery of equipment shall be made to: Fleet Services 835 Wood Street Fort Collins, CO 80521 3.2 The word "delivery", as used in this specification, encompasses delivery of the actual equipment, as specified, complete with all necessary papers such as Manufacturer's Statement of Origin, application for title, invoice, warranty, shop, operator's and technical manuals, parts books, etc., as applicable. 3.3 All equipment must be completely washed and serviced in accordance with standard new equipment "make ready", and the manufacturer's specifications and be ready for delivery in drive away condition. A forty-five (45) day permit is to be included. 3.4 All units to be new and of the manufacturer's latest model in production at the time of delivery 3 and standard equipped, unless otherwise specified. Time is of the essence. The City shall be kept advised of any anticipated delay in delivery. In the event the successful bidder, hereinafter referred to as the Contractor, fails to properly perform delivery as specified above, within the specified time limit set forth by the Contractor in his bid proposal, the City shall sustain damages in an amount difficult to ascertain. Accordingly, after due allowance for any time extensions which are agreed by the City to be due to conditions beyond the Bidder's control, the Contractor shall be liable to the City, in the amount of Twenty-five ($25) dollars as liquidated damages, and not as a penalty, for each and every calendar day that delivery is delayed. Additionally, no payment shall be made by the City for any delivery of specified equipment until all aspects of the contract have been fulfilled, unless pre -arranged and approved jointly by the Director of Purchasing and Risk Management and the Director of Fleet Services. 4.0 WARRANTY 4.1 The manufacturer shall unconditionally warrant the entire vehicle and all component parts, but not accessory equipment, for a warranty period of specified usage that is currently being offered in open trade for that vehicle at the time of delivery. Additionally, the Contractor shall furnish the City a fully priced copy (parts and labor) of any warranty or commercial cost repair order which originates in his repair facility, subsequent to delivery, during the warranty period. No charge for service calls, travel time, travel expenses, mileage, or per diem will be allowed by the City in connection with the performance of any warranty repairs. 5.0 DEALER IDENTIFICATION 5.1 No dealer identification will be allowed on any vehicle sold to the City of Fort Collins. 6.0-SPECIFICATIONS 6.1 Equipment bid on this proposal must meet or exceed the following minimum requirements. Any exceptions must be noted and listed on a separate sheet. CRIME SCENE/HAZARDOUS MATERIALS TRAILER The following specifications provide a general description of a modified combination enclosed trailer, known as a `sport -utility trailer' or `toy -hauler trailer'. The City's intent is to procure such a trailer, complete with modifications to make it suitable for use by police personnel investigating crime scenes, especially those containing hazardous materials such as drug processing chemicals. In order to accommodate officers engaged in lengthy investigations, the forward part of the trailer is to be left generally un-modified. A wall is to be provided, sealing off the front compartment from a rear compartment which is to be equipped for the storage of protective gear and equipment and to provide a work area for investigators. This rear compartment will need to have a raised roof and must be equipped with separate heating and air conditioning units. Specifications: 1. DOT plate certification (GVW certification plate) and MSO 2. Bumper pull tongue, 2" ball, parking jack, safety chains (2), with hooks. 3. Rear drop door ramp, cable assisted, 85" x 72", with helper springs. 4. Overall dimensions: 20L X 96" W x 84"H (length excludes tongue) 5. Axles: Tandem minimum 3500 lb. axles with electric brakes on both axles. DOT approved for weight rating. Tires DOT approved for weight rating. 6. Two (2) 36" curb side entrance doors (see Exhibit 1, Drawing, for general configuration) 7. 12V breakaway switch with battery backup. 8. Propane tanks (40 lb.), two, mounted on the tongue of the trailer, with vinyl cover. 9. Minimum 25 gallon fresh water storage 10. Minimum 10 gallon gray water tank Conversion specifications: 1. Entire unit must be insulated for extended cold weather operations. 