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PRHSPSC PKT 08-10-2010
City of Federal Way City Council Parks, Recreation, Human Services & Public Safety Committee August 10, 2010 City Hall 5:30 p.m. Hylebos Conference Room MEETING AGENDA 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) 3. COMMISSION COMMENTS 4. COMMITTEE BUSINESS Action Council Topic Title/ Description Presenter Page or Info Date A. Approval of Minutes: July 13, 2010 3 Action N/A B. Negotiation of a Contract for Farmer 5 Action Consent Marketing /Communications for Dumas Bay 9/7/10 Centre C. Agreement for Work Crew Services Larson 37 Action Consent 9/7/10 g D. Secure our Schools (SOS) COPS Grant McCall 45 Information N/A Application Washington Association of Sheriffs and McCall 97 Action Consent E. Police Chiefs (WASPC) Grant to Purchase 9/7/10 one Radar /Lidar Device 5. PENDING ITEMS • Festivals • NLC Providing Discount Pharmacy Services to Citizens • Concept of Housing in South King County 6. NEXT MEETING: Tuesday, September 14, 2010 5:30pm — Hylebos Conference Room 7. ADJOURNMENT Committee Members City Staff Jeanne Burbidge, Chair Cary M. Roe, P.E., Director of Parks, Public Works and Emergency Management Roger Freeman Mary Jaenicke, Administrative Assistant II Mike Park i City of Federal Way City Council PARKS, RECREATION, HUMAN SERV ICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday, July 13, 2010 x:30 p.m. SUMMARY Committee Members in Attendance: Committee Chair Jeanne Burbidge, Councilmember Roger Freeman and Councilmember Michael Park Councilmember's in Attendance: Mayor Linda Kochmar Staff Members in Attendance: Amy 10 Pearsall, City Attorney, Andy Hwang, Assistant Chief of Police, Cary Roe, Director of Parks, Public Works & Emergency Management, Commander Chris Norman, Commander Steve Neal, Commander Melanie McAllister, Steve Ikerd, Parks & Facilities Manager, and Mary Jaenicke, Administrative Assistant II. Chair Burbidge called the meeting to order at 5 :34p.m. Councilmember Park moved to add the Animal Service Unit Update /Software Purchase to the agenda as item F. Councilmember Freeman seconded. Motion passed. Public Comment: None Commission Comments: None A.IT ROVAL OF SUMMARY Councilmember Park moved to approve the June meeting summary. Councilmember Freeman seconded. Motion passed. BUSINESS ITEMS NW Playgrounds Retainage Release Parks & Facilities Manager Steve Ikerd presented the background information. There was no public comment or discussion - Councilmember Freeman moved to forward to full Council on July 20 for approval and accept the contract as complete and authorize staff to release retainage in the amount of $3,963.54 to NW Playground Equipment, Inc. Councilmember Park seconded. Motion passed. Sitelines Retainage Release Parks & Facilities Manager Steve Ikerd presented the background information. There was no public comment or discussion- Councilmember Park moved to accept the contract as complete and authorize staff to release retainage in the amount of $5,117.93 to Sitelines Park & Playground Products. Councilmember Freeman seconded. Motion passed. COPS GRANT Acceptance — Information Only Commander Neal provided the background information. The Police Department applied for the grant in 2009 and was denied. The COPS Hiring Program (CHP) re- opened the grant in 2010. If you did not receive grant money in 2009, then you were allowed to reapply. The purpose of the grant is to fund four police officers positions for a period of three years - After the three year period those officers need to be retained for another 12 months. The verbiage of the 2010 grant has been changed, and CHP is allowing departments to use the grant to retain officers that may be laid -off due to budget cuts_ Renewal & Extension of Red -Light Photo Enforcement Professional Services Agreement Commander Norman presented the background information- This has been a very successful program for the City- ' The cameras are working well, safety in intersections and school zones has improved, and blocking of intersections by motorist is virtually non - existent. The Department would like to renew for another three years. P ti s Commander Norman stated that the contract is extremely flexible and the city can terminate the contract at anytime without 3 PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE Tuesday July 13, 2010 Summary Page 2 recourse The service charges will remain the same for the next three years. Funds from the Red -Light Photo Enforcement are used for traffic related matters. Councilmember Park would like there to be more education for the citizens regarding making right turns on a red light. Councilmember Freeman is concerned that if we renew for another three years, and the revenues fall below the $50,000 a month or $600,000 a year, then we would have to start paying them. Commander Norman stated that we can have the camera removed and put in another location. Assistant Chief Hwang stated that they are looking at the total program, and achieving 100% compliance is their goal. There are certain areas where the revenues are down 50 %. If they have an area where there is total compliance, then they can move it to another location to get compliance. Relocating the camera would be a shared cost. Commander Norman stated that for a camera to break even there needs to be 39 violations per month. Many of the intersections have over 100 violations P er month; some locations have over 200 violations per month. Deputy Chief Hwang stated that with the number of violations that we have, he is confident that they can keep the program for another three years. Our lowest revenue month was $66,000, which is still 2/3 above the minimum. Councilmember Park moved to renew the i tin Agreement "American s g Professional Services A with American Traffic Solutions ", for Traffic Safety Camera Systems, for three additional years, until June 16, 2013. Animal Service Unit Update / Software Purchase — Information Only Commander McAllister presented the background information. The Animal Services Unit was launched on July 1. They have received approximately five to ten service calls per day. The calls have varied from stray dogs, to barking dogs and a few bite cases. After two weeks of operation, they discovered that the software program that was built internally is unable t o keep up with the calls for service. It probably could Y P P p y be brought up to that level, but it would take at least a month, and the unit cannot wait that long. They will be purchasing software, and the funds will come from the money that was saved on the vehicle purchase. They have narrowed their choice of software down to two companies, and they hope to make the purchase by the end of the week. The software program will cost $8,000 to $10,000. The committee requested an update on the Animal Service Unit at an upcoming Council meeting. Commander McAllister stated that she would provide a report after the first quarter of operation. Other Items None NEXT MEETING August 10, 2010 5:30 p.m. in the Hylebos Conference Room ADJOURNMENT Meeting adjourned at 6:11 p.m. 4 COUNCIL MEETING DATE: September 7, 2010 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: NEGOTIATION OF A CONTRACT FOR MARKETING /COMMUNICATIONS FOR DUMAS BAY CENTRE POLICY QUESTION: Should the Federal Way City Council approve negotiation of an agreement with Cipalla Communications for not to exceed $70K to produce a communications plan and marketing materials for Dumas Bay Centre? COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: August 10, 2010 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing 1 1 City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Rob Ettinger /Linda Farmer DEPT: Dumas Bay /City Manager Attachments: • Staff memo • RFP • RFP submittal from Cipalla Communications Options considered: 1.Approve negotiation of an agreement with Cipalla Communications for not to exceed $70K to produce a communications plan and marketing materials for Dumas Bay Centre? 2.Provide staff with alternate direction. • STAFF RECOMMENDATION: Staff recommends Option 1. CITY MANAGER APPROVAL: G 1✓I`h 8 /07/X /0 DIRECTOR APPROVAL: g% #1 Committee Council Committee Council COMMITTEE RECOMMENDATION: Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: I MOVE APPROVAL OF OPTION 1, AND AUTHORIZE THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH CIPALLA COMMUNICATIONS FOR NOT TO EXCEED $70K TO PRODUCE A COMMUNICATIONS PLAN AND MARKETING MATERIALS FOR DUMAS BAY CENTRE. (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1ST reading ❑ TABLED/DEFERRED /NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) _ ORDINANCE # REVISED — 03/1 5 /2010 RESOLUTION # 5 • 6 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: August 2, 2010 TO: Parks, Recreation, Human Services and Public Safety Committee VIA: Cary Roe, P.E., Parks and Public Works Director g.- FROM: Rob Ettinger, Dumas Bay Centre Coordintor & Linda Farmer, Communications and Government Affairs Manager SUBJECT: Negotiation of an agreement with Cipalla Communications for not to exceed $70K to produce a communications plan and marketing materials for Dumas Bay Centre To increase rental income and to improve the visibility of Dumas Bay Centre in key markets, the City of Federal Way budgeted $70,000 in its 2010 Adjusted Budget for marketing and communications work. Though in existence for 15 years, the Centre has never implemented a formal marketing effort. The City issued a Request for Proposals on June 23, 2010. Thirteen (13) proposals were submitted by the July 16, 2010, deadline. Firms bidding for the work include: • BlackDog Strategy & Brand • Motherlode Marketing • Cherry Blossom Marketing • Palazzo Intercreative • Cipalla Communications • Sharp/Hartwig • Eric Haugen Design • Shift • Happonen Communications • Winter Graphics North • JayRay, a Place to Think • The Zella Company • LaBrue Communications A selection committee made up of Rob Ettinger, Dumas Bay Centre Coordinator, and Linda Farmer, Communications and Government Affairs Manager, scored the 13 proposals and chose five (5) firms to interview. Susan Leddon, Federal Way Community Center Services Coordinator, joined Ettinger and Farmer for the interviews. The interviews were held on July 23, 2010, with the following firms: • Cipalla Communications • Eric Haugen Design • JayRay, a Place to Think • Palazzo Intercreative • Sharp/Hartwig All five firms scored highly in response to the scope of services (deliverables) in the RFP: • Communications plan • Print materials • New logo, color palette • Tabletop display • Visual library (photography, video) • Website, electronic communications • Cookbook • Product labels 7 In addition, all five firms also scored well in the other main selection criteria: 2) price, 3) schedule and 4) proven history of similar work. See attached score sheet for more detail. However, one firm in particular, Cipalla Communications, rose to the top. This firm is familiar with Federal Way, having successfully completed multiple contracts for the City over the past five years. Those contracts include tourism work (map, brochure, quarterly event calendar, dedicated website), and marketing and communications work for both the fitness and rental portions of the Federal Way Community Center. Knowledge of Federal Way is only one component in a successful bid for an RFP. The selection committee is recommending Cipalla Communications for these additional reasons: 1) Depth of experience with key factors that shape operations at Dumas Bay Centre: a. Staff experience working inside the hotel/hospitality industry. b. History of success working with similar government clients. c. History of success within similar private sector businesses, particularly with launching and re- launching entire brands, event promotion, book tours, websites and electronic communications methods. 2) Work gets measurable results: a. Cipalla understands the connection between an organization's business plan and the communications and marketing plan. b. Cipalla's w ork on communications plans and marketing p rketing materials is designed with specific business objectives in mind. c. Cipalla's work on the Federal Way Community Center's Marketing has resulted in a 15.7% increase in rentals above'YTD expectations. Cipalla's work on the Swedish Cultural Center resulted in an 80% membershi p increase. 3) Proven history of going above and beyond the scope of work: a. Cipalla included a number of value -added items in their bid that were not asked for in the deliverables. This is not uncommon in RFP proposals, however the shear number and the quality of the value -added items in Cipalla's proposal were impressive when compared with other proposals_ b. Cipalla has a history of providing more than asked. Cipalla has provided the City of Federal Way with many more hours than were billed, both for the Tourism and Federal Way Community Center contracts. Cipalla's references confirmed this is routine practice for the firm_ 8 o � I w 111 A W N < C) 0 13 —t -o m f m 0_ 3 w w w d 0 v m, d ID 0 0 w' t U t a m 7 7 7 ' 7 7 CD 77 < 7 7 c) 7 D) 0 a. X (,Y CD CD CD , 7 CD N y N CD CD CD al N 0 a:' 0 tO CD 3 - co co m 0 co us 0 ill (7, = T� (7) (7, 3 `c 0 C c N- z N '' N -s H < 0 N N co N I (D O (p `G Q 0 * - 3 to ET m -. CD 0 C o y + 01 U 0 0 0 c 0 0 0 * m Q E - 0 - In — tD iii 5 CD CD N 0 0 ' m 3 Z 3 3 v 3 co 0 y f M to 0 '" d c vs 7 y y 3 °' r O y M so n m o C) co o ? C co m r n Q) m 0 c T ID Z? N - 0 v CD - _ W Q _' - a n 0 (D �V n m ° nD x E v O w wcn v ,rn p ,-, 0 cQ ( .= D . v y III i 3 a 1 � O ',.r - ^. T 1 1 w to : o cn :; t _ r D m 9 c a) c to N o --.I Cn m - Z D , J ; - ,- _ . 1 _ �< , .. sue'+ 3" - , : Cf l 4 ' � } I 1 f. III o N w 0 cn CO 0 0 D w W (n O c0 CD N N I D 1 (� o w cr. v vs o 9 0 0 10 CITY OF FEDERAL WAY REQUEST FOR PROPOSALS DUMAS BAY CENTRE PURPOSE OF REQUEST. The City of Federal Way, Washington, ( "City ") is requesting proposals to produce a communications plan and marketing materials for the City's overnight retreat and meeting facility called Dumas Bay Centre. The City's needs are outlined in the following Request for Proposals ("RFP"), II. TIME SCHEDULE. The City will follow the 'following timetable, which should result in a selection of a firm by August 4, 2010. Issue RFP June 23, 2010 Deadline for Submittal of Proposals by 5 pm July 16, 2010 Finalists Notified by 5 p.m. July 21, 2010 Finalist Interviews Held Between 8 a.m. and 5 p.m. July 23, 2010 Preliminary Selection of Firm July 26, 2010 Notify Fuze of Final Selection August 4, 2010 III. INSTRUCTIONS TO PROPOSERS. A. All proposals should be sent to: Jeri -Lynn Clark City of Federal Way Purchasing 33325 8 Ave. S. P.O. Box 9718 Federal Way, WA 98063 -9718 (253) 835 -2526 B. All proposals must be in a sealed envelope and clearly marked in the lower left -hand corner: "RFP — Dumas Bay Centre Communications and Marketing_" C. All proposals must be received by July 16, 2010 5 p.m. PDT, at which time they will be opened. Three (3) hard copies of the RFP must be presented. No faxed, telephone, or e- mail proposals will be accepted. D. Proposals should be prepared simply and economically, providing straightforward and concise information. Special bindings, colored displays and promotional materials are not necessary. Emphasis should be on completeness and clarity of content. Please use recycled paper and double -side proposals whenever practicable. - 1 - 11 E. A representative from the City of Federal Way will notify finalists by 5 p.m. on July 21, 2010. F. All proposals must include the following information: a. The names of individuals from those firms who will be working on the project and their areas of responsibility, including the individual(s) responsible for administering the Federal Way contract, designing creative materials, and maintaining contact with the City. b. Specific experience of individuals relative to the proposed project, including the individual(s) responsible for administering the Federal Way contract, designing creative materials, and maintaining contact with the City. c. A proposed outline of tasks, products and project schedule, including the number of hours required to complete each task or product. d. A proposed budget based on the above outline of tasks, products and schedules. e. References. IV. SELECTION CRITERIA. Factor Weight Given 1. Responsiveness of the written proposal to the scope of service. 45% 2. Price. 20% 3. Time schedule for completion of tasks 10% 4. Proven history of successfully of completing contracts of this type, sample materials, meeting projected deadlines and experience in similar work. 1 5% 5. Oral interviews 10% Total Criteria Weight 100% - 2 - 12 V. TERMS AND CONDITIONS. A. The successful proponent will be required to possess or to obtain a City Business License_ B. The City reserves the right to reject any and all proposals, and to waive minor irregularities in any proposal. C. The City reserves the right to request clarification of information submitted, and to request additional information from the respondent. D. The City reserves the right to award the contract to the next most qualified entity, if the awardee vendor does not execute a contract within thirty (30) days after being awarded as the most qualified entity. E. Any proposal may be withdrawn up until the date and time set above for submittal of the proposal. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to sell to the City the services described in the attached specifications, or until one or more of the proposals have been approved by the City administration, whichever occurs first. F. The City shall not be responsible for any costs incurred by the respondent in preparing, submitting or presenting its response to the RFP_ G. If no single proposal satisfactorily meets the criteria above, the City may choose to award this proposal to more than one proponent, or to award only part of this proposal, whichever is in the City's best interests. VI. SCOPE OF SERVICES. Background Dumas Bay Centre was originally owned by the Sisters of Visitation Monastery and operated under the Archdiocese of Seattle as a convent and women's retreat center from 1956 to 1993. The Archdiocese sold the property to the City of Federal Way in 1994. The City re- opened the facility in 1995 and a year later changed the name to Dumas Bay Centre, after its picture - postcard view of Dumas Bay and Puget Sound. The facility is comprised of three banquet rooms, the largest with a maximum occupancy of 98. There are 67 single and double bedrooms (sleeping a total of 90), meeting rooms, free Wi -Fi throughout and onsite catering. Since its inception, Dumas Bay Centre has catered to three main types of rentals: • Day meetings • • Social events • Overnight stays • - 3 - 13 The Centre's loyal clientele can be classified as SMERF groups— Social, Military, Education, Religious and Fraternal organizations. SMERF groups are generally non -profit and are very price sensitive. In many cases, group and family members pay for events out of their own pockets. Typical events at Dumas Bay include weddings, anniversaries, reunions, birthday parties, memorial services, quitters, scrapbookers, meditation groups, clergy and congregational retreats, men's and women's retreats, and a variety of day meetings from government organizations to nonprofits to both large and small businesses. As can be expected with a facility constructed in the 1950s and home to a cloistered religious order from 1957 to 1993, the building and furnishings are older and modest in nature. This keeps rentals in a fairly low price range. Although, rates were raised slightly in 2009 they remain well below the market. An overnight stay at Dumas Bay is just $43 per person/night (plus tax). Some have commented that the Centre lacks the creature comforts of higher end properties such as the nearby Palisades Archdiocesan Retreat & Faith Formation Center_ However Dumas Bay is a unique facility offering amenities that cannot be replicated anywhere else in the South Puget Sound area at this price point. . Key selling points include: • Unobstructed view of Puget Sound and the Olympic mountains • Quiet and serene setting /well - maintained grounds • Dedicated stafflattentive service • Outstanding onsite catering provided by Executive Chef Rob Sanders • Reasonable rates • 30 minutes from SeaTac Airport /easily accessible from I -5 More than 90 percent of retreat bookings and 50 percent of day meeting bookings come from outside the Federal Way region. With 15 years of operating experience under its belt, the City has discovered that SMERF groups' need for meeting sites that are comfortable and at the lower end of the budget are a perfect fit for the amenities Dumas Bay has to offer. The City may choose to convert Dumas Bay into a higher end facility at some point in the future, but there are no immediate plans to do so- Marketing History Dumas Bay Centre has never had a formal marketing plan_ A marketing study was commissioned in 1996 but it was never implemented. That study is now severely out of date. Dumas Bay Centre does have a simple logo and a functional Web site (www_du mash _corn), but it lacks a professional look and a professional suite of business and marketing materials. The facility also lacks an advertising plan and communications plan_ Marketing funds are minimal: the entire yearly $6,000 budget is allocated solely to Yellow Pages ads - -4- 14 The Centre manager and a 3 /4 -time administrative staff member work hard to market on no budget. Their efforts include: • Networking at Federal Way Chamber of Co mmerce meetings • Cold calls • Email solicitation and follow up with past, current and new clients • Desktop publishing of informal flyers and coupons • Ads in the City's Parks and Recreation quarterly class catalog (mailed only to city residents) Marketing Goals The Centre is on track to meet its modest budget for 2010, even in this tough economy. Though overall rentals are down, people are still booking major "life- changing" events, and companies and government agencies now more than ever need cost - effective meeting and retreat space. However, space at Dumas Bay is not being utilized at full capacity. Research shows that the Centre could grow its income by increasing capacity in all three rental categories - -day meetings, overnight stays and social events. Business plan goals that will be tied to this marketing effort include: 1_ Day meetings: Secure 1 -2 new anchor clients_ 2. Day meetings: Increase overall bookings by 10 %. 3. Overnight stays: Increase revenue from overnight stays by 10 %. 4. Social events: Add 10 -20 additional social events per calendar year, especially focusing on weddings and memorial services. Dumas Bay Centre prides itself on excellent customer service. The facility has a bank ofthighly satisfied and loyal customers, but that pool could be larger_ Staff believe there are SMERF groups in the Puget Sound region who are not aware of the Centre, its amenities or its reasonable rates. Deliverables This RFP is designed to create a foundation for ongoing marketing efforts at the Centre. 1) Communications plan. Develop a basic communications plan to include (but not be limited to) the following elements: • Communications audit • New logo • Target audiences • Key messages • Advertising /marketing plan 2) Visual look and feel. Create a visual look and feel for the Centre to include (but not be limited to) fonts, color palette, graphic elements as warranted, and usage guidelines_ The visual look and feel will be applied across all communications vehicles_ -5 15 3) Visual library. Develop a base of professional images that captures the beauty of the grounds, shows social events and meetings in the banquet rooms, and depicts patrons enjoying individual guest rooms and other spaces on the campus as appropriate_ "Beauty" shots of unoccupied rooms and spaces are also desired. Photos should be produced on CD or DVD in both high- resolution print format and _ "web- ready" low- resolution format. Seasonal photos of the grounds are desired and may be phased. 4) Print communication materials. Develop, produce and print* a suite of print communication materials that will help the Centre reach its goals of raising awareness and increasing rentals_ Materials g g should include, but not be limited to a general mailable brochure coverin g key ke areas of the Centre. Other marketing pieces could include a catering brochure, rack cards, templates for advertising (newspaper, church bulletins, online), etc. 5) Business communication materials. Develop, produce and print basic stationery, envelopes and business cards. 6) Traveling tabletop display. Develop and produce a lightweight tabletop display (including the display board itself) that showcases Centre amenities. Focus for the display should be on social events, banquet rooms and use of the grounds. Most likely the display would be used at bridal shows. It may occasionally be used at Farmer's markets or the Chamber of Commerce meetings_ The display should have elements that can be removed and updated as needed. 7) Website. Rebuild the Centre's Web site from the ground up to include site architecture, storyboarding, revamped/new written content, photography, virtual tours of main spaces (including but not limited to the grounds and main rentable spaces), usability testing, brief how -to manuals and staff training. The Web site will be built on its own system and not be a part of the City of Federal Way's "City" site 8) HTML template for email specials and incentives. Develop an HTML template that staff can use to email out specials and incentives to regular /prospective clients. 9) Dumas Bay cookbook. Besides the view, one of the most celebrated elements of Dumas Bay Centre is the incredible cooking from Executive Chef Rob Sanders, or "Chef Rob" as he's known in the community. There have been repeated requests over the years for Chef Rob and Dumas Bay to produce a cookbook. Develop, produce and print a limited run ** of a cookbook that includes a chef bio, professional photograph of the chef, and up to 40 recipes. The cookbook would be for sale to the public and could be used as a marketing tool in other manners (celebrity chef outings, giveaways, media appearances, etc.). 10) Product label design. Chef Rob makes his own blend of Seasoning Salt and Taco Seasoning. Clients have asked repeatedly if he would sell his creations under a Dumas Bay label. Design labels for both products. Research manufacturing options for a reasonably priced, limited run of both products. No production of the product or of the labels desired, however, unless financially feasible given all the other elements of the scope of services. *Exact quantities of printed items are TBD based on the type of materials proposed by the contractor. In -6- 16 general, the City desires to have enough materials printed to last three to five years. **Quantity TBD. Other cookbook elements TBD, i.e. binding, paper stock, color vs. BW etc. VII. COMPENSATION. A. Please present detailed information on the firm's proposed fee schedule for the specifications proposed and for any variation for non - routine services, inclusive of applicable sales tax and any other applicable governmental charges. Please provide specifics as to definitions of routine versus non - routines tasks, what is fixed as opposed to variable, and how costs are adjusted according to that classification. B. Payment by the City for the services will only be made after the services have been performed, an itemized billing statement is submitted in the form specified by the City and approved by the appropriate City representative, which shall specifically set forth the services performed, the name of the person performing such services, and the hourly labor charge rate for such person. Payment shall be made on a monthly basis, thirty (30) days after receipt of such billing statement. C. The City's budget for this contract, including all production, printing and any reconu►iended media buys, is $70,000. VIII. REQUIRED FORMS Before the City can award any contract, that contractor must file the following forms: 1. W-9 Taxpayer Identification Number and Certification 2. Signature Authority 3_ Certificate of Insurance showing sufficient type of coverage and coverage amount as required. IX. PUBLICATION. Name of Publication: Dates: Daily Journal of Commerce 6/23/10 & 6/30/10 Federal Way Mirror 6/26/10 & 7/03/10 City of Federal Way Website 6/23/10 thru 7/16/10 WWW. cityoffederalway. con1F -7 17 CITY OF FEDERAL WAY Request for Proposals to Create a Communications Plan and Marketing Materials for Dumas Bay Centre 3L5414V -; • • Y a` 4 s° Proposed by (IPALLII C O M M U N I C A T I O N S In partnership with Marketing by Marlow van den Berg Design July 16, 2010 18 TABLE OF CONTENTS Introduction 1 Introducing our team 2 Our expertise 3 Why choose the Cipalla team? 4 Our approach to this work 6 Budget 12 Schedule 13 References_ 14 Appendices A Team bios 15 19 INCREASING RENTALS, IMPROVING VISIBILITY, MEETING BUSINESS GOALS A PROPOSALTO PROVIDE SERVICES TO DUMAS BAY CENTRE Contact Rita Cipalla, President T: 206 - 281 -9021 Cipalla Communications Inc_ E rita @cipalla.com 2620 2'"i Avenue N UBI# 601 -916 -963 Seattle, WA 98109 Tax ID# 91- 1940111 - www.cipaila.com WBE Certification: W2F9619899 Information Cipalla Communications Inc., a local woman -owned business, is pleased to submit this proposal to develop a communications strategy, logo, web site, and printed and electronic materials to improve the visibility and profile of the Dumas Bay Centre. For this project, Cipalla Communications will team with Joan van den Berg, van den Berg Design, and Scott Marlow, Marketing by Marlow. The Dumas Bay facility boasts an exemplary staff, exceptional service, stunning setting and first -rate catering operation. Although day use of the facility for meetings and events has decreased, that has been offset by more overnight stays. The facility has maintained a very loyal clientele over the years by continuing to offer top -notch service, excellent catering, comfortable meeting rooms and modest rental rates_ In today's increasingly competitive market, the time is right to identify a meaningful marketing strategy and direction that will take the Dumas Bay Centre to the next level. Our work will improve visibility, garner new clients, increase rentals and meet overall business objectives. Since 2006, Cipalla Communications has worked closely with several divisions within the City of Federal Way, including tourism, economic development, public affairs and recreation services_ As a team in 2009, Joan, Scott and I implemented a marketing strategy for the Federal Way Community Center that grew out of the Community Center's strategic plan (which Cipalla Communications developed in 2008). For more than 15 years, we have provided identity and positioning, outreach, graphic design and collateral development to government agencies, education institutions, foundations and nonprofit organizations in the Puget Sound area. We believe our team is ideally suited to the tasks outlined in this proposal. We combine strong marketing and communications backgrounds with a solid grounding in the Federal Way community and its municipal government We have years of event and hotel experience. We know what components make up a truly "special" event and we know how to promote and market a rental facility. We will create materials that will Inform, excite and persuade current users to continue their relationship with the CIPALLACOMMUNiCATIONS INC 20 facility and recommend it to others, and we will develop messaging. print and electronic materials and innovative outreach that will entice new audiences to sample and consider holding their next event at Dumas Bay. Our work will revolve around developing a strong, effective and consistent marketing strategy that will not only integrate print and interactive media but will also support the Centre's mission and business goals. We will know that our efforts are successful when we have: • Added 1 -2 new anchor clients. • Increased day meetings and overnight stays by 10 percent. • Increased the booking calendar by adding at least 10 social events per calendar year • Made Dumas Bay Centre one of the premier boutique rental facilities in western Washington. A word about our value -added services: You will notice throughout this proposal a series of text boxes where we have added consulting services over and above what was requested. It's a tight economic market these days, and we are committed to giving Dumas Bay Centre a competitive edge. These value -added services are included within the overall contract amount. ✓ 9 Introducing our team Rita Cipalla, Cipalla Communications — PROJECT MANAGER, CHIEF STRATEGIST, COPYWRITER Rita Cipalla is president of Cipalla Communications, a public relations and marketing communications firm with extensive experience in special events, travel promotion and media outreach_ Rita has promoted visitor attractions - museums, aquariums, theatres and performing arts venues — to local and national media, and orchestrated award - winning events for such major tourism attractions as the Smithsonian Institution, Seattle Repertory Theatre, Seattle Symphony and The Seattle Aquarium. She is known for her crisp and creative copywriting. Her many years as a freelance writer give her insight into how to package and "sell" a story idea or concept to consumers and to the media. She holds a B.A. and M -A. in English and Journalism from the University of Dayton, Dayton, Ohio. Scott Marlow, Marketing by Marlow —Web site DEVELOPER, ONLINE MARKETER Scott Marlow has a B.S. degree in marketing from the Indiana University School of Business, one of the nation's top ten business schools. As former director of sales for Nootka Hotels, Scott worked extensively with the Northwest tourism industry. He has also worked with a range of regional partners in his role as marketing director for Cascade Bicycle Club. Scott has eight years of Web site development experience and is well versed in search engine optimization strategies He keeps abreast of social media issues, maintaining his own blog and participating in online communities. He began his consulting practice, Marketing by Marlow, in 2005, and has since worked with AIDS Housing Association of Tacoma, University of Washington, Cascade Bicycle Club and the Federal Way Community Center. CIPAI.LA COMMUNICATIONS INC. 2 21 Joan van den berg, van den Berg Design —GRAPHIC DESIGNER (PRINT AND WEB/ van den Berg Design is known for its clean and graphic design. Joan offers an extensive range of creative services and design skills, including art direction, design theme, layout and production experience. She designs all types of marketing matenals such as advertising, brochures, direct mail, corporate identity packages, illustration, web sites and e- newsletters for corporations, nonprofit organizations and small businesses. Joan has worked on several projects with the City of Federal Way, including the city tourism map and full -page ad for the 2009 Washington State Trip Planner, as well as the Federal Way Community Center website and marketing material Joan has a B S. degree in Fine Art from Geneseo University in New York. She opened her design studio in 1998. Our expertise pert se Our team has created marketing strategies and materials, public relations and media campaigns, and special events for public sector and nonprofit clients as well as for major museums, art venues and key regional visitor attractions_ Our extensive - experience closely dovetails with the scope of work outlined in this RFR Here is a brief look at our specialties. Communications: We are skilled communicators, both verbally and visually, who work to identify compelling messages and develop creative collateral in a direct and uncomplicated way. We have extensive experience in writing and editing communication materials that are distributed through a variety of communication channels — print and electronic, Web sites, media outreach and special- events - promotions — selected to best deliver the message. Our copywriting skills, coupled with strong headlines and calls to action, spark interest and excitement among target audiences_ Our overall goals for this project are to enhance outreach, increase visibility, improve efficiency and contain costs_ Messaging: We know how to identify distinctive attributes for a venue, and we are skilled in packaging those attributes in such a way that they are recognizable, memorable and motivational. Our experience includes creating successful positioning statements and identity materials for city and county marketing programs, nonprofit organizations and employee campaigns. We have positioned Braided River[The Mountaineers Books, Campion Foundation, King County's LinkUp Program, Federal Way Community Center, and the Center for Courage & Renewal, among others. Look and feel: Our background in brand development and design plus our communications planning and outreach experience translate into an effective brand that will capture your unique personality and resonate with current and potential clientele. Fully integrated, clearly branded communications with a consistent look and strong messaging are essential to creating memorable and effective - marketing collateral. CIPALLA COMMUNICATIONS INC. 3 22 Web site: We have created information architecture (IA), navigation, Web branding, content and Web site design for clients — as well as managed the online reviews, refinements, hosting services and launch. Our approach to Web site development is to integrate the messaging, brand promise, target audiences and other marketing research and recommendations into the Web site design and content for a fully branded and coherent Internet presence. Our recent Web site work includes: • Federal Way Community Center — www_itallhappenshere.org • Nussbaum Group, landscape construction and organic gardening — www.nussbaum- group.com • Campion Foundation, focused on environmental and homeless issues — www.campionfoundation.org • Neiderberger contractors — www.niederbergercontracting.com Why choose the Cipalla team? 1 We know Federal Way. Since 2006, Cipalla Communications has created tourism marketing strategies and materials, public relations and media campaigns, and special events for the City of Federal Way. We have also worked with organisations that have sponsored events funded by Federal Way, including the 2010 U.S Women's Triathlon Series and the 2008 NCAA Swimming and Diving Championships. In brief, some of the projects our team completed for the City of Federal Way included: • Strategic communication plans - targeting tourism, economic development • and the Federal Way Community Center. • Logo and tagline for the Federal Way Community Center (It all happens here!) • New stand -alone web site for the Federal Way Community Center, built from the ground up (site architecture, content, design, photography, virtual tours, testing, and launch). • Concept, copywriting and design for a suite of rental materials for the Community Center, including web pages, photography, video tour, brochure, fact sheets. template letterhead and custom folder. • Custom - illustrated tourism map, visitor brochure and quarterly calendar letterhead. • Graphic standards for the City of Federal Way, Federal Way Community Center and Federal Way Television • Promotion plan, media campaign, identity and collateral for the 2008 Buds & Blooms Festival. • Media outreach campaign and advertising plan for Han Woo -Ri Korean Festival. • Business and tourism ads, including a full -page ad for the 2009 Wash State Travel Planner. CIPALLA COMMUNICATIONS INC. 4 23 We get measurable results. Our work has generated measurable results for clients- Here are a few recent examples. Federal Way Community Center rentals are up 15.7% over projections. The Web site, event photography, virtual online tours and rental materials we created for the Federal Way Community Center have increased facility rentals significantly_ • Through June 2010, rentals are up 15.7 percent, or $15,000, over YTD projections. Rentals for 2010 YTD are 75 percent, or $7,500, over 2009 YTD figures. • Through April 2010, facility passes are up 10.6 percent over budget estimates_ • From 2007 to 2009, monthly pass units for families and individuals grew 34 percent. • Total Center revenue increased 28 percent from 2007, ($168,539) to 2009 ($215,189). New design and print materials for the Swedish Cultural Center resulted in 8D% membership increase. Joan van den Berg's work to refresh the organization's brand, design new direct mail materials and newsletter resulted in a dramatic increase in memberships at the Swedish Cultural Center. In January 2007 there were 550 member households. Two years later, after the newly designed materials were released, 400 new household memberships had been added. Book promotion garners food and travel coverage. Cipaifa is currently providing media outreach services for Braided River Books, the conservation imprint of The Mountaineers Books, and her work has resulted in national and international media exposure. Here are a few examples from the most recent media campaign: • Voice of America interview, broadcast overseas in 46 laiiguages to 125 million. • Coverage in Alaska Airlines in- flight magazine (May 2010 issue) • Cover story + 5 internal pages on the book in Seattle Times' Sunday supplement, Pacific Northwest Magazine (June 13, 2010) • Travel feature in The Oregonian • Outdoors feature on ESPN.com • Feature story on the Amazon.com blog, Al Dente • Seattle Metropolitan Magazine "Culture Fiend" blog review (July 2010) 3 We are talented, responsive and fun to work with. We specialize in editorial and visual solutions for government agencies, nonprofit organizations and socially responsible corporations. It is our passion. We seldom respond to an REP unless we truly believe it is a good fit_ When you calf Cipaiia Communications, you will have immediate access to the project lead, who will be actively involved in the day - to-day activities. We pride ourselves on listening to our clients, checking in with them regularly, and seeking feedback on our personal performance as well as our tactics. We work efficiently and we create professional results within budget and on schedule. We do not believe in a "one - size - fits -all" approach. Each client is unique, and we will work to understand your particular strengths and challenges_ We believe we can provide CIPAIIA COMMUNICATIONS INC. 5 24 an intelligent, rational and creative approach to message - driven communication based on your special characteristics and challenges. As a team, we have successfully collaborated on a number of projects over the years. Because of these relationships, we understand and value each other's strengths and we have developed efficient, smooth working mechanisms that result in highly creative, effective campaigns. We have regular status meetings, at minimum on a weekly basis, either in- person or by phone, where we discuss job progress and key milestones. Our approach to this work Our process to successfully complete this contract will follow these steps: TASK 1: Create the roadmap Communications do more than convey information. They work in concert with and provide critical support to, an organization's goals and objectives. In order to succeed, communications must be strategic_ We'll begin our work by listening. Our initial task is to find out such things as: What marketing steps have been taken in the past, what worked and what didn't, who are your key clientele and what do they say about She facility This stage will include a kick- off meeting with our team to begin the conversation with facility staff_ Next, we will undertake a communications audit where we will review communications writtep, produced and distributed by Dumas Bay Centre in the past two years — from Web site content to flyers to Yellow Pages ads_ The audit will assesses the impact of these materials in terms of strategy, branding and messaging, and visual and editorial content. Each piece will be assessed against the following criteria: Is it informative? Easily understood? Memorable? Motivational? Audience- appropriate? We will also. review the Centre's primary competitors and similar rental facilities in the area to develop our positioning. With our research firmly in place, we will then identify target audiences and create key messages. For communications to be strategic, messages must resonate with key audiences and motivate them to act. Lastly, we will develop an advertising and marketing plan for 2011 that will help Dumas Bay maximize its budget with creative and timely ad placements. Our overall goal is to develop a plan that is realistic and achievable, where results can be measured. Our plan will include the following elements: • An overarching strategy statement that will guide our media buys. • A matrix of outlets that may include print, broadcast and electronic media. • A budget and calendar that will outline what money is to be spent where, and when A schedule will help ensure that placement deadlines are met. CIPALLA COMMUNICATIONS INC. 6 25 VALUE ADDED Our experience with hotel tel and rental facilities: uHtres: In addition to the work we provided to more effectively market the rental program at the Federal Way Community unity Center, we also have extensive experience in hotel marketing. We will consult with staff to explore additional ways to increase revenue, such as reviewing the current rate schedule, considering policy changes • (i.e_, minimum stays), assessing sales processes p es and staff training, and reviewing potential collaborations with AAA or other discounters. These are all viable ways to increase the revenue stream in addition to simply increasing event bookings and head counts. TASK 2: Develop a logo; create a look and feel for future communications. Our team will develop a strong and memorable logo that will over time, build brand equity and recognition. Identity development or branding accomplishes a very simple objective: to quickly communicate who you are to the people you want to reach. A brand is made up of two parts- the personality (who we are) and the voice (how we say who we are). These are brand attributes. Once we identify your brand attributes, using the research gathered in Task 1, we will translate them into a compelling and memorable graphic symbol or logo. Our work will include two design approaches, including recommended fonts and color palette. Once the logo has been reviewed, refined and approved, we will then write the graphic standards that govern the use of the logo in print and electronic communications and in • signage. These standards will be incorporated into the City's overall Graphic Standards Guide and will work in concert with the City's brand objectives. Our budget allows for 6 to 8 pages of graphic standards. Dumas Bay's new "look and feel;" which will be codified in the graphic standards, will streamline your future communications materials, whether print or electronic, and ensure a distinctive and coordinated look for all your materials. Consistently applied design elements help your audience quickly Identify that a communication originates from your facility, and will enhance perceptions of professionalism and credibility. Design files will be handed off to the City of Federat Way TASK 3: Begin developing the visual library We will hire a professional photographer who will schedule two half -day shoots to capture the facility in different seasons. These images will document Centre amenities and offerings, its beautiful setting in two distinct seasons, and several event set -ups (depending on availability)- We will also take