2. Two (2) compartments: 3. Rear compartment — 101 x 8' W with raised roof Diamond treadplate floor extended 12 — 18" up on the sidewalls. • Stainless or aluminum sidewalls above the treadplate. • Sealed off from the front compartment (able to be pressure washed) • 36" curbside entry door, located behind the axles. • Rear ramp gate door (85" X 72") • One cabinet and work shelf — for bidding purposes, assume one - 30" tall x 60" long x 12" deep on the offside wall with a 24" deep x 60" wide fold -down shelf mounted below. • One set of storage shelves mounted on dividing wall. Sized for six (6) sets of breathing apparatus in suitcase -style containers — 30" L x 21" H x 15" W. These shelves must have retaining straps for securing the containers. Four (4) floor mounted equipment tie downs, recessed. Exhaust fan, separate from air conditioning, 150 — 200 cfm, explosion -proof motor. 4. Front compartment — 10' L x 8' W • 36" curbside entry door • Bathroom with shower and stool • Refrigerator, 12v-120v • Microwave oven • Overhead cabinets, countertop, wardrobe, sink. • Two -burner countertop stove Electrical System, 120V: 1. Honda 6.0 KW generator, shock mounted and in an insulated, sound proof compartment. 2. Circuit breaker panel with UL listed circuit breakers, and generator hour meter. Generator /shore transfer to be Magnetek automatic transfer switch. 3. 50 amp 120v AC 30 foot shore power cord with 50 amp to 15 amp adapter. Cord to plug into vehicle and storage area in interior. 4. Minimum of four duplex wall outlets with covers, two in front compartment, two in the rear, one GFCI duplex outlet in the galley area. 5. Two exterior GFI duplex outlets, with exterior covers, mounted curbside. 59 6. A/C - heat units to provide heat and air conditioning for front and rear compartment Electrical System, 12V DC: 1. One Deep cycle gel battery. 2. Power converter, with 30 milliamp to 75 amp output 3. Two master disconnect switches with LED indicators: one to control the main battery system, second to control the auxiliary battery system. 4. Adequate fluorescent lighting in front and rear compartment. 5. Three Exterior mounted Halogen Beam Scene lights, two on curbside, one on the rear. Interior Features: 1. Two windows (18" X 30"), one in the front compartment, one in the rear. Both windows to be egress. Windows to be tinted. 2. Two fire extinguishers mounted, one front and one rear compartment 3. Two carbon monoxide / smoke alarm, one in front and one in rear. 4. Eye wash station in rear compartment. 5. Water heater, minimum 10 gallon. 6. On demand water pump. Exterior: 1. Painted, smooth skin. 2. Weatherproof doors and windows. 3. Awning Curbside, with drop down sides to enclose it. 4. Exterior eye wash station/ shower capabilities. 5. Spare tire and mount. Training: Awarded vendor must provide training to familiarize the users with operation of the generator and electrical systems. 7 Warranty: Two year, unlimited mileage warranty against defects in materials or workmanship. Exhibit A: Drawing ChL{K,C� �r A�4 U.� Oro arra iw e1i /wi %� e h .<� Opt. {rc.� 1' (� J h 3w" � DO/ a 5f�✓Pt �0�. L<,.��'�4� 5�3,.1� -k �e {a;i1.a�. . a,.� 7.0 BID PROPOSAL Bid #5771 Crime Scene Hazmat Trailer 7.1 UNIT DESCRIPTION Make Model Year 7.2 BASE PRICE, as specified, per unit $ 7.3 FLOOR PLAN & SPECIFICATIONS Bidders must include a drawn to scale floor plan and complete specifications for each unit bid. 7.4 METHOD OF AWARD Bid will be awarded to the lowest responsive and responsible bidder proposing a trailer which most closely meets the City's requirements. Due to the unique nature of this trailer, the City reserves the right to negotiate with the responsive and responsible bidder with the lowest bid regarding changes, additions and deletions to the trailer as bid and to award to reject that bid if no agreement can be reached regarding such changes, additions and deletion. 8.0 FREIGHT TERMS FOB destination, freight prepaid. All freight charges must be included in bid pricing. 9.0 DELIVERY Delivery will occur days after proper notification of bid award. 10.0 CONTRACTOR'S STATEMENT I have read and fully understand all the conditions, specifications, and special instructions herein set forth above in paragraphs 1.0 through 9.0. [hereby agree to comply with all said conditions, special instructions, and specifications as stated or implied. Signature: Title: Print Name: Company: Date: Street: Phone #: City/State/Zip: Fax #: U