photos of Chef Rob in static and dynamic poses that can be used on the web site in marketing materials, and in the new cookbook and product labels. CIPALLACOMMUNICATIONS INC. 7 VIII 26 1 We will begin this work by developing a shot list of Images, which will be approved by the facility. We will try to maximize the photo shoot by selecting a day when the weather is good, and we can piggy -back with photographing a meeting or event inside or outside the building. We will also review existing Dumas Bay photographs to see what might be usable for Web site and print use. Photo rights will be for unlimited use of the images in print collateral, advertising or Web site In addition to the half -day shoots, we will also provide basic digital processing. The deliverable will be large JPG images provided on a CD. Further digital enhancements (i.e., for a custom print fob) are not included as part of this proposal and will be billed at the consultant's hourly rate. Obtaining all model releases will be the responsibility of Dumas Bay Centre staff. TASKS 4 & 5: Print collateral and business suite Our team will write crisp and creative content that will describe, entice and "sell" the services and facilities at Dumas Bay. The exact mix of materials will be determined in discussions with staff. We will also use results from our communications audit and other research that flowed out of Task 1 to help us decide which type of materials will elicit the best results. For this proposal, we have included budget for the following materials_ • Two rack cards that can be used to target different audiences. They can be mailed as direct -mail, handed out at trade shows or inserted in a rental kit. (Quantity: 2000 per rack card; 4000 total) • Rental brochure (Quantity: 3750) • Ad template • • Presentation folder (Quantity: 1500) The rental brochure can be a self - mailer, easily popped into the mail to answer inquiries. It can also be inserted into rental kits or used as a leave- behind ,following trade shows. The brochure would incorporate the new brand, key messaging and new visual library. We wilt apply the new logo to a business suite that can be used to answer inquiries and provide rental estimates_ We will work with the printer to offer recycled paper stock. The business suite will include: • #10 business envelopes and letterhead, 2 colors front only (Quantity_ 3000 each) • Business cards, prints 2 colors front only, includes 2 sets of cards (Quantity: 1000) • Mailing labels, 3.3" x 4" 60# Stariiner labels, 2 colors front only (Quantity: 1000) All communication materials, print and electronic, will flow out of the look and feel developed as part of Task 2, clearly branding it as a Dumas Bay Centre communication. Files will be built in InDesign and handed off to the client for future updates. CIPAL A COMMUNICATIONS INC 8 27 VALUE ADDED Custom folder_ As an additional value, our proposal includes the design and printing of a custom presentation folder_ A well- designed folder reflecting the Centre's new identity can make a strong and positive first impression. A folder has great flexibility and can be used in many situations, from weddings to retreats. It also has a long shelf life. Rental inserts, such as a contract or the new facility brochure, can be slipped inside, creating the illusion that a prospective client is getting a customized packet, not a generic hand -out TASK 6: Create a tabletop exhibit for trade shows A tabletop display is a cost -effective way to advertise your facility at trade shows and exhibitions. It can be used for a variety of purposes and works well by itself or with other display units. Because of its size, a tabletop display is very portable and can be easily set up just about anywhere. Members of our team have written exhibit content or designed exhibit displays for clients including: • Nussbaum Group • lnnisbrook • King County booth: Green Building Expo • King County exhibit: Sustainable Connections: Art, Architecture & Product Design Because a tabletop display is considerably smaller than a regular display unit, its important to grab the attention of the audience quickly through content and'visuals. We'll incorporate the chosen color palette and other design elements to ensure a consistent look and feel with other Dumas Bay materials. Our estimate includes messaging and headlines, content, photography selection, design and layout, and fabrication oversight. We are recommending a 3 -panel fabric display board and our estimate includes that cost plus the printing, lamination and mounting of 3 large color prints (2 feet x 3 feet). TASK 7: Create content and design for Web pages For this task, we will develop the site architecture, write site content, design the wire frames and build up to ten (10) site pages with two unique templates describing the Dumas Bay Centre in Content Management System. We will conduct usability testing with up to four individuals, and will provide a two-hour training session with 1 to 2 staff members responsible for updating the site We will design a visually dynamic and engaging website that will promote the services, facilities and beautiful grounds of Dumas Bay. The site will be easy to navigate while efficiently incorporating engaging and compelling content_ We will also provide a finished VR tour of the facility, as specified in the RFP Our estimate includes shooting on location and preparing all files needed to post to the web. Note: This estimate does not include any custom database or custom dynamic programming (including Flash) or any Internet Explorer 6 or other browser hacks_ CIPALLA COMMUNICATIONS INC 9 28 VALUE ADDED Search engine optimization: As an additional value we will incorporate search- engine optimization (SEO) services for the new Web site This will help ensure that your web pages are accessible to search engines and are focused in ways to help improve the chances they will be found_ Our services will include_ • Competitive overview • Site statistics • Keyword research, analysis and identification • SEO copyediting and web page optimization • Submission to local search directories • Best practice tips • Google XML sitemap and SEO resources - TASK 8: HTML template We will develop an HTML email template that staff can use to alert current and prospective clients to rental specials, special holiday pricing, new products, and other news items. The template will incorporate the new logo and new look and feel. The design consistency will reinforce the new brand and will help elevate the rental materials to a new level of professionalism. We will provide copywriting for one special promotion, design framework and HTML coding for an initial template; Dumas Bay staff will be responsible for updating content to reflect new promotions or announcements. TASK 9: Dumas Bay cookbook We will work closely - with Chef Rob Sanders to help develop a cookbook based on his personal recipes. We will provide editing services for the chef's bio and up to 40 recipes. We will also design, format and print a limited run (up to 1,000 copies) of the cookbook. Our estimate is based on a 48 -page plus cover, spiral -bound cookbook, 5.5" x 8.5' with a 4 -color cover and 1 -color interior pages. VALUE ADDED Media outreach for cookbook launch: Our team has promoted several books for one of the Northwest's most well-known independent publishers (The Mountaineers Books) as well as promoted publications, including a celebrity cookbook, for The Smithsonian Institution Press. Using our experience in this specialized area, we will write an initial press release to launch the book and build a targeted media list for media outlets in the Pacific Northwest, including print and electronic, that would be open to promoting this new publication. Having an attractive, well- designed cookbook is important, but does not guarantee that consumers know it is available for sale. Our work will be helpful in creating awareness of this new publication and bolstering sales. CIPALLA COMMUNICATIONS INC. 10 29 TASK 10: Product labels Based on further discussions with Chef Rob..we will design a product label that can be used for the seasoning salt and taco-seasoning. Depending on how the product is packaged — i.e., whether in a jar or in a sealed plastic pouch — we may recommend a label that can be laser- printed in smaller quantities, using standard mailing labels_ Our research will help us determine which manufacturing options make the most sense for a limited run of both products. Metrics We will work with the Dumas Bay staff to identify a series of metrics by which we can measure whether our efforts have achieved results. We will recommend vehicles to use, such as audience surveys, website unique visitors, requests for information and comment cards, to name a few The three business goals set by the City will be the final determinant of our success. • CIPAIIA COMMUNICATIONS INC II 30 Budget TASKS SERVICES DIRECT COST Consulting Copy Design & HTML Hours Printingt Ad buys TOTAL COST & strategy Photo 1. Communications $6000 48 $11000 $17000 & Marketing/PR Plan __ 2. Logo, look and feel, $1000 $750 $3795 48.5 $5545 graphic standards 3. Visual library $1000 $2500 35 $3500 4. Pont materials 4.1 Brochure (Qty 3750) $300 $1200 $1540 29 $1200 $4240 4.2 Folder (Qty 1500) $150 $900 11 $1500 $2550 4.3 Rack cards (01y 2000 x 2) $300 $800 $1300 23.5 $1850 $4250 4.4 Ad template $300 $550. $500 12.5 $1350 5_ Business suite' $2000 23.5 $1895 $3895 . 6. Travel display $200 $750 $1000 18,5 $700 $2650 (incl. board & mounting! 7 Web site (inc./. virtual tours) $1000 $2300 $4640 $3500 113 • $11440 8. HTML template $100 $350 $300 8 $750 9. Cookbook (Qty. 1000) $500 $800 $2200 35 $4000 $7500 10. Product labels; research $500 $300 75 $800 SUBTOTAL $11350 $7150 $21025 $3800 $11145 $65470 Project management $2400 $2400 Kick -off team meeting $1500 $1500 Out -of- pocket $630 $630 TOTAL COST $15880 $7150 $21025 $3800 $11145 $11000 $70000 `Business suite to include: • 3,000 Letterhead, 8.5 x 11 Bright White 70# Sundance Felt Text l=eft (FSC Certified FSC Mixed Recycled 30.0%), printed 2 colors front in pms ink • 1,000 Business Cards - 2 names, 3.5 x 2 Bright White 100# Sundance Felt Cyr (FSC Certified FSC Mixed Recycled 30.0%), 2 sheets, printed 2 colors front in pms ink • 3,000 #10 Reg Eps, #10 Envelope Bright White 70# Sundance Felt Text Eps (11101 (FSC Certified FSC Mixed Recycled 30.0 %), printed 2 colors front in pms ink • 1,000 Mailing Labels, no deeds, 3.3 x 4 White 60# Stadiner Labels (4x3.33" - 6up) Perm, printed 2 colors front in pms ink t All printing estimates above include tax and 10 percent mark -up. Printing to be handfed by Cascade Print Media. Tacoma, Wash., if agreeable to the client. CIPALLA COMMUNICATIONS INC 12 31 Schedule The following schedule will keep us on track so that our work progresses smoothly and all task deadlines are met. More detailed production schedules for certain tasks, such as print materials, will be developed once the scope of work for these deliverables has been finalized. Task/Deliverable 2010 2011 8 9 10 11 12 1 2 3 Task 1 Marketing Plan Task 2: Logo; look & feel Task 3: Visual Libra y Task 4: Print materials 11111 — Task 5: Business suite Task 6: Travel di play Task 7: Website Task 8: HTML template _ Task 9: Cookbook Task 10: Product labels — CIPALLA COMMUNICATIONS INC 13 32 References • 1. Patrick Doherty, Economic Development Director City of Federal Way 253-835-2612 Patrick. Dohertyeci tyoffederalway.com Summary of services: Created a strategic tourism - marketing plan to enhance economic development in the number of visitors to the city and its key venues. Also provided marketing and media support and strategic plan for economic development initiatives, including a campaign to encourage businesses to relocate to the City, using the slogan, "Federal Way: For Businesses on the Move'" 2. Dave Goodwin Maritime Technologies Division Science Applications International Inc. (SAIC) 360 - 394 -8860 david.s_goodwin@saic.com Summary of services: Served as a subconsultant to SAIC on a six -year contract to provide strategic planning, project coordination, and communication services to King County's Department of Natural Resources for the LinkUp program, Construction Works program and other county environmental initiatives. 3. Helen Cherullo Braided River/The Mountaineers Books 206 - 223 -6303 x122 helenc @moon taineersbooks. org Summary of services: Developed the brand and tagline for anew line of books called Braided River and created •the promotional launch strategy. Wrote content and provided design for Braided River's launch Web site including an electronic press kit which was housed on the site Also handled national media outreach and author book tours for several Braided River's books, including The Last Polar Bear and Salmon in the Trees. Provided media training for three Braided River authors. and the publisher. C1PALLA COMMUNICATIONS INC. 14 33 APPENDIX A — TEAM BIOS Rita Cipalla — Cipalla Communications Inc. 2620 2nd Avenue North, Seattle, WA 98109 T 206- 281 -9021 E: cipcomeearthlink.net Professional highlights Provides strategic consulting to government agencies, foundations, tourism venues and nonprofit organizations on marketing communications, public relations and media outreach. Has developed creative media pitches and worked with regional and national media, generating coverage for clients in broadcast and print media, such as USA Today, NPR, TODAY, Good Morning America, Washington Post and New York Times. Successfully creates and promotes events and venues with high media and public visibility. Orchestrated media campaigns (local and national) for Frye Art Museum, Burke Museum of Natural History, Bellevue Art Museum, Seattle Aquarium, Seattle Symphony, Seattle Repertory Theatre, King County and Odyssey: The Maritime Discovery Center. Managed international press events for the White House, U.S. State Department. Develops communications materials - brochures, newsletters, press kits and reports - to clients including Washington Dental Service Foundation, San Francisco Foundation, United Indians for All Tribes Foundation, American,Cancer Society, The Mountaineers Books, Philanthropy Northwest, Campion Foundation, Weyerhaeuser and more Writes award- winning feature stones on science, history and travel topics, published in Air & Space /Smithsonian Magazine, New York Daily Post, Chicago Tribune, Seattle Times, LA Times, others. Professional experience • 1991 - Present President, Cipalla Communications Inc., Seattle, Wash. 1982 -1990 Assistant Director for Communications National Air and Space Museum, Smithsonian Institution, Washington, D.C. Education University of Dayton: B.A., English /Journalism. Cum Laude University of Dayton: M.A., English. Awarded 2 - year graduate assistantship Awards Public Relations Society of America, Puget Sound chapter 2000 Award of Excellence for LinkUp launch. Client: King County Solid Waste Division 1997 Award of Excellence for sponsor kit. Client: American Cancer Society 1995 Totem Award for media event. Client: Seattle Repertory Theatre International Association of Business Communicators, Puget Sound chapter 2000 Certificate of Merit for feature writing- Client: Smithsonian Institution CIPALCA COMMUNICATIONS INC. 15 34 Scott Wesley Marlow — Marketing by Marlow 6047 42nd Ave SW1 Seattle, WA 98136 • Professional experience PRINCIPAL, 2005 - present, Marketing by Marlow, Seattle, Washington Services focus on business development, communications, online marketing, promotions, and • project management. MARKETING DIRECTOR, 2001 - 2005, Cascade Bicycle Club, Seattle, WA Largest recreational bicycle club in the nation - over 6,000 Puget Sound members Responsible for recruiting and managing title, presenting and other sponsors for nine events. Developed and coordinated club -wide marketing campaigns that increased event participation, and promoted bicycle safety. Redesigned web site; coordinated RFP process with 20+ vendors, and site requirements with eight standing committees, plus staff. Managed and maintained website for 27,000 unique visitors per month and 100,000 visitors per month. DIRECTOR BUSINESS DEVELOPMENT 2000 - 2001 360 Powered Corp_, Seattle, WA 360 developed a distributed search and indexing technology. BUSINESS DEVELOPMENT MANAGER, 1999 - 2000, Driveway Corp_, Seattle, WA ACCOUNT EXECUTIVE, 1998, Chinook Press, Seattle, Washington MARKETING DIRECTOR, 1997 - 1998, Progressive Travels, Seattle, WA Active tour operator offering European adventure vacations to consumers. Managed consumer and trade advertising - including monthly direct mail program; annual trade shows; and public relations through comprehensive editorial calendar and marketing of media kits. Developed annual marketing budget_ Managed Filemaker database and website. DIRECTOR OF SALES & MARKETING, 1993 - 1997, Nootka Hotels, Inc, Seattle, WA independent hotel managemeru company. Developed marketing department for new 102 room hotel. Responsibilities included advertising, market research, promotions, public relations and sales. Developed marketing strategies and programs and produced marketing collateral and Internet advertising. Developed MS Access customer database and automated sales process. Implemented Computer Reservation System to market to travel agencies. Published quarterly newsletter. Education Bachelor of Science Degree. Marketing, Indiana University School of Business, Bloomington, IN, university Honor's Division, GPA 3.2 Executive Effectiveness Workshop, Compass Management Group, 1997 CIPALrA COMMUNICATIONS INC 16 35 S • Joan van den Berg — van den Berg Design 10023 NE 155th Street Bothell, WA 98011 Professional experience PRINCIPAUDESIGNER, 1998 - present, van den Berg Design, Seattle, WA My range of creative services results in successful design projects from concept through completion. Extensive design skills include art direction, design theme, layout, and production experience in the creation of advertising, brochures, direct mail, logo design, illustration, web pages and newsletters for corporations, non - profit organizations, and small businesses. Select client list Big Shrimpy Climate Solutions CityClub DJR Environmental Media Services Federal Way Tourism Grundens Hearst Corporation lnnisbrook Wraps Mason & Crown Catering Northwest Concrete Masonry Assoc. Nussbaum Group Pyramid Communications PY cations Seattle P -1 StarFlower Foundation Swedish Cultural Center WACAP Washington Water Trust GRAPHIC DESIGNER /MANAGER, 1996 -1998, Danger Island Design, Seattle, WA Collaborated with clients to create a design vision for all types of marketing and sales materials. Managed design, production, estimating, project/print management and freelance designers. GRAPHIC DESIGNER, 1993 -1995, Automated Graphic Imaging, Washington, D.C. Responsible for creative design for a large customer base at a $30 million printing . company. Designed all types of book covers, marketing and promotional materials. ADVERTISING GRAPHIC ARTIST, 1991 -1993, Hi -Gear Auto, Hyattsville, MD Designed ad inserts placed in The Washington Post for a chain of 64 stores. Scanned, - illustrated and colored product line art. Produced final scats and created extensive library of product line art. GRAPHIC ARTIST /ILLUSTRATOR, 1990 -1991, Marcom Design Co., Alexandria, VA Created ads, designed logos, marketing materials, corporate identity packages, and illustrations. Education - Bachelor of Arts Degree, State University of N.Y at Geneseo Cum Laude CIPAILA COMMUNICATIONS INC. 17 36 _ ... . ..... ... . ..... COUNCIL MEETING DATE: 91- 2010 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: AGREEMENT FOR WORK CREW SERVICES POLICY QUESTION: Should the city/court contract with Washington State Department of Corrections (DOC) for Work Crew services for defendants sentenced for crimes in the City of Federal Way? COMMITTEE: Parks/Recreation /Human Services/Public Safety MEETING DATE: $,4.02010 CATEGORY: Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other REPORT BY: Judge David A. Larson/Court Administrator Susanne White DEPT: Municipal Court Attachments: Memorandum of Agreement with the Washington State Department of Corrections (DOC). Background: Jail costs are influenced by the number of options available to hold defendants accountable. Work crew is an option that has been viable in many jurisdictions for years. The downside to work crew is that it requires city resources to support supervision and to account for potential liability exposures. The proposed agreement with the Washington State Department of Corrections for Work Crew services provides work crew as an option yet eliminates the overhead required to meet staffing and liability needs. DOC assumes all liability and expenses and the defendant pays for the option (except for indigent defendants). The city saves the cost of housing the defendant in a contract jail or in SCORE once it is operational. Options Considered: 1). Authorize the agreement between the City of Federal Way Municipal Court and the Washington State Department of Corrections for Work Crew services. 2). Authorize the agreement between the City of Federal Way Municipal Court and the Washington State Department of Corrections for Work Crew services with modifications. 3). Not authorize the agreement between the City of Federal Way Municipal Court and Washington State Department of Corrections for Work Crew Services and provide guidance. STAFF RECOMMENDATION: Council authorize an agreement between the City of Federal Way Municipal Court and the Washington State Department of Corrections for Work Crew Services. CITY MANAGER APPROVAL: tiv DIRECTOR APPROVAL: Committee Council COMMITTEE RECOMMENDATION: Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: "I move approval of the Memorandum of Agreement with the Washington State Department of Corrections (DOC) for Work Crew services." • (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1 ST reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 02/06 /2006 RESOLUTION # MEMORANDUM OF AGREEMENT BETWEEN CITY OF FEDERAL WAY BY AND THROUGH THE FEDERAL WAY MUNICIPAL COURT AND THE WASHINGTON STATE DEPARTMENT OF CORRECTIONS THIS MEMORANDUM OF AGREEMENT is entered into this 1 day of July, 2010. The parties ( "Parties ") to this Agreement are the City of Federal Way ( "CFW ") a Washington municipal corporation by and through the Federal Way Municipal Court ( "Court"), and the Washington State Department of Corrections ( "DOC "). IT IS THE PURPOSE OF THIS AGREEMENT to provide Community Restitution crew participation as an alternative for the CFW Municipal Court sentences /sanctions. THEREFORE, IT IS MUTUALLY AGREED THAT: STATEMENT OF WORK The DOC and the CFW and Court shall furnish the necessary personnel, equipment, material, and /or service(s) and otherwise do all things necessary for or incidental to the performance of the work set forth in Attachment "A ", attached hereto and incorporated herein. PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance of this Agreement shall commence on August 1, 2010 through July 31, 2011, unless terminated sooner as provided herein. Such term may be extended by the mutual agreement of the parties. Any such extension shall be evidenced by a properly completed written amendment to thus Agreement. PAYMENT DOC shall receive $15.00 per day for any crew day completed by a CFW worker on the Seattle DOC work crew or for any CFW crew worker that "walks- away," is injured or is dismissed from crew after 12:00 Noon on any workday. The cost of Industrial Insurance coverage for each CFW Community Restitution crew worker is included in the daily reimbursement amount for a crew worker. BILLING PROCEDURE The DOC shall submit monthly invoices to the CFW by the 25"' of the month detailing the CFW crew worker hours worked and the worker daily rate. Payment to the DOC for approved and completed work will be made by warrant or account transfer by the CFW within 30 days of receipt of the invoice. Upon expiration of the Agreement, any claim for payment not already made shall be submitted within 30 days after the expiration date or the end of the fiscal year, whichever is earlier. State of Washington K8590 Page 1 ;? Department of Corrections RECORDS MAINTENANCE The parties to this Agreement shall each maintain books, records documents and other evidence which sufficiently and properly reflect all direct and indirect costs expended by either party in the performance of the service(s) described herein_ These records shall be subject to inspection, review, or audit by personnel of both parties, other personnel duly authorized by either party, the Office of the State Auditor, and federal officials so authorized by law. All books, records, documents, and other material relevant to this Agreement will be retained for six years after expiration and the Office of the State Auditor, federal auditors, and any persons duly authorized by the parties shall have full access and the right to examine any of these materials during this period. Records and other documents, in any medium, furnished by one party to this agreement to the other party, will remain the property of the furnishing party, unless otherwise agreed_ The receiving party will not disclose or make available this material to any third parties without first giving notice to the furnishing party and giving it a reasonable opportunity to respond. Each party will utilize reasonable security procedures and protections to assure that records and documents provided by the other party are not erroneously disclosed to third parties. RIGHTS IN DATA Unless otherwise provided, data which originates from this Agreement shall be "works for hire" as defined by the U.S. Copyright Act of 1976 and shalt be owned by the Department of Corrections. Data shall include, but not be limited to, reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes, and /or sound reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights. INDLPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. INDEMNIFICATION DOC, its agents, or employees assumes responsibility for any damages resulting solely from the negligence of DOC, its agents, or employees. To the extent permitted by law, DOC shall be required to indemnify, defend, and hold harmless CFW only to the extent the claim is caused solely by the negligent acts or omissions of DOC, its agents, or employees. CFW, its agents, or employees assumes responsibility for any damages resulting solely from the negligence of CFW, its agents, or employees. To the extent permitted by law, CFW shall be required to indemnify, defend, and hold harmless the DOC to the extent the claim is caused solely by the negligent acts or omissions of CFW, its agents, or employees. In accordance with the laws of the state of Washington, if both parties to this agreement are negligent and jointly liable, each party will assume responsibility for its own negligent acts or omissions_ State of Washington K8590 Page 2 of 5 Department of Corrections 108364 39 AMENDMENTS This Agreement may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. TERMINATION Either art may y ay terminate this Agreement by giving the other party ten working days Y9 9 P Y 10 t) 9 s Y written notification. If this Agreement is so terminated, the parties shall 9 p a I be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. In addition, DOC may terminate this Agreement upon written notification and without the ten -day notice required if DOC is unable to perform the services herein due to a policy or procedure change by the Secretary of DOC, a change in the law, or judgment of any court. TERMINATION FOR CAUSE If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within 15 working clays. If failure or violation is not corrected, this Agreement may be terminated immediately by written notice of the aggrieved party to the other. DISPUTES In the event that a dispute arises under this Agreement, it shall be determined by a Dispute Board in the following manner. Each party to this Agreement shall appoint one member to the Dispute Board. The members so appointed shall jointly appoint an additional member to the Dispute Board. The Dispute Board shaft review the facts, agreement terms, and applicable statutes and rules and make a determination of the dispute_ The determination of the Dispute Board shall be final and binding on the parties hereto. As an alternative to this process, either of the parties may request intervention by the Governor, as provided by RCW 43.17.330, in which event the Governor's process will control_ PUBLIC INFORMATION Neither party shall arrange for news media coverage relative to this Agreement that would specifically include offenders without the consent of the other party, nor shall either party release information to the news media relative to this Agreement concerning offenders without the consent of the other party to the extent allowed by law. GOVERNANCE This Agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this Agreement shall be construed to conform to those laws. State of Washington K8590 Page 3 of 5 Department of Corrections 108364 40 in the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: a Applicable state and federal statutes and rules; b. Statement of Work; and c_ Any other provisions of the agreement, including materials incorporated by reference_ ASSURANCES The parties agree that all activity pursuant to this Agreement will be in accordance with all applicable current or future federal, state, and local laws, rules, and regulations_ ASSIGNMENT The work to be provided under this Agreement, and any claim arising thereunder, is not assignable or delegable by either party in whole or in part, without the express prior written consent of the other party, which consent shall not be unreasonably withheld. WAIVER A failure by either party to exercise its rights under this Agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this Agreement unless stated to be such in a writing signed by an authorized representative of the party and attached to the original Agreement. SEVERABILITY If any provision of this Agreement or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision, if such remainder conforms to the requirements of applicable law and the fundamental purpose of this Agreement, and to this end, the provisions of this Agreement are declared to be severable. ALL WRITINGS CONTAINED HEREIN This Agreement contains all the terms and conditions agreed upon by the parties_ No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. CONTRACT MANAGEMENT The Program Manager for each of the parties shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement. State of Washington K8590 Page 4 of 5 Department of Corrections 108364 41 The Program Manager for the Department is: James Thorbum, Program Manager Department of Corrections 851 Popular PI. S. Seattle, WA 98144 Telephone: (206) 726 -6719 E -Mail: james.thorburn(ajdoc.wa.gov The Program Manager for the Court is: Susanne White, Court Administrator City of Federal Way Municipal Court PO Box 9717 Federal Way, WA 98063 -9717 Telephone: (253) 835 -3000 E- Mail: fw.court(c�cityoffederalway.com IN WITNESS WHEREOF, the parties have executed this Agreement. CITY OF FEDERAL WAY STATE OF WASHINGTON FEDERAL WAY MUNICIPAL COURT DEPARTMENT OF CORRECTIONS The Honorable Da d A. Larson Dat: Gary Banning, Administrator Date Presiding Judg- Contracts and Legal Affairs City Manager /Police Chief Date City Clerk, Carol McNeilly, CMC Date City Attorney, Patricia A. Richardson Date THIS INTERAGENCY AGREEMENT HAS BEEN APPROVED AS TO FORM BY THE OFFICE OF THE ATTORNEY GENERAL State of Washington K8590 Page 5 Department of Corrections 10836 42 I _ ATTACHMENT A SCOPE OF WORK The DOC provides: 1. A work crew supervisor (DOC Correctional Officer) seven (7) days per week to pick up CFW crew workers at a designated Federal Way pick -up location. The DOC Correctional Officer will supervise up to a maximum of five (5) CFW crew workers per day or up to the number of transport seats available for crew workers after any DOC or Seattle Municipal Court workers have been seated at the Federal Way pick -up point. A maximum of 10 crew workers will be transported from the CFW pick -up location on any given Community Restitution crew day. 2_ Project coordination, record keeping and reporting, as defined in this Agreement, under Records Maintenance, through a Community Corrections Program Manager with assistance from clerical staff. 3. Written documentation to the CFW Court within 48 hours of any incident in which a CFW crew worker was dismissed, from a DOC Community Restitution crew for disciplinary or safety reasons and will include a recommendation for the temporary or permanent dismissal of the crew worker from further work crew participation. Note: DOC reserves the right to dismiss a CFW crew worker from a DOC Community Restitution work crew for disciplinary or safety reasons. EQUIPMENT 4. Operating vehicles and shall maintain vehicles and equipment required to meet the scope of work_ 5. Litterbags, and necessary tools, equipment and supplies to accomplish the scope of work. TRAINING 6. Training for Community Restitution crew worker, as necessary, in the handling of illegally dumped materials, or pertaining to watershed plantings, removals or cleanups. 7_ Training for Correctional Officers, as follows: • Personnel Orientation • CPR • First Aid /Infectious Disease Control • Flag Person Certification • Defensive Driving • Record Keeping • Safety Meetings • Incident Review 8. Training for CFW Community Restitution crew workers, as follows: State of Washington K8590 Page 1 of 2 Department of Corrections Attachment A 43 • Orientation to work crew • Safety orientation — comprised of a standard orientation to sharps, public contact, seat belts, and related safety issues. - RECORD KEEPING AND REPORTING REQUIREMENTS 9. Records maintenance, detailing the daily participation of all CFW crew workers in Seattle Community Restitution crew activities. These shall be submitted to CFW on a monthly basis with the invoice, and shall include, but not be limited to the following: • Identify each CFW crew worker by name, CFW Court case number and dates worked. • Provide a total of CFW Community Restitution crew worker hours completed, supervisor hours and the daily Community Restitution crew worker rate. 10. Copies of any media reports, comments or written press reports regarding the work completed specific to this Agreement to the CFW Court. 11. The inspection and audit of all books and records of DOC which are pertinent to this Agreement, as the CFW or Court deems necessary after the expiration or termination of this Agreement. The CFW or Court: 1. Provides the initial screening for all perspective CFW crew workers for any physical or mental health limitations that would restrict a Community Restitution crew worker from participating on a DOC Community Restitution crew in a safe manner. 2. Completes the DOC referral (to include required criminal history information) and screening questionnaire with the CFW crew worker, and insure that these documents have been received by DOC prior to the crew worker's first Community Restitution crew day. 3. Reimburses DOC within thirty (30) days of receipt of the monthly DOC Invoice, after review and approval of DOC Invoice expenses. CFW Community Restitution Crew Workers: Assist other Community Restitution crew workers in cleanups of litter and illegal dumping, vegetation cutting and /or removal, or other general labor as defined in the current Seattle DOC WORKCREW contract obligations or as requested and approved by the Program Manager. State of Washington K8590 Page 2 of 2 Department of Corrections Attachment A 44 • COUNCIL MEETING DATE: - iV J ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Secure Our Schools (SOS) COPS grant application. POLICY QUESTION: Should the Ciry of Federal Way / Police Department accept the SOS COPS grant if awarded and if matching finds can he found to fund an updated UHF radio system for Federal Way Public Schools' CONDIITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: August 10, Council Committee - (PRHS &PS) 2010 CATEGORY: Li Consent ❑ Ordinance I 1 Public Hearing 1 City Council Business 111 Resolution ® Other STAFF REPORT BY: SANDY TUDOR, LIEUTENANT DEPT: Police Department Attachments: 1. PRHS &PS Memo 2. SOS COPS Grant Application Excluding Sections which are not applicable (Sec's 5, 9, & 14B) Options Considered: 1. Accept the grant 2. Reject the grant STAFF RECOMMENDATION: Staff recommends Option 1. '13 %° CITY MANAGER APPROVAL: ft,AiND 'DIRECTOR APPROVAL: AL— Committee Council Comm thee Council COIYQMIITTEE RECOMMENDATION: PRHR &PS recommends Option Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: ` move approval of accepting the Secure Our Schools grant if it is awarded and matching funds• can be found. (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1 reading ❑ TABLED /DEFERRED /NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED - 02 =2006 RESOLUTION # • 45 CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: August 10, 2010 TO: Parks, Recreation, Human Services and Public Safety Council Committee VIA: Brian J. Wilson, City Manager /Police Chief FROM: Andy Hwang, Assistant Chief of Police SUBJECT: Approval of a request for a Secure Our Schools Grant Background The Federal Way Police Department (FWPD) and Federal Way Public Schools (FWPS) have a long history of collaboration. The school resource officers (SROs) and the FWPS security officers have worked together to keep the schools safe and make the learning environment conducive to academic achievement. Over the years, it has become evident that the current UHF (450 -470 MHz) radio system, owned by FWPS, is deficient for communication within school campuses. The SROs, school security, and school administrators use this as a primary means of communication within the campus everyday for disruptive students, fights, medical emergencies, and a variety of other criminal and non - criminal issues. These radios transmit well within school buildings, but are incapable of transmitting or receiving information off campus grounds. Because of the small range on these radios, SROs and school security cannot communicate with the school campuses by radio when more than a block away from the school. Additionally, the system does not allow for intercommunication between the schools, transportation, school security, and SROs. The deficiency in this radio system has caused significant student, staff, and officer safety issues over the years. In June, a Community Oriented Policing Services (COPS) grant opened up for applications. This particular grant is called "Secure Our Schools." The grant is specifically for a law enforcement agency to apply for with the purpose of partnering with their local school district on a school safety project. The grant requires matching funds from the applicant agency. A proposal to update and expand the UHF radio system was prepared. The total cost of the enhanced system is approximately $56,200. The Greater Federal Way Emergency Operations Oversight Committee (GFW EOC) was approached with the project for two reasons. The first is that this updated radio system is a reliable system that could be used by the GFW EOC in case of a catastrophic event. The second is to inquire as to whether the GFW EOC might have funding to make up the matching funds. The GFW EOC was very interested in the project and will discuss the amount of funding available in future meetings. 1 46 The grant was submitted on July 15t to prevent loosing this opportunity. The details of funding the matching grant portion, approximately $28,100, will be explored over the next few months. A potential funding option is for the matching fund amount to be divided between the FWPD (seizure funds), the FWPS, and the GFW EOC. This would equate to approximately $9,366 for each entity. The grant can be declined if awarded and the matching funds are not obtained. 2 47 4pplication for Federal Assistance SF-424 Version 02 OMB Number: 4040 -0004 Expiration Date: 03/31/2012 1. Type of Submission: 2. Type of Application: If Revision, select appropriate letter(s) Preapplication New Other (Specifty) © Application ci Continuation' fl Changed /Corrected Application fl Revision 3. Date Received : 4. Applicant Identifier: 6/17/2010 WA01736 5a. Federal Entity Identifier: 5a. Federal Award Identifier. state Use Only: 6. Date Received by State: 7. State Application Identifier. . APPLICANT INFORMATION: a_ Legal Name: Federal Way, City of b. Employer/Taxpayer Identification Number (EIN/TIN): c. Organizational DUNS: 911462550 612509901 . Address: Street 1: 33325 8th Ave S Street 2: City: Federal Way • County: State: WA Province: Country: Zip / Postal Code: 98063 Organizational Unit: Department Name: Division Name: Police Department Contract Services Name and contact information of person to be contacted on matters involving this ■placation: Prefix: First Name: Sandra Middle Name: Last Name: Tudor Suffix: Title: Lieutenant Organizational Affiliation: Lieutenant of Contract Services Telephone Number: 2538356814 Fax Number: 2538356898 Email: sandy.tudor@cityoffederalway_com 48 Application for Federal Assistance SF-424 Version 02 9. Type of Applicant 1: Select Applicant Type: Type of Applicant 2: Select Applicant Type: Type of Applicant 3: Select Applicant Type: Other (Specify): 10 Name of Federal Agency: Office of Community Oriented Policing Services 11. Catalog of Federal Domestic Assistance Number: CFDA # = 16.710 CFDA Title: Public Safety Partnership And Community Policing Grants • 12 Funding Opportunity Number: 13. Competition Identification Number: 14. Areas Affected by Project (Cities, Counties, States, etc.): Federal Way Public Schools 15. Descriptive Title of Applicant's Project: School and Police Radio Communication Improvement Project 49 1pplication for Federal Assistance. SF-424 Version 02 16. Congressional Districts Of: b. Program /Project: a_ Applicant: Tudor Sandra 17. Proposed Project: a_ Start Date: 1/1/2010 b. End Date: 12/31/2011 8. Estimated Funding ($): a. Federal 28096 b. Applicant c. State d. Local e. Other f. Program Income g. TOTAL 28096 9. Is Application Subject to Review By State Under Executive Order 12372 'rocess? ❑ a. This application was made available to the State under the Executive Order 12372 Process for review on ❑ b. Program is subject to E.O. 12372 but has not ® c. Program is not covered by E. been selected by the State for review. O. 12372 0. Is the Applicant Delinquent On Any Federal Debt? (If "Yes ", provide explanation.) ❑ . Yes © No _ 21. *By signing this application, I certify (1) to the statements contained in the list of certifications ** and (2) that the statements herein are true, complete and accurate to the pest of my knowledge. 1 also provide the required assurances ** and agree to comply with any resulting terms if 1 accept an award. 1 am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U. S. Code, Title 218, Section 1001) By clicking this box and typing my name below, 1 also certify that I have been legally and officially authorized by the appropriate governing body to submit this application and act on behalf of the grant applicant entity. 1 certify that 1 have read, understand, and agree, if awarded, to abide by all of the applicable grant compliance terms and conditions as outlined in the COPS Application Guide, the COPS Grant Owner's Manual, assurances, certifications and all other applicable program regulations, laws, orders, or circulars. In addition, I certify that the information provided on this form and any attached forms is true and accurate to the best of my knowledge_ I understand that false statements or claims made in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by law to the federal government. © I AGREE . The certifications and assurances as well as grant terms and conditions can be reviewed at www.cops.usdoj / ? ? ? ?. 1uthorized Representative: Prefix: Title: Lieutenant Middle Name: First Name: Sandra Last Name: Tudor Suffix: Telephone Number: 2538356814 Fax Number: 2538356898 Email: sandy_tudor @cityoffederalway.com Signature (Typed Name) of Authorized Representative: Sandra Tudor Date Signed: 6/18/2010 50 pplication for Federal Assistance SF-424 Version 02 3plicant Federal Debt Delinquency Explanation ie following should contain an explanation if the Applicant organization is delinquent of any Federal Debt_ • 51 OMB Control Number: 1103 -0098 Expiration Date: 05/31/2013 COPS Application Attachment to SF-424 SECTION l: COPS PROGRAMREQUEST Federal assistance is being requested under the following COPS program: Select the COPS grant program for which you are requesting federal assistance. A separate application must be completed for each COPS program for which you are applying. Please ensure that you read, understand, and agree to comply with the applicable grant terms and conditions as outlined in the COPS Application Guide before finalizing your selection_ CHECK ONE PROGRAM OPTION ONLY Secure Our Schools SECTION 2: Agency Eligibility Information A. Type of Agency (select one) © Law Enforcement n Non -Law Enforcement From the list below, please select the type of agency which best describes the applicant. Law Enforcement Entities Municipal Police 52 SECTION 2: Agency Eligibility Information Eligibility questions for SOS Applicants only: The application assurance question must be answered by all SOS applicants and subset questions 1, 2 or 3 should be completed based on agency type checked: Application Assurance Question: Was this application prepared after consultation with individuals not limited to law enforcement officers (such as school violence researchers, child psychologists, social workers, teachers, principals, and other school personnel) to ensure that the improvements to be funded under the grant are — (A) consistent with a comprehensive approach to preventing school violence; and (B) individualized to the needs of each school at which those improvements are to be made? N Yes n No (Subset 1 Municipal Police /County Police /Sheriff's /State Police Agency, Tribal Police etc. (any agency other than school district police department and university/college)) Is your agency partnering with a school /school district? 1 "I Yes C No (Subset 2 School District Police) Is your agency a school district which through authorization by its state and/or local legislative authority has its own police department separate from the local sheriff's, county police, or municipal police agency? n Yes © No (Subset 3 Public or Private University/College Police) Is your agency a university or college which has a primary or secondary school on its campus? n Yes FX1 No (All SOS Applicants) Does your agency have primary law enforcement authority for the schools /school districts targeted through this grant proposal? Note: An agency with primary law enforcement authority is defined as the first responder to calls for service for all types of criminal incidents within the schools targeted. Yes n No Are the schools /school districts targeted through this grant proposal all primary or secondary schools (Le., kindergarten through 12th grade)? !XI Yes I No Do these schools all teach the basic school curriculum (e.g., math, science, reading)? N Yes r No Will the funds awarded solely benefit the primary or secondary schools targeted through this grant proposal? I I Yes N No Section 3: GENERAL AGENCY INFORMATION A. Applicant ORI Number: WA01736 The ORI number is assigned by the FBI and is your agency's unique identifier. The COPS Office uses the first seven characters of this number. The first two letters are your state abbreviation, the next three numbers are your county's code, and the next two numbers identify your jurisdiction within your county. If you do not currently have an ORI number, the COPS Office will assign one to your agency for the purpose of tracking your grant. ORI numbers assigned to agencies by the COPS Office may end in "ZZ." B.Applicant Data Universal Numbering System (DUNS) Number: 612509901 A Data Universal Numbering System (DUNS) Number is required A DUNS number is a unique nine or thirteen digit sequence recognized as the universal standard for identifying and keeping track of entities receiving federal funds. For more information about how to obtain a DUNS number, please refer to the "How to Apply" section of the COPS Application Guide. C.Central Contractor Registration (CCR) All applicants (other than individuals) are required to maintain current registrations in the Central Contractor Registration (CCR) database. The CCR database is the repository for standard information about federal financial assistance applicants, recipients, and sub - recipients_ For more information about how to register with the CCR, please refer to the "How to Apply" section of the COPS Application Guide_ Please note that applicants must update or renew their CCR at least once per year to maintain an active status. Does your agency have an• active registration with the Central Contractor Registration database? Note: Your Agency must have an active registration with the CCR. If your agency is not registered, • please register now by going to the following web address: https : / /www.bpn.gov /ccr /default_aspx • Yes a No D. Geographic Names Information System (GNIS) ID: 2410494 . Please enter your Geographic Names Information System (GNIS) Identification Number_ This is a unique ID assigned to all geographic entities by the U.S. Geological Survey. To look up your GNIS Feature ID, please go to the website: http : / /geonames.usgs.gov /domestic /index_html. For more information about how to obtain a GNIS number, please refer to the "How to Apply" section of the COPS Application Guide. E. Cognizant Federal Agency: Department ofJustice Select the legal applicant's Cognizant Federal Agency. A Cognizant Federal Agency, generally, is the federal agency from which your jurisdiction receives the most federal funding. Your Cognizant Federal Agency also may have been previously designated by the Office of Management and Budget. Applicants that have never received federal funding should select the "Department of Justice" as the Cognizant Federal Agency. 54 Section 3: GENERAL AGENCY INFORMATION F. Fiscal Year: 1/1/2010 To: 12/31 /2010 Enter the date of the legal applicant's fiscal year. G. Service Population L Enter the total population of the government entity applying for this grant using the latest census estimate available in the American FactFinder at ov. . htt : //FactFinder.cen u p s sg 84988 2_ Check here if the population of the entity applying for this grant is not represented by U.S. Census figures (e.g., colleges, special agencies, school police departments, etc.)_ C (If checked, complete 2a — 2b.) 2a. If the population of the entity applying for this grant is not represented by U_S_ Census figures, please indicate the size of the population as of the latest available estimate: 0 2b. Please indicate the source of this population estimate: (e.g., website address) 3. What is the actual population your department serves as the primary law enforcement entity? This may or'may not be the same as the population specified above. For example, a service population may be the census population minus incorporated towns and cities that have their own police department within your geographic boundaries or estimates of ridership (e.g., transit police) or visitors (e.g., park police). 84988 • 3a. If applicable, please explain why the service population differs from the census population: • H. Law Enforcement Agency Sworn Force Information 1. Enter the Fiscal Year Budgeted Sworn Force Strength for each year below. The budgeted number of sworn officer positions is the number of sworn positions funded in your agency's budget, including. funded but frozen positions, as well as state, Bureau of Indian Affairs, and/or locallyfunded vacancies. Do not include unfunded vacancies or unpaid/reserve officers. a. Number of officers funded in agency's current fiscal year budget: Full -Time: 135 Part-Time: 0 2_ Enter the FiscalYear Actual Sworn Force Strength as of the date of this application: The actual number of sworn officer positions is the actual number of sworn positions employed by your agency as of the date of this application. Do not include funded but currently vacant positions or unpaid positions. a. Number of officers employed by your agency as of the date of this application: Full -Time: 130 Part -Time: 0 5 5 SECTION 4: EXECUTIVE INFORMATION Note: Listing individuals without ultimate programmatic and financial authority for the grant could delay the review of your application, or remove your application from consideration. A. Law Enforcement Executive /Agency Executive Information: For Law Enforcement Agencies: Enter the law enforcement executive's name and contact information. This is the highest ranking law enforcement official within your jurisdiction (e.g., Chief of Police, Sheri or equivalent)_ For Non -Law Enforcement Agencies: Enter the highest ranking individual in the applicant agency (e.g., CEO, _ President. Chairperson, Director) who has the authority to apply for this grant on behalf of the applicant agency_ If the grant is awarded, this position would ultimately be responsible for the programmatic implementation of the award_ Title: Chief of Police Interim: J First Name: Brian MI: Last Name: Wilson Suffix: Agency Name: Federal Way, City of Street Address 1: PO Box 9718 Street Address2: City: Federal Way State: WA Zipcode: 98063 Telephone: 2538356701 Fax: 2538356739 Email: brian_wilson @cityoffederalway.com B. Government Executive /Financial Official Information: • For Government Agencies: Enter the government executive's name and contact information. This is the highest - ranking official within your jurisdiction (e.g., Mayor, City Administrator, Tribal Chairman, or equivalent)_ For Non - Government Agencies: Enter the name and contact information of the financial official who has the authority to apply for this grant on behalf of the applicant agency (e.g., Treasurer). lithe grant is awarded, this position would ultimately be responsible for the financial management of the award Please note that information for non - executive positions (e.g_, clerks, trustees, etc.) is not acceptable_ Title: Municipal Manager Interim: First Name:. Brian MI: Last Name: Wilson Suffix: Agency Name: City of Federal Way Street Address!: P.O. Box 9718 Street Address2: City: Federal Way State: WA Zipcode: 98063 Telephone: 2538356701 Fax: 2538356739 Email: brian .wilson @cityoffederalway.com 56 SECTION 6: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY COPS Office grants must be used to reorient the mission and activities of law enforcement agencies toward the community policing philosophy or enhance their involvement in community policing. The following is the COPS Office definition of community policing that emphasizes the primary components of community partnerships, organizational transformation, and problem solving_ Community policing is a philosophy that promotes organizational strategies, which support the systematic use of partnerships and problemsolving techniques, to proactively address the immediate conditions that give rise to public safety issues, such as crime, social disorder, and fear of crime. The COPS Office has completed the development of a comprehensive community policing self - assessment tool for use by law enforcement agencies. Based on this work, we have developed the following list of primary sub- elements of community policing. Please refer to the COPS Office web site (www.cops.usdoj.gov) for further information regarding these sub - elements. Community Partnerships: Organizational Transformation: Problem Solving: Collaborative partnerships between the law The alignment of organizational The process of engaging in the enforcement agency and the management, structure, personnel and proactive and systematic examination individuals and organizations they serve to information systems to support of identified problems to develop both develop solutions to problems and community partnerships and proactive effective responses that are rigorously increase trust in police. prttblem- solving efforts. evaluated. Agency Management Other Govemmetnt Agencies Climate and culture Community Members /Groups Leadership Scanning: Identifying and Non - Profits/Service Providers Labor relations prioritizing problems Private Businesses Decision- making Analysis: Analyzing problems Media Response: Responding to Strategic planning Policies problems Organizational evaluations Assessment: Assessing Transparency problem-solving initiatives Using the Crime Triangle to focus on immediate conditions (Victim /Offender/Location) Organizational Structure Geographic assignment of officers Despecialization Resources and finances Personnel Recruitment, hiring and selection Personnel supervision /evaluations Training Information Systems (Technology) Communication/access to data Quality and accuracy of data 57 SECTION 6: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY Proposed Community Policing Plan COPS grants must be used to initiate or enhance community policing activities, either directly by your taw enforcement agency, or (for non -law enforcement applicants) in collaboration with law enforcement. Please complete the following questions to describe the types of community policing activities thatwill result fromCOPS funding. For each question, answer on behalf of the applicant law enforcement agency, or for non -law enforcement applicants the taw enforcement agency(s) with whom you will collaborate. You may find more detailed information about community policing at the COPS Office website http:/ /www.cops.usdoj.gov/Default.asp ?Item =36. Community Partnerships Community partnerships are ongoing collaborative relationships between law enforcement and the individuals and organizations they serve to both develop solutions to problems and increase trust in the police. My Agency: P1) Regularly distributes relevant crime and disorder information to community members. a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? YES © NO b)DNO If no, do you plan to use grant funding to initiate or implement this activity? El YES D NO P2) Routinely seeks input fromthe community to identify and prioritize neighborhood problems e. through regularly scheduled community meetings, community surveys, t g. � h r g� Y t3' s g� ty s Y, etc.). a) el YES If yes, do you plan to use grant funding to enhance or expand this activity? YES © NO b)DNO If no, do you plan to use grant funding to initiate or implement this activity? YES DNO P3) Regularly collaborates with local government agencies that deliver public services. a) ©YES If yes, do you plan to use grant funding to enhance or expand this activity? YES © NO b) If no, do not you plan to use grant funding to initiate or implement this activity? YES DNO 58 SECTION 6: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY P4) Re ularly collaborates with non - profit organizations and/or community groups. a) X YES If yes, do you plan to use grant funding to enhance or expand this activity? © YES LI NO b) 0 NO If no, do you plan to use grant funding to initiate or implement this activity? E YES 0 NO P5) Regularly collaborates with local businesses. a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? E YES © NO b) El NO If no, do you plan to use grant funding to initiate or implement this activity? 0 YES 0 NO P6)_, ularly collaborates with informal neighborhood groups and resident associations. a) XX YES , If yes, do you plan to use grant funding to enhance or expand this activity? 0 YES © NO If no, do you plan to use grant funding to initiate or implement this activity? • _ . • b) El NO 0 YES 0 NO P7) Regularly collaborates with federal government agencies through formal partnerships (e.g., task forces, working groups, etc.) a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? C YES © NO b) a NO If no, do you plan to use grant funding to initiate or implement this activity? YES 0 NO 59 SECTION 6: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY Proposed Community Policing Plan ProblemSolving Problemsolving is an analytical process for systematically (1) identifying and prioritizing problems, (2) analyzing problems, (3) responding to problems, and (4) evaluating problem - solving initiatives. Problemsolving involves an agency-wide co commitment to o beyond traditional lice responses to crime i g Y po to proactively address a multitude p y etude of problems that adversely affect quality of life. My Agency: PSI) Routinely incorporates problem - solving principles into patrol work. a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? YES El NO b) DNO If no, do you plan to use grant funding to initiate or implement this activity? aYES • NO PS2) Identifies and prioritizes crime and disorder problems through the routine examination of patterns and trends involving repeat victims, offenders, and locations. a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? El YES © NO b) NO If no, do you plan to use grant funding to initiate or implement this activity? • a YES n NO PS3)Routinely explores the underlying factors and conditions that contribute to crime and disorder problems. a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? EI YES © NO b) I I NO If no, do you plan to use grant funding to initiate or implement this activity? YES ri NO 60 . SECTION 6: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY PS4) Systematically tailors responses to crime Y p me and disorder problems to address their underlying conditions. a) X YES If yes, do you plan to use grant funding to enhance or expand this activity? n YES n NO b) [ NO If no, do you plan to use grant funding to initiate or implement this activity? 11 YES [] NO PS5)Regularly conducts assessments to determine the effectiveness of responses to crime and disorder problems. a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? n YES I "1 NO If no, do you plan to use grant funding to initiate or implement this activity? b) D NO n YES n NO 61 SECTION 6: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY Organizational Transformation Organizational transformation is the alignment of organizationalmanagement, structure, personnel and information systems to support community partnerships and proactive problem- solving efforts. My Agency: OT1) Incorporates community policing principles into the agency's mission statement and strategic plan. a) C YES If yes, do you plan to use grant funding to enhance or expand this activity? l l YES © NO b) n NO If no, do you plan to use grant funding to initiate or implement this activity? n YES n NO OT2) Practices community policing as an agency -wide effort involving all staff (i.e., not solely housed in a specialized unit). a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? n YES © NO b) El NO If no, do you plan to use grant funding to initiate or implement this activity? El YES D NO • OT3) Incorporates problem - solving and partnership activities into personnel performance evaluations. a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? 11 YES © NO. b) n NO If no, do you plan to use grant funding to initiate or implement this activity? n YES EI NO 62 SECTION 6: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY Technology Technology provides agencies with the tools to communicate more effectively externally with the public and internally with their own staff, and the ability to understand and analyze community problems. My Agency: TEC01) Ensures that agency staff have appropriate access to relevant data (e.g., calls for service, incident and arrest data, etc.). a) X YES If yes, do you plan to use grant funding to enhance or expand this activity? n YES © NO b) NO If no, do you plan to use grant funding to initiate or implement this activity? n YES FI ND TECO2) Uses technology (e.g., crime.mapping or statistical software) to analyze and understand problems in the community. a) © YES If yes, do you plan to use grant funding to enhance or expand this activity? n YES © NO • b) n NO If no, do you plan to use grant funding to initiate or implement this activity? YES n No TECO3) Uses technology (e.g., GIS /GPS for deployment or laptops for field reporting) to improve the agency's overall efficiency and effectiveness. a) X YES If yes, do you plan to use grant funding to enhance or expand this activity? © YES r NO b) a NO If no, do you plan to use grant funding to initiate or implement this activity? n YES f NO TEC04) Provides officers with necessary equipment to better prevent and /or respond to crime and disorder problems. a) n YES If yes, do you plan to use grant funding to enhance or expand this activity? YES n NO b) r NO If no, do you plan to use grant funding to initiate or implement this activity? FIYES n NO 63 SECTION 6: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY Community Policing Man Narrative Please describe your agency's implementation plan for this program (if awarded), with specific reference to each of the following elements of community policing: (a) community partnerships and support, including consultation with community groups, private agencies, and/or other public agencies; (b) related govemmentat and community initiatives that complement your agency's proposed use of COPS funding; and (c) organizational transformation - how your agency will use these funds, if awarded, to reorient its mission to community policing or enhance its involvement in and commitment to community policing. Your organization may be audited or monitored to ensure that it is initiating or enhancing community policing in accordance with this plan. The COPS Office may also use this information to understand the needs of the field, and potentially provide for training, technical assistance, problem solving and community policing implementation tools. If your organization receives this grant funding, these responses, along with the previous questions, will be considered as your organization's community policing plan. We understand that your community policing needs may change during the life of your grant (if awarded), and minor changes to this plan may be made without prior approval from the COPS Office. We also recognize that this plan may incorporate a broad range of possible community policing strategies and activities, and that your agency may implement particular community policing strategies from the plan on an as- needed basis throughout the life of the grant. If your agency's community policing plan changes significantly, however, you must submit those changes in writing to the COPS Office for approval. Changes are "significant" if they deviate from the range of possible community policing activities identified and approved in this original conununity policing plan submitted with your application. In the space provided, please address your agency's implementation plan for this program with specific reference to each of the following elements of community policing: (a) Community partnerships and support, including consultation with community groups, private agencies, and/or other public agencies. [Please limit your response to a maximum of 3,000 characters] The Federal Way Police Department (FWPD) and Federal Way Public Schools (FWPS) have a long history of collaboration. Since 1999, there has been an Interlocal agreement between the 2 agencies that provides for school resources officers (SRO's) to be assigned fulltime at the high schools. The SRO's are FWPD officers who have an interest in the youth of our community and the safety of the teaming environment. The SRO's are role- models for the students, teach the students in formal classroom settings about law and justice, assist school personnel in disciplinary actions, and investigate criminal activity and disturbances on the high school campuses. The SRO's work closely with FWPS security officers, school administrators, teachers, parents, and local businesses to enhance the safety and security of the students, the staff, and the community. FWPS has 23 elementary, 10 middle, and 6 high schools. This totals over 22,000 students and over 2700 staff members. The FWPS security department has security officers assigned fulltime to each middle school and 5 roving patrol officers who cover their entire district_ FWPS security is part of the school district, are not sworn officers and have no law enforcement powers. There has been a major safety issue for all the years the two agencies have partnered together because of inadequate two -way radio reception. FWPD uses 800 MHz radios to communicate with other police officers and FWPS security officers_ The ability of this system to receive and transmit information from within the school buildings is very poor. Additionally, all the FWPS security officers, school administrators, and SRO's have UHF (450 -470 MHz) radios to communicate within school campuses. These radios transmit well within school buildings, but are incapable of transmitting or receiving information off campus grounds_ Because of the small range on these radios, SRO's and school security cannot communicate with the school campuses by radio when more than a block away from the school. The deficiencies in both radio systems have caused significant student, staff, and officer safety issues over the years. FWPD SRO Green and FWPS Security Director Remmem have been working on a solution to this problem over the last few months (not knowing where the funds would come from to fix it). They have consulted local radio experts, both from the private and government sectors, school principals and officials, and the Federal Way Emergency Operations Center manager . During these consultations the stakeholders involved agree there is a serious problem that needs to be addressed for the safety of the school community and community in general. This issue has the potential of endangering lives. In the case of a school shooting, a student getting seriously attacked, etc. the SRO or school security officer would not be heard when calling for assistance in the quickest manner possible; the two-way radio. (b) Related governmental and community initiatives that complement your agency's proposed use of COPS funding. 64 [Please limit your response to a maximum of 3,000 characters -] At the Federal Way Police Department we incorporate community policing into our mission statement and our strategic plan by continually evaluating our methods and our effectiveness in response to community needs and crime trends. An excellent example of this came in the fall of 2009 when we implemented a major restructuring in patrol operations to address the needs of the downtown core, park and mass transit systems through the creation of the Patrol Special Operations Unit (SOU). The Special Operations Unit is a uniformed high visibility, directed enforcement team comprised of six officers and one supervisor. They primarily deploy on bicycles and /or dual sport motorcycles with alternatives during severe weather_ The main function of this unit is to address specific and serious criminal trends /behavior. Two high schools are within the downtown core. This makes the SOU officers the first line of back up for the SRO's and school security. The SOU officers also enhance the relationship between the school and the police by providing quick additional officer presence when needed, locating truant students, and working with SRO's and school security officers on various school related issues. Part of the proposed radio improvement plan would provide the SOU officers and other patrol officers with radios that communicate on the school frequencies. We do not have this ability now_ The proposed plan would also Zink our dispatch center, Valley Communications, into the school district radio system, which again, is not a function that is available with our current equipment. Another complementary police and community initiative is Safe City Federal Way (SCFW). This program was started in 2008 and was funded by a grant from the Target Corporation and the City of Federal Way. It is a non - profit, 501(c)(3), organization and is also supported by local business sponsorships. SCFW's Board of Director's is made up of city officials, the chamber of commerce, business community members, and law enforcement officers. The program has over 30 surveillance cameras strategically placed in the downtown core. The cameras are often used to monitor high school student activity as they are dismissed for the day. These cameras, monitored either by FWPD staff or volunteers, have captured many after school altercations. The cameras are also used to ensure that groups are not gathering; often a precursor to fights. From a remote location, the volunteers can direct the officers to the problem areas. Additionally, Safe City has an interactive website that allows members to communicate real time criminal activity to each other by posting informational bulletins. The program is another layer of partnership between FWPD and FWPS, aimed at increasing school safety and identifying criminal activity. SCFW is community oriented policing at its best. It unites the community to reduce crime and increase safety. (c) Organizational transformation — how your agency will.use these funds, if awarded, to reorient its mission to community policing or enhance its involvement in and commitment to community policing. [Please limit your response to a maximum of 3,000 characters] - 65 This project will enhance our commitment to community policing by strengthening the partnership between FWPD and FWPS. A community's children are their greatest asset. All children should have a safe and secure learning environment. Parents should feel confident that when they send their children to school, they will be safe from criminal activity and violence. School staff should also feel this confidence, that when they come to work each day with a goal of teaching children, they should be able to do so without interruption or distraction. This school radio enhancement and expansion proposal has the potential to make this expectation of safety a greater reality. Upon installation of this new radio equipment, the following will occur: •The ability for the FWPD SRO's and FWPS security officers to have reliable 800 MHz communications with patrolling police officers and our dispatch center, when the SRO and security officers are inside school buildings. •The ability for the SRO's, school security officers, school administrators and staff, school bus drivers, patrolling police officers, and the police dispatch center to have a reliable UHF radio system that allows all of them to communicate with each other, even when they are away from the campus. The ability for the Emergency Operation Center for the City of Federal Way to use the system in case of a catastrophic event, such as an earth quake or a plane crash (we located under the flight path of the region's international airport – Seatac Airport), if other communication systems are inoperable. The primary motivation for this project is school safety and security. Safe, secure schools make the learning environment conducive to excellence in scholastic achievement. Therefore, the project, if implemented, is for the benefit entire community. This project has been a community group effort, reflecting its COP basis. FWPD SRO Green, FWPD Lieutenant Tudor, FWPS Security Director Remmem, school principals, and radio experts from the public and private sectors have been involved with the project. It is a community effort to create greater safety within the schools. - School staff currently rely on a very frustrating and unreliable radio system. The implementation of this . enhanced and expanded radio system would give them greater confidence that when they need assistance - from police or security, their calls are answered in the quickest manner possible— through the use of two -way radio. Students or outsiders who have violent intentions for a school campus will know that this improved radio system has been deployed and that the police response is faster and more effective. It will be a strong deterrent to those individuals who plan to disrupt schools and /or cause violence on our campuses= • Our current radio systems are unreliable and not integrated: This project will enhance COP by further connecting the police with the schools. CP1) To what extent is there community support in your jurisdiction for implementing the proposed grant activities? © High level of El Moderate Minimal support support support CP2) If awarded, to what extent will the grant activities impact the other components of the criminal justice system in your jurisdiction ?" Potentially decreased © No change in D Potentially increased burden burden burden 66 SECTION 7: NEED FOR FEDERAL ASSISTANCE .A. Waivers of the Local Match Section Not Applicable to 2010 COPS Application Attachment B. Explanation of Need for Federal Assistance All applicants are required to address the need for federal assistance. In the space below, please provide a brief explanation of your agency's inability to address your public safety needs and implement this project without federal assistance. [Please limit your response to a maximum of 3,000 characters.] The City of Federal Way is facing significant budget cuts. The preliminary General Fund budget projection shows a $4.5 million or 11% annual gap in 2011/2012 between baseline revenues and expenditures_ The FWPD is facing 1.43 million in budget cuts. Because of these facts programs have been suspended, open positions frozen, lay- offs have already been done, and more lay -offs are imminent in the next budget year The improvement to students, staff, community, and officer safety due to a radio improvement program will not occur without grant funds_ Matching funds were not an option, if they were to come from the City's general fund. The funds for matching the grant have been made available by The Greater Federal Way Emergency Management Oversight Committee, who manages the Emergency Operations Center. The team consists of the City of Federal Way, Lakehaven Utility District, South King County Fire and Rescue, and Federal Way Public Schools_ 67 SECTION8: CONTINUATION OF PROJECT AFTER FEDERAL FUNDING ENDS If you are applying for a COPS grant with a post -grant retention plan requirement, please complete A. If you are applying for a COPS grant without a post -grant retention plan requirement, please complete B. B. Continuation of Project after Federal Funding Ends (for other COPS grants with no retention plan requirement) Please complete these questions to indicate any plans you may have to continue this program, project, or activity after the conclusion of federal funding 1. Will your agency plan to retain any additional positions awarded under this grant for a minimum of 12 months at the conclusion of federal funding for each position? YES © NO ❑ 2. Please identify the source(s) of funding that your agency plans to utilize to cover the costs of retention from the drop -down box listed below: (check all that apply) © General funds Raise bond /tax issue - Private sources /donations ❑ Non- federal asset forfeiture funds (subject to approval from the state or local oversight agency) ❑ Fundraising efforts Other (Please provide a brief description of the source(s) of funding not to exceed 350 characters.) 68 SECTION 10: EXECUTIVE SUMMARY Please provide a brief summary of how your agency will use this federal funding. Refer to the COPS Application Guide for clarification on specific information to include in your summary, and be sure to provide a description of how you expect this grant to impact public safety and/or crime prevention in your community. The Executive Summary may be used to keep Congress or other executive branch agencies informed on law enforcement strategies to deter crime in your community. [Please limit your responses to a maximum of 3,000 characters.] Federal Way Police Department Washington Lieutenant Sandra Tudor, 253 -835 -6814 The need for an enhanced and expanded radio communication system between the FWPD and FWPS has long been evident. There has been a major safety issue for all the years the two agencies have partnered together because of inadequate 2 -way radio reception. FWPD uses 800 MHz radios to communicate with other police officers and FWPS security officers. The ability of this system to receive and transmit information from within the school buildings is very poor. Additionally, all the FWPS security officers, school administrators, and SRO's have UHF radios to communicate within school campuses_ These radios transmit well within school buildings, but are incapable of transmitting or receiving information off campus grounds. Because of the small range on these radios, SRO's and school security cannot communicate with the school campuses by radio when more than a block away from the school. The deficiencies in both radio systems have caused significant student, staff, and officer safety issues over the years. FWPD SRO's, patrol officers, the SRO supervisor, FWPS security officers, transportation department, - administrators, and regional radio experts have brainstormed, problem- solved, and collaborated to produce a proposal to solve the radio deficiencies in a comprehensive and financially viable manner. The proposal enhances the system's capability to transmit and receive transmissions by providing new, superior, interoperational portable radios to those stakeholders who currently have the old .inferior radios. The proposal provides the same new radios to many additional school and police staff that currently do not have I5HF school radios at all. Additionally the proposal includes the purchase and installation of repeaters in 5 locations in the city and purchasing 6 to 8 high -power UHF frequency channels. The City Of Federal Way is facing a $4.5 million or I I% budget cut for 2011/2012. There are no city or police department funds to support this program. The program will only be implemented at this time if the Secure Our Schools COPS grant is awarded. Matching funds have been offered by the Greater Federal Way Emergency Operations Center. Public safety will be significantly impacted by the installation of this program. Individuals, whether students or outsiders, who have violent intentions for a school campus are very aware of how police and security respond. They watch and study it before they act. When this improved radio system is deployed, the police and security response will be faster and more efficient. FWPD patrol officers will be able to clearly hear transmissions from inside the school, which would be critical in case of an active school shooter or other emergency situation. Two -way radio is the fastest and easiest form of communication available. The implementation of this radio program will create a safer environment for our students, staff, and op_ es,S r - 69 SECTION 11: PROJECT DESCRIPTION (NARRATIVE) Please include in your application an in -depth narrative response detailing your proposed project. Please refer to the program - specific section of the COPS Application Guide: "How to Apply" section -for information on what should be included in your response, as well as any additional formatting requirements and page length limitations. Note: Child Sexual Predator Program (CSPP) and Community Policing Development (CPD) grant applicants must submit their entire project description narrative as an attachment in Section 13 of this application. A. Problem Identification [Responses are limited to a maximum of 3,000 characters" FWPS have 39 campuses. There are 6 high schools (1 is outside the city limits and is patrolled by a county deputy. This school is included in the radio project), 10 middle schools, and 23 elementary schools. There are over 22,000 students enrolled with a staff of 2,700. The radio project, if implemented will provide an enhanced radio system for all 39 schools. The two -way radio is a vital, everyday tool used by school staff, security, and the SRO's to report criminal and non- criminal incidents. During the 2009/2010 school year, FWPS security officers handled 1500 radio calls for school related issues. During the same period, FWPD SRO's handled approximately 300 radio incidents per high school (not including our 2 altemative high schools), for a total of 1200 incidents. Given this amount of activity, it is critical that the radio system work optimally, which it does not at this time. Problem One: FWPD SRO's, patrolling police officers, and FWPS security officers rely on the 800 MHz radio system, which consistently fails when they are inside the school buildings. Officers are unable to transmit oyt and receive transmissions. Because of the lack of radio signal, the police and security officers as well as the staff and students are placed in jeopardy during in- progress criminal incidents within and around the school campus. Several examples are given in the Safety. Assessment of how this impacted the safety of school campuses during the past year. Problem Two: FWPS's UHF radio system, which is also used consistently throughout the school day between staff, security and police, also suffers from serious communication deficiencies causing unnecessary risk to all. The system is over 10 years old and there have been on- going complaints of interference and weak or non- existent radio signals since installation. The interference problem exists because there are not enough repeater channel frequencies licensed for each of the high school and middle school campus. Currently, all the middle schools and all of the high schools share the same repeater channel. Over crowded frequency channels continue to cause interference between campuses as well as very limited radio coverage in and around the school campus. When the SRO or FWPS security officer is more than one city block away from his or her assigned campus, normally no radio signal exists. Problem Three: Occasionally within the FWPS a total telephone system failure occurs. Approximately 5 failures occurred at Federal Way High School during the 2009 /2010 school year and at least one of those failures was for the entire school day. Due to the building structure, some cellular telephone service was also rendered useless. The current backup system for school staff during such event is the current UHF radio system and one 800 portable transceiver at the campus office manager's desk. Both systems are unreliable as mentioned above. B_ Project Goats /Objectives [Responses are limited to a maximum of 3,000 characters.] 70 The FWPD, FWPS, and radio experts from both the public and private sector have tried to problem - solve this on -going radio safety problem for many years. The solutions that have been found up until this time were highly cost prohibitive; in the range of several hundred thousand dollars. Early this year (2010), SRO Green conducted extensive research into the issue, specifically looking for a quality solution that was financially viable. He recruited FWPS Security Director Remmem, King County Government radio experts A_ Minor, S. Douglas, and D. Dickinson, private radio consultants J. Clark and C. Mills to assist in these problem solving efforts. SRO Green and FWPS Officer Remmem spoke with the principals or their designees of all 39 Federal Way schools regarding the radio issues. School Transportation staff was brought into the discussion. The other 3 SRO's, school security officers, other FWPD officers, and FWPD supervisors were consulted. All stakeholders involved agree that the current radio communication capabilities are deficient and pose a significant safety risk_ The consensus was that it was just a matter of time before the delay in police response that this insufficient radio system causes, will lead to a significant injury or possibly a life. The following are the radio enhancement and expansion program's goals and objectives: •To increase the safety of the students and staff in all Federal Way schools through reliable and expedient radio communications. •To increase officer safety by providing reliable radio communications. •To further improve the school and police partnership by providing a radio system that school staff can feel confidentin using when requesting police or security. •To provide a reliable back up radio system for the EOC in the even of a disaster. The FWPD's commitment to COP will be enhanced with this program. The partnership between all the stakeholders listed above will be ameliorated. Students, staff, officers, and the community will be safer because police and security response to school incidents will be faster and more efficient. Officers responding to assist SRO's with combative or uncooperative students at the high schools- will be given radio information on the type of response needed. As it is now', the SRO usually cannot transmit out to give information about what is going on as it happens. This improved police and security response will help prevent school violence, not just on our high school campuses, but on all our other school . campuses as well since each of the 39 schools will have a radio system customized to their . communication needs. If the COPS grant is received „we will use the funds to fully implement this comprehensive, long term solution_ C. Building Relationships and Solving Problems [Responses are limited to a maximum of3.000 characters.] 71 There are many community partnerships that will be enhanced if we are awarded this grant. The partnership between the FWPD and FWPS has been very strong for as long as the police department has been in existence (14 years). Even the work that has been done so far has strengthened our relationship. The collaborative relationship between FWPD and FWPS security will continue to grow, but new school relationships have been developed and will be enhanced during this process with the school transportation department, alternative schools, and elementary schools. These 3 entities have not been included in the radio deficiency discussions of the past. They are important areas that have not been consulted until now in regard to the major safety concerns involved poor radio communications. The school district knows unequivocally that the police department is committed to a safe school environment. The work that has gone into the submission of the grant and the research it took to get to this point has been done primarily by the police department, primarily for the school district. This work has been done because of our partnership. Partnerships have been developed with King County radio experts while working on this project. They also have a vested interest in making this community safer. Finally, the partnership between the City Of Federal Way, FWPD, FWPS, Lakehaven Utility District, and South King County Fire and Rescue, who make up the Greater Federal Way Emergency Operation Center (EOC) will be stronger than it is now. The enhanced and expanded radio system has the ability to be used as an alternate communication method in the event of a disaster. This radio system will be a critical tool for the community- wide emergency management team to use to facilitate saving lives, prevent greater injury, and safeguard property. Through these partnerships we have already worked out a long term solution to an issue that has concerned FWPD and FWPS for many years. Problem - solving efforts will continue if the grant is received. Even though h we have an implementation plan, a g p p as realists, we know that plans aren't often implemented without challenges. Our partnership is committed to continuing to problem -solve any such future problems that may arise. We have a large cadre of stake holders, all of whom will be consulted when needed. SRO Green will continue to spearhead the project; with FWPS Security Director Remmem deeply invested as well. They will utilize every available resource to make the • current plan work. They will remain flexible and adaptable if needed, if the plans need to be revised. D. Implementation Plan [Responses are limited to a maximum of 3,000 characters.] 72 When the grant funds are received the following will take place with the intent of creating a safer campus environment at all 39 school campuses through secure and reliable, two-way radio P g � Y communications. Over the following 12 -24 months, the funding will provide necessary radio equipment, radio license and radio equipment installations as detailed in the budget narrative and worksheets to resolve several unsafe conditions at all school campuses as detailed in the safety assessment. Step 1: - •Immediately begin the 6 to 9 month application process with the Federal Communication Commission (FCC) to purchase a radio license with 6 -high power, UHF frequency channel sets. Step 2: - Relocate and reinstall all middle school repeaters with high efficient antenna systems. •Purchase various radio programming software, dual band portable radios and dual band mobile radios. -Once the radios and the proper radio software are received, the programming and distribution of all radios will begin, starting first with the middle school campuses then onto the elementary school campuses. The high schools will be last due to the pending FCC license requirements. •The retrofit will eliminate interference, add radio interoperability, privatize radio communications and increase radio coverage at each campus. As each campus is completed, basic radio procedure and instruction training will be given to each campus principal, campus security officer and campus office manager to pass along to the rest of the campus radio operators. •The installation, programming and training will take approximately one week per school campus. Step 3: -After obtaining the new FCC radio license, the equipment, and the programming software; installation of 5 high power UHF radio repeaters with high efficient antenna systems at 5 FWPS locations will begin. -All existing high school repeaters will be relocated, reprogrammed and retuned as well as all high school portable radios reprogrammed and distributed. •Install and program dual band mobile radios in SRO and FWPS security patrol vehicles. This system will optimize communications between the FWPS and the FWPD on a daily basis in routine and emergency situations. Additionally, it will be used by the Greater Federal Way Emergency Operations Center in the event of a disaster. All application, installations, programming and training will be completed by Action Communication Staff, FWPS maintenance staff, FWPS Dave Remmem and FWPD SRO George Green. E. Evaluation Plan[Effectiveness of Program [Responses are limited to a maximum of 3,000 characters] F. Project Description (Narrative) Attachment Child Sexual Predator Program (CSPP) and Community Policing Development (CPD) applicants must submit their entire project description as an attachment in Section 13 of this application. 73 SECTION12 :OFFICIALPARTNER(S)CONTACT INFORMATION An official "partner" under the grant may be a governmental, private, school district, or other applicable entity that has established a legal, contractual, or other agreement with the applicant for the purpose of supporting and working together for mutual benefits of the grant. Please see the COPS Application Guide for more information on official partners that may be required. Title: Superintendent First Name: Robert MI: Last Name: Neu Suffix: Name of Partner Agency (e.g., Smithville High Federal Way Public Schools School): Type of Partner Agency (e.g., School School District District): Street Address 1: 31405 18th Ave S Street Address 2: • City: Federal Way State: WA Zip Code: 98003 Telephone 2539452010 Fax: Email: rneu @fwps.org • Person Submitting this Application: ® By clicking this box and typing my name below, I certify that 1 have been legally and officially authorized by the appropriate governing body to identify the partner(s) listed above and act on behalf of the grant applicant entity. I also certify that the above agency (or agencies) is a partner (or are partners) to the grant project as required by the grant and that our agencies mutually agreed to this partnership as related to this grant project prior to submission of this grant application. In addition, I certify that the information provided above regarding the partner(s) is true and accurate to the best of my knowledge. I understand that false statements or claims made. in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by law to the federal government. Please type your name here in place of your signature: Sandra Tudor 74 SECTION 13: APPLICATION ATTACHMENTS This section should be used to attach any required or applicable attachments to your grant application (e.g., a Memorandum of Understanding). If the program for which you are applying requires a Memorandum of Understanding (MOU), this document should define the roles and responsibilities of the individuals and partners) involved in your proposed project. Please refer to the program- specific Application Guide to determine if an MOU or other application attachments are required. The Guide will also specify if optional attachments are permitted for submission. File Name Attachement Federal Way School Safety Assessment.doc SchoolSafetyAssessment Federal Way Statutory Assurance.doc SchoolSafetyAssessment SOS_Budget_Narrative_Worksheet George's eorge's BudgetNarrative Editl3l.doc 75 SECTION 14: BUDGET DETAIL WORKSHEETS Instructions for Completing the Budget Detail Worksheets The following Budget Detail Worksheets are designed to allow all COPS grant and cooperative agreement applicants to use the same budget forms to request funding. Allowable and unallowable costs vary widely and depend upon the type of COPS program. The maximum federal funds that can _ be requested and the federal /local share breakdown requirements also vary. Please refer to the program- specific Application Guide to determine the allowable /unallowable costs, the maximum amount of federal funds that can be requested, and the federal /local share requirements for the COPS program for which your agency is applying. To assist you, sample Budget Detail Worksheets are included in each Application Guide_ Please complete each section of the Budget Detail Worksheets applicable to the program for which you are applying (see the program - specific Application Guide for requirements). If you are not requesting anything under a particular budget category, please check the appropriate box in that category indicating that no positions or items are requested. All calculations should be rounded to the nearest whole dollar. Once the budget for your proposal has been completed, a budget summary page will reflect the total amounts requested in each category, the total project costs, and the total federal and local shares. If you need assistance in completing the Budget Detail Worksheets, please call the COPS Office Response Center at 800.421.6770. 76 \. SWORN OFFICER POSITIONS nstructions: This worksheet will assist your agency in reporting your agency's current entry evel salary and benefits and identifying the total salary and benefits request per officer )osition for the length of the grant term. Please list the current entry-level base salary and ringe benefits rounded to the nearest whole dollar for one full -time sworn officer position within your agency. Do not include employee contributions. (Please refer to the program - ;pecific Application Guide for information on the length of the grant term for the program order which you are applying.) Special note regarding sworn officer fringe benefits: For agencies that do not include fringe benefits as part of the base salary costs and typically calculate these separately, the allowable expenditures may be included under Part 1, Section B. Any fringe benefits that are already included as part of the agency's base salary (Part 1, Section A of the Sworn Officer Budget Worksheet) should not also be included in the separate fringe listing (Part 1, Section B). Please refer to the program - specific Application Guide for information about allowable and unallowable fringe benefits for sworn officer positions requested under the program to which your agency is applying. 77 • C. EQUIPMENT /TECHNOLOGY • Instructions:List non - expendable items that are to be purchased_ Provide a specific description for each item and explain how the item supports the project goals and objectives as outlined in your application. Non - expendable equipment is tangible property (e.g_, technology) having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Expendable items should be included either in the "SUPPLIES" or "OTHER" categories_ Applicants should analyze the cost benefits of purchasing versus leasing equipment,especially for high -price items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the "CONTRACTS / CONSULTANTS" category. Please be advised that, to the greatest extent practical, all equipment and products purchased with these funds must be American -made. For agencies purchasing items related to enhanced communications systems, the COPS Office expects and encourages that, wherever feasible, such voice or data communications equipment should be incorporated into an intra- or interjurisdictional strategy for communications interoperability . among federal, state, and local law enforcement agencies. See the program - specific Application Guide for a list of allowable /unallowable costs for this program. Agencies are encouraged to limit their requests to the lines shown below and group similar items together so that all items are accounted for on the budget worksheet for each category. However, if your. • agency requires more lines please check the available box. Item Name Computation Per item SubTotal (# of Items /Units X Unit Cost) FCC UHF Radio License (1 X 2000) : $2,000.00 Dual Band 128 ch Portable (25 X 100) '$2,500.00 Radio Dual Band Mobile Radio (25 X 200) $5,000.00 Dual Band Mobile Install (25 X 150) $3,750.00 Radio Programming Software (1 X 1838) '$1,838.00 Existing Repeater Re- Install (1 X 10620) $10,620.00 New Repeater Installations (5 X 6097) $30,485.00 $56,193.00 78 D. SUPPLIES Instructions: List items by type (office supplies; postage; training materials; copying paper; books; hand -held tape recorders; etc)_ Provide a specific description for each item and explain how it supports the project goals and objectives outlined in your application. Generally, supplies include any materials that are • expendable or consumed during the course of the project_ See the program - specific Application Guide for a List of allowable /unallowable costs for this program. Agencies are encouraged to limit their requests to the lines shown below and group similar items together so that all items are accounted for on the budget worksheet for each category. However, if your agency requires more than lines please check the available box_ Item Name Computation Per Item SubTotal (# of Items /Units X Unit Cost) 79 E. TRAVEL /TRAINING Instructions: Itemize grant - related travel expenses of grantee personnel (excluding consultants, whose expenses are listed in Section F) by event (e.g., mandatory training, staff to training, field interviews, advisory group meetings). Identify the location of travel whenever possible, and show the number of staff expected to attend each event. Training fees, transportation, lodging and per diem rates for trainees should be listed as separate travel items. Grantee travel costs specific to the grant project may be based on the grantee's written travel policy, assuming the costs are reasonable. Grantees without a written travel policy must follow the established federal rates (found at www.gsa.gov) for lodging, meals, and per diem. For all grantees (with or without a written travel policy), airfare travel costs must be one of the following: the lowest discount commercial airfare, standard coach airfare, or the federal government contract airfare (if authorized and available). Note: Any local training costs (within a 50 -mile radius) should be listed under Section G ( "Other Costs "). See the program - specific Application Guide for a list of allowable /unallowable costs for this program. Agencies are encouraged to limit their requests to the lines shown below and group similar items together so that all items are accounted for on the budget worksheet for each category. However, if your agency requires more lines please check the available box. Event Title and Location Event Costs Number of Per Event Subtotal Staff I 80 F. CONTRACTS /CONSULTANTS Instructions: See the program- specific Application Guide for a List of allowable /unallowable costs for the articular program to which you are applying. P P g Y I_ Contracts: Provide a cost estimate for the product or service to be procured by contract. Applicants - are encouraged to promote free and open competition in awarding contracts. If awarded, requests for sole source procurements of equipment, technology, or services in excess of $100,000 must be submitted to the COPS Office for prior approval. (See Application Guide for more information on the required submission.) Contract Name Per Contract Subtotal 2. Consultant Fees: For each consultant enter the name (if known), service to be provided, hourly or daily fee (based upon an 8 -hour day), and estimated length of time on the project. Unless otherwise approved by the COPS Office, approved consultant rates will be based on the salary a consultant receives from his or her primary employer. Consultant fees in excess of$550 per day require additional written justification and must be pre- approved in writing by the COPS Office if the consultant is hired via a noncompetitive bidding process. Consultant Name /Title Service Computation Per Consultant Fee Provided s( Cost X # Days Subtotal or # Hours) 3. Consultant Travel: List all travel- related expenses to be paid from the grant to the individual consultants (e.g., transportation, meals, lodging) separate from their consultant fees= Consultant Name/ Event Costs Number of Per Consultant Travel Event Title Staff Subtotal 4. Consultant Expenses: List all travel- related expenses to be paid from the grant to the individual consultants separate from their consultant fees and travel expenses (e.g., computer equipment and office supplies). Event Title and Location Event Costs Number of Per Event Subtotal Staff 81 G. OTHER COSTS Instructions: List other requested items that will support the project goals and objectives as outlined in your application. Provide a specific description for each item and explain how the item supports the project goals and objectives as outlined in your application. Please be advised that, to the greatest extent practical, all equipment and products purchased with these funds must be American -made. See the program - specific Application Guide for a list of allowable /unallowable costs for this program. Agencies are encouraged to limit their requests to the lines shown below and group similar items together so that all items are accounted for on the budget worksheet for each category. However, if your agency requires more lines please check the available box. Item Name Computation Per Item SubTotal (# of Items /Units X Unit Cost) 82 H. INDIRECT COSTS Instructions: Indirect costs are allowed under a very limited number of specialized COPS programs. Please see the program - specific Application Guide for a list of allowable /unallowable costs for the particular program to which you are applying. If indirect costs are requested, a copy of the agency's fully- executed, negotiated Federal Rate Approval Agreement must be attached to this application. Indirect Cost Description Approved Indirect Cost Rate Per Indirect Cost Subtotal 83 BUDGET SUMMARY Instructions: Please review the category totals and the total project costs below. If the category totals and project amounts shown are correct, please continue with the submission of your application_ Should you need to make revisions to a budget category, click the "Edit" button for that category. Note: Agencies applying for Secure Our Schools (SOS) must enter a "Total Local Share Amount" percentage of 50% in the designated area below. Applicants for all other Fiscal Year 2010 COPS Grants are not required to provide a local match. Budget Category Category Total A Sworn Officer Positions $0.00 B Civilian /Non -Sworn Personnel $0.00 C Equipment/Technology $56,193.00 D Supplies $0.00 E Travel/Training $0.00 F Contracts /Consultants $0.00 G Other Costs $0.00 H Indirect Costs $0.00 Total Project Amount $56,193.00 Total Federal Share Amount $28,096.50 Total Local Share Amount $28,096.50 Contact Information for Budget Questions Please provide contact information of the financial official that the COPS Office may contact with questions related to your budget submission. Authorized Official's Typed Name: Sandra Tudor • Title: Lieutenant Phone: 2538356814 Fax: 2538356899 Email: sandy.tudor @cityoffederalway.com 84 SECTION 15A: ASSURANCES Several provisions of federal law and policy apply to all grant 8. It will not, on the ground of race, color, religion, national origin, programs. The Office of Community Oriented Policing Services gender, disability or age, unlawfully exclude any person from needs to secure your assurance that the applicant will comply with participation in, deny the benefits of or employment to any person, these provisions. If you would like further information about any of or subject any person to discrimination in connection with any these assurances, please contact your state's COPS Grant Program programs or activities funded in whole or in part with federal Specialist at 800.421.6770. fu civil rights funds_ These ci il ri h s re uirements are found in the non - g requirements the applicant's authorized representative's signature, the discrimination provisions of the Omnibus Crime Control and Safe applicant assures that it will comply with all legal and administrative Streets Act of 1968, as amended (42 U.S.C. § 3789d); Title Vi of requirements that govem the applicant for acceptance and use of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000d); the federal grant funds. In particular, the applicant assures us that: Indian Civil Rights Act (25 U.S.C. §§ 1301 - 1303); Section 504 of 1. It has been legally and officially authorized by the appropriate the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794); governing body (for example, mayor or city council) to apply for Title II, Subtitle A of the Americans with Disabilities Act (ADA) this grant and that the persons signing the application and these (42 U.S.C. § 12101, et segl); the Age Discrimination Act of 1975 assurances on its behalf are authorized to do so and to act on its (42 U.S.C. § 6101, et seq.); and Department of Justice Non - behalf with respect to any issues that may arise during processing of Discrimination Regulations contained in Title 28, Parts 35 and 42 this application. (subparts C, D, E, G and i) of the Code of Federal Regulations. 2. It will comply with the provisions of federal law, which limit A. In the event that any court or administrative agency makes a certain political activities of grantee employees whose principal finding of discrimination on grounds of race, color, religion, employment is in connection with an activity financed in whole or in national origin, gender, disability or age against the applicant after part with this grant. These restrictions are set forth in 5 U.S.C. a due process hearing, it agrees to forward a copy of the finding to § 1501, et seq. the Office for Civil Rights, Office of Justice Programs, 810 7th 3. It will comply with the minimum wage and maximum hours Street, NW, Washington, D.C. 20531. provisions of the Federal Fair Labor Standards Act, if applicable. B. If your organization has received an award for $500,000 or 4_ It will establish safeguards, if it has not done so already, to more and has 50 or more employees, then it has to prepare an prohibit employees from using their positions for a purpose that is, Equal Employment Opportunity Plan (EEOP) and submit it to the or gives the appearance of being, motivated by a desire for private Office for Civil Rights ( "OCR "), Office of Justice Programs, 810 gain for themselves or others, particularly those with whom they 7th Street, N.W., Washington, DC 20531, for review within 60 have family, business or other ties. days of the notification of the award. If your organization received 5. It will give the Department of Justice or the Comptroller General an award between $25,000 and'$500,000 and has 50 or more access to and the right to examine records and documents related to employees, your organization still has to prepare an EEOP, but it the does not have to submit the EEOP to OCR for review. Instead, 6. It will comply with all requirements imposed by the Department your organization has to maintain the EEOP on file and make it of Justice as a condition or administrative requirement of the grant, available for review on request. In addition, your organization has including but not limited to: the requirements of 28 CFR Part 66 and to complete Section B of the Certification Form and return it to 28 CFR Part 70 (governing administrative requirements for grants OCR. if your organization and cooperative agreements); 2 CFR Part 225 (OMB Circular A -87), received an award for less than $25,000; or if your organization has less than 50 employees, regardless of the amount of the award; 2 CFR 220 (OMB Circular A -21), 2 CFR Part 230 (OMB Circular or if your organization is a medical institution, educational A -122) and 48 CFR Part 31.000, et seq. (FAR 31) ( governing cost institution, nonprofit organization or Indian tribe, then your principles); OMB Circular A -133 (governing audits) and other organization is exempt from the EEOP requirement. However, - applicable OMB circulars; the applicable provisions of the Omnibus your organization must complete Section A of the Certification Crime Control and Safe Streets Act of 1968, as amended; 28 CFR Form and return it to OCR. Part 38.1; the current edition of the COPS Grant Monitoring Standards and Guidelines; the applicable COPS Grant Owner's Manuals; and with all other applicable program requirements, laws, orders, regulations, or circulars. 7. If applicable, it will, to the extent practicable and consistent with applicable law, seek, recruit and hire qualified members of racial and ethnic minority groups and qualified women in order to further effective law enforcement by increasing their ranks within the sworn positions in the agency - 85 SECTION 15B: CERTIFICATIONS Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug -Free Workplace Requirements; Coordination with Affected Agencies. Although the Department of Justice has made every effort to simplify the application process, other provisions of federal law require us to seek your agency's certification regarding certain matters. Applicants should read the regulations cited below and the instructions for certification included in the regulations to understand the requirements and whether they apply to a particular applicant. Signing this form complies with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying," 2 CFR Part 2867, "Nonprocurement Debarment and Suspension" 28 CFR Part 83 Govemment -Wide Requirements for Drug -Free Workplace (Grants)," and the coordination requirements of the Public Safety Partnership and Community Policing Act of 1994_ The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant. 1. Lobbying any offense indicating a lack of business integrity or business As required by Section 1352, Title 31 of the U.S. Code, and honesty that seriously and directly affects your present implemented at 28 CFR Part 69, for persons entering into a grant or responsibility; cooperative agreement over $100,000, as defined at 28 CFR Part 69, (iii) Are not presently indicted for or otherwise criminally or the applicant certifies that: civilly A. No federal appropriated funds have been paid or will be paid, by charged by a governmental entity (federal; state or local) with or on behalf of the undersigned, to any person for influencing or commission of any of the offenses enumerated in paragraph (A) attempting to influence an officer or employee of any agency, a (ii) member of Congress, an officer or employee of Congress, or an of this certification; and employee of a member of Congress in connection with the making (iv) Have not within a three -year period preceding this application of any federal grant; the entering into of any cooperative had one or more public transactions (federal, state or local) agreement; and the extension, continuation, renewal, amendment or terminated for cause or default. modification of any federal grant or cooperative agreement; B. Where the applicant is unable to certify to any of the statements B. If any funds other than federal appropriated funds have been paid in this Certifications form, he or she shall attach an explanation to or will be paid to any person for influencing or attempting to this application regarding the particular statement that cannot be influence an officer or employee of any agency, a member of certified. Please check here if an explanation is attached to this Congress, an officer or employee of Congress, or an employee of a application. Please note that the applicant is.still required to sign member of Congress in connection with this federal grant or the Certifications form to certify to all the other applicable cooperative agreement, the undersigned shall complete and submit statements. Standard Form - LLL, "Disclosure of Lobbying Activities," in 3. If applicable, an applicant who receives an award in excess of accordance with its instructions; and $5,000,000 certifies that, to the best of its knowledge and belief, C. The undersigned shall require that the language of this the applicant has filed all Federal tax returns required during the certification be included in the award documents for all subawards at three years preceding the certification, has not been convicted of a all tiers (including subgrants, contracts under grants and cooperative criminal offense under the Internal Revenue Code of 1986, and agreements, and subcontracts) and that all sub- recipients shall ' has not, more than 90 days prior to certification, been . notified of certify and disclose accordingly. any unpaid Federal tax assessment for which the liability remains 2. Debarment, Suspension and Other Responsibility Matters unsatisfied, unless the assessment is the subject of an installment (DirectRecipient) agreement or offer in compromise that has been approved by the As required by Executive Order 12549, Debarment and Suspension, Internal Revenue Service and is not in default, or the assessment is and implemented at 2 CFR Part 2867, for prospective participants in the subject of a non - frivolous administrative or judicial primary covered transactions, as defined at 2 CFR Part 2867.20(a)- proceeding. A. The applicant certifies that it and its principals: 4. Drug -Free Workplace (Grantees Other Than Individuals) (i) Are not presently debarred, suspended, proposed for As required by the Drug -Free Workplace Act of 1988, and debarment,deciared ineligible, sentenced to a denial of federal implemented at 28 CFR Part 83, for grantees/recipients, as defined benefits by a state or federal court, or voluntarily excluded from at 28 CFR Part 83.660 - covered transactions by any federal department or agency; A. The applicant certifies that it will, or will continue to, provide a (ii) Have not within a three -year period preceding this application drug- free workplace by: been convicted of or had a civil judgment rendered against them for (1) Publishing a statement notifying employees that the unlawful commission of fraud or a criminal offense in connection with manufacture, distribution, dispensing, possession or use of a obtaining, attempting to obtain, or performing a public (federal, controlled substance is prohibited in the grantee's workplace and state or local) or private agreement or transaction; violation of specifying the actions that will be taken against employees for federal or state antitrust statutes or commission of embezzlement, violation of such prohibition; theft, forgery, bribery, falsification or destruction of records, (ii) Establishing an on -going drug -free awareness program to making false statements, tax evasion or receiving stolen property, inform making false claims, or obstruction of justice, or commission of employees - (a) The dangers of drug abuse in the workplace; (b) The grantee's policy of maintaining a drug -free workplace; (c) Any available drug counseling, rehabilitation and employee assistance programs; and (d) The penalties that may be imposed upon employees for drugabuse violations occurring in the workplace: • 86 SECTION 15B: CERTIFICATIONS (iii) Making it a requirement that each employee to be engaged in purposes by a federal, state or local health, law enforcement or the other appropriate agency; performance of the grant be given a copy of the statement required (vii) Making a good faith effort to continue to maintain a drug -free by paragraph (i); workplace through implementation of paragraphs (i), (ii), (iii), (iv) Notifying the employee in the statement required by paragraph (iv), (i) (v), and (vi). that, as a condition of employment under the grant, the employee Grantee Agency Name and Address: will - B_ The grantee may insert in the space provided below the site(s) (a) Abide by the terms of the statement; and for the performance of work done in connection with the specific (b) Notify the employer in writing of his or her conviction for a grant: violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; Place of performance (street address, city, county, state, zip code) (v) Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph (ivXb) from an employee or Federal Way Public Schools otherwise receiving actual notice of such conviction_ Employers of Administrative Office convicted employees must provide notice, including position title, - • •• • ° -•- • - - to: COPS Office, 1100 Vermont Ave., NW, Washington, D.C. © Check if there are workplaces on file that are not identified here 20530. Notice shall include the identification number(s) of each affected grant; 5. Coordination (vi) Taking one of the following actions, within 30 calendar days of The Public Safety Partnership and Community Policing Act of receiving notice under subparagraph (ivXb), with respect to any 1994 employee who is so convicted - requires applicants to certify that there has been appropriate (a) Taking appropriate personnel action against such an coordination with all agencies that may be affected by the employee, up to and including termination, consistent with applicant's grant proposal if approved. Affected agencies may the requirements of the Rehabilitation Act of 1973, as amended; or include, among others, the Office of the United States Attorney, (b) Requiring such employee to participate satisfactorily in a drug state or local prosecutors, or correctional agencies. The applicant abuse assistance or rehabilitation program approved for such certifies that there has been appropriate coordination with all • affected agencies_ Grantee Agency Name and Address: Federal Way, City of PO Box 9718 Federal Way, WA 98063 Grantee IRS/ Vendor 911462550 • Number: False statements or claims made in connection with COPS grants (including cooperative agreements) may result in fines, imprisonment, disbarment from participating in federal grants or contracts, and/or any other remedy available by law_ I certify that the assurances provided are true and accurate to the best of my knowledge. Elections or other selections of new officials will not relieve the grantee entity of its obligations under this grant. © By clicking this box and typing my name below, I certify that I have been legally and officially authorized by the appropriate governing body to submit this application and act on behalf of the grant applicant entity_ I certify that I have read, understand, and agree, if awarded, to abide by all of the applicable grant compliance terms and conditions as outlined in the COPS Application Guide, the COPS Grant Owner's Manual, assurances, certifications and all other applicable program regulations, laws, orders, or circulars. In addition, I certify that the information provided on this form and any attached forms is true and accurate to the best of my knowledge. I understand that false statements or claims made in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by law to the federal government. Brian Wilson 7/1/2010 Typed Name of Law Enforcement Executive Date (or Official with Programmatic Authority, as applicable) a By clicking this box and typing my name below, I certify that I have been legally and officially authorized by the appropriate governing body to submit this application and act on behalf of the grant applicant entity. t certify that I have read, understand, and agree, if awarded, to abide by all of the applicable grant compliance terms and conditions as outlined in the COPS Application Guide, the COPS Grant Owner's Manual, assurances, certifications and all other applicable program regulations, laws, orders, or circulars. In addition, I certify that the information provided on this form and any attached forms is true and accurate to the best of my knowledge. I understand that false statements or claims made in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by law to the federal government. Brian Wilson 7/1/2010 Typed Name of Government Executive Date (or Official with Programmatic Authority, as applicable) 87 SECTION 16: Disclosure of Lobbying Activities Instructions for Completion of SF -LLL, Disclosure of Lobbying Activities This disclosure form shall be completed by the reporting entity, whether subawardee or prime Federal recipient, at the initiation or receipt of a covered Federal action, or a material change to a previous filing, pursuant to title 31 U.S.C. section 1 352. The filing of a form is required for each payment or agreement to make payment to any lobbying entity 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 a covered Federal action_ Complete all items that apply for both the initial filing and material change report. Refer-to the implementing guidance published by the Office of Management and Budget for additional information. 1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence the outcome of a covered Federal action_ 2. Identify the status of the covered Federal action. 3. Identify the appropriate classification of this report. If this is a follow -up 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 Federal action. 4. Enter the full name, address, city, state and zip code of the reporting entity. Include Congressional District number, if known. 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 Federal recipient. Include Congressional District, if known. 6. Enter the name of the Federal agency making the award or loan commitment Include at least one organizational level below agency name, if known. For example, Department of Transportation, United States Coast Guard. 7. Enter the Federal program name or description for the covered Federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans and loan commit 8. Enter the most appropriate Federal identifying number available for the Federal action identified in item 1 (e.g., Request for Proposal (RFP) number; Invitation for Bid (IFB) number; grant announcement number; the contract, grant, or loan award number; the application/proposal control number assigned by the Federal agency). Include prefixes, e.g., "RFPD E -90 -001." 9. For a covered Federal action where there has been an award or loan commitment by the Federal agency, enter the Federal amount of the award/loan 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 registrant identified in item 4 to influence the covered Federal action. (b) Enter the full name(s) of the individual(s) performing services, and include full address if different from 10 (a). Enter Last Name, First Name, and Middle Initial (MI). 11. The certifying official shall sign and date the form, print his/her name, title and 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. Send comments regarding the burden estimate or any other aspect of this collection of information, .including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348- 0046), Washington, D.C. 20503. 88 • Disclosure of Lobbying Activities Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352. Not Applicable x If not applicable, then entire form, including signature area is grayed -out 1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type n contract El loan ® bid/offer /application © initial filing © grant n loan guarantee initial award n material change n cooperative El loan insurance El post -award For Material Change Only: agreement Year: Quarter: Date of Report: 4. Name and Address of Reporting 5. If Reporting Entity in No. 4 is Subawardee, Enter Entity: Prime Name and Address of Prime: Congressional District (number), if known: Congressional District (number), if known: 6_ Federal Department /Agency: 7. Federal Program Name/Description: USDOJCOPS CFDA Number, if applicable: 16.710 8. Federal Action Number, if known: 9. Award Amount, if known: $0.00 10. a. Name and Address of Lobbying 10. b. Individuals Performing Services 9 (if individual, last name, first name, MI): (including address if different from No. t Oa) (last name, first name, MI): Registrant 11. Information requested through this form is authorized by Title 31 U.S.C. Section 1352. This disclosure of lobbying activities is a material representation of fact upon which reliance was placed by the tier above when this transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C. 1352. This information will be reported to the Congress semi - annually and will he available for public inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less than $10,000 and not more than 5100,000 for each such failure. Typed Name: Title: Phone: Date: Federal Use Only: Authorized for Local Reproduction, Standard Form - LLL 89 SECTION 17: CERTIFICATION OF REVIEW AND REPRESENTATION OF COMPLIANCE WITH REQUIREMENTS Certification of Review of 28 C.F Part 23 /Criminal Intelligence Systems Please review the COPS Application Guide: Legal Requirements Section for additional information. Please check one of the following, as applicable to your agency's intended use of this grant: © No, my agency will not use these COPS grant funds (if awarded) to operate an interjurisdictional criminal intelligence system. Yes, my agency will use these COPS grant funds (if awarded) to operate an interjurisdictional criminal intelligence system. By signing below, we assure that our agency will comply with the requirements of 28 C.F.R. Part 23. The signatures of the Law Enforcement Executive/Program Official and Government Executive/Financial Official, and any applicable program partners on the Certification of Review and Representation of Compliance with Requirements: 1) Assures the COPS Office that the applicant will comply with all legal, administrative, and programmatic applicant for acceptance and use of federal funds as outlined in the applicable COPS Application Guide; AND 2) Attests to the accuracy of the information submitted with this application (including the - Budget Detail Worksheets). The signatures on this application must be made by the actual executives named on this application unless there is an officially documented authorization for a delegated signature_ If your jurisdiction . has such an official document, it must be attached to this application. Applications with missing,. incomplete, or inaccurate signatories or responses may not be considered for funding. Signatures shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant. Please be advised that a hold may be placed on this application if it is deemed that the applicant agency is not in compliance with federal civil rights laws, and/or is not cooperating with an ongoing federal civil rights investigation, and/or is not cooperating with a COPS Office compliance investigation concerning a current grant award_ Person Submitting this Application © By clicking this box and typing my name below, I certify that I have been legally and officially authorized by the appropriate governing body to submit this application and act on behalf of the grant applicant entity. I certify that I have read, understand, and agree, if awarded, to abide by all of the applicable grant compliance terms and conditions as outlined in the COPS Application Guide, the COPS Grant Owner's Manual, assurances, certifications and all other applicable program regulations, laws, orders, or circulars. In addition, I certify that the information provided on this form and any attached forms is true and accurate to the best of my knowledge. I understand that false statements or claims made in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by law to the federal government. Please type your name here in place of your signature: Brian Wilson 90 SECTION 17: CERTIFICATION OF REVIEW AND REPRESENTATION OF COMPLIANCE WITH REQUIREMENTS Law Enforcement Executive /Agency Executive 1X1 By clicking this box and typing my name below, I certify that I have been legally and officially authorized by the !t �� appropriate governing body to submit this application and act on behalf of the grant applicant entity. I certify that I have read, understand, and agree, if awarded, to abide by all of the applicable grant compliance terms and conditions as outlined in the COPS Application Guide, the COPS Grant Owner's Manual, assurances, certifications and all other applicable program regulations, laws, orders, or circulars. In addition, I certify that the information provided on this form and any attached forms is true and accurate to the best of my knowledge. I understand that false statements or claims made in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by law to the federal government. Please type your name here in place of your Brian Wilson signature: Government Executive /Financial Official By clicking this box and typing my name below, I certify that I have been legally and officially authorized by the appropriate governing body to submit this application and act on behalf of the grant applicant entity. I certify that I have read, understand, and agree, if awarded, to abide by all of the applicable grant compliance terms and conditions as outlined in the COPS Application Guide, the COPS Grant Owner's Manual, assurances, certifications and all other applicable program regulations, laws, orders, or circulars. In addition, I certify that the information provided on this form and any attached forms is true and accurate to the best (Amy knowledge. I understand that false statements or claims made in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by law to the federal government. - Please type your name here in place of your Sandra Tudor signature: 91 FEDERAL WAY PUBLIC SCHOOLS SOS GRANT BUDGET NARRATIVE/WORKSHEET The following budget was formulated after the completion of the attached safety assessment. Equipment/Technology: The Federal Way Police Department (FWPD) and the Federal Way Public Schools (FWPS) are requesting funding for two -way, voice, UHF radio equipment. The equipment will be utilized by 5 full time police officers (SROs) that are assigned 100% of their duty time to the 5 high schools targeted in this grant. The equipment will also be utilized by 12 full time FWPS security officers that are assigned 100% of their duty time to the middle schools and elementary schools in this grant. The SROs will be able to be contacted by any school staff member with a radio and any school security officer with a radio from anywhere in the school district when all other normal forms of communications are unavailable. Like wise, any full time police officer assigned to a dual band radio can contact any school campus in the district for a variety of public safety reasons, one being to warn of in progress criminal activity in area, i.e. school lock down. Budget Item Explanation: Item 1 FCC License: The License is the first step to legally stop all radio interference and increasing radio communications range between Police and school campuses utilizing the properly installed two -way radio equipment described in further detail in the following items. It is also a legal issue since no radio communications can be transmitted without this radio license. Item 2 Dual Band Portable Radio: This radio device will be distributed among all SROs, SOU Police Officers, and District Roaming Security Officers. Due to the channel capacity and interoperability capability, the radio will allow radio communication between Police and any school campus or school bus. It also is the second step in greatly increasing the radio communication range. Item3 &4 Dual Band Mobil Radio: This two -way radio is the third necessary step in providing increased radio communication range between any school campus and participating Police Officer. The radios will be installed in each of the SRO, SOU, and Security Patrol vehicle with antenna system and will provide the vital cross band repeat communication mode. This mode is necessary to extend the radio communication range when the Officer is utilizing his assigned portable as discussed in item 2. 92 Items 5 Radio Programming Software: The software is vital to privatizing radio communications at the elementary school campuses and stopping the radio interference between all of the school campuses and public. After completing a door to door check at each of the 23 elementary school campuses and completing inventory on their radio equipment, I learned most - elementary campuses rely on Family Radio Service (FRS) radios. Those campuses suffer interference on a regular basis from public users which compromises the campus security among other issues i.e. foul language over heard by children. The elementary school campuses that use commercial grade radios with current FCC license interfere with one another quite often since they are programmed on the same radio channel making communications confusing and un- secure. All 10 middle school campuses were contact and tested for interference. They also suffer from interference between campuses on same FCC radio channel causing the same confusion and the inability to secure their campus_ Campus interference can also occur between the high schools since they too share the exact same FCC radio channel. After completing an inventory list of all radio models used at all 39 school campuses, radio programming was researched and priced to purchase. The software will continue to offer programmers solutions to any interference should they come to pass in the future even after a district wide re- programming project is completed. The re- programming project will place each campus on their own individual FCC radio channel thus eliminating unsecure radio communications and interference. Item 6 Existing Repeater re- installations: The 4 existing high school radio repeaters and 7 existing middle school radio repeaters are currently installed at each campus with just an indoor antenna system and the repeater power set less than 2 watts of transmit power. This set up has created a greatly reduced range of communication between Staff and Police and is the cause of much interference_ Originally the repeater system had to be installed in this fashion at each campus because of the lack of radio repeater channels. All 11 repeaters are programmed with the exact same frequency channel only separated by two different private line codes. This has for years caused untold interference between all campuses operating on this system. With the help of items listed and explained above, re- 93 locating, re- programming and re- tuning each repeater at each school campus with an outdoor as well as an indoor antenna system will eliminate all interference and allow greater range of radio communications between radio operators. In most cases, communication range will be district/city wide (Approx. less than 30 sq miles) between campus and Police. All school district repeater systems will be available to Police Department Dispatcher/Records, Fire Department Dispatcher and the Federal Way EOC for emergency interoperability applications. Item 7 New Repeater Installations: Five new repeaters will be necessary to finalize the retrofitted UHF radio system to provide a reliable city wide /district wide emergency call channel when all other normal forms of communications are unavailable as described in the safety assessment in Problems one thru three. The 5 new repeaters will be [programmed with one of the new FC licensed radio frequency and be installed at 5 different school locations throughout the district to provide district wide coverage fro any portable /mobile radio operator. The repeaters will also be programmed to receive and transmit digital signals increasing the interoperability capabilities for future technological advances in two way radio communications. The channel will also be available for use by the City Of Federal Way's Emergency Operations Center in the event of a catastrophic event. All school district repeater systems will be available to Police Dispatcher, Fire Dispatcher and City EOC in emergency interoperability applications. Each of the items listed in the worksheet will work together in eliminating all radio communication interference, privatize all radio communications from the general public, offer interoperability radio communications with any participating public safety agency within the school district and city, drastically increase the radio communication range at each school campus. It will also offer a disaster call channel when all other communication sources are unavailable to summon police, fire or medical aid as mention above. With the radio retrofit complete, all assigned police officers utilizing the new system will be better equipped to respond to all calls for service from all school campuses when contacted better securing each school campus. Estimate for the entire school district. Total cost: $56,193.00 94 All required dual band radio equipment will be P urchased from Vero Global Comm of Fujian, China. VGC is the only manufacture in the world who were located during the safety assessment to produce FCC type accepted (136 -174 & 400- 480mhz), dual band radio equipment capable of cross band repeat mode in a mobile application. Radios produced by American named manufactures capable of the same performance plus many more interoperability options retails at $4,000.00 to $5,000.00 per radio. All other required radio equipment, radio equipment installations and radio programming will be purchased through Action Communications, a local communication equipment vendor, Motorola USA, Icom, the Federal Way School District Maintenance Department, FWPD Officer George Green and FWPS Security Director Dave Remmem. BUDGET WORKSHEET ITEM NAME COMPUTATION ia oF ITEMS/UNITS X UNIT COSTS) PER ITEM SUBTOTAL 1 -FCC UHF Radio License (1 x 2000.00) 52,000.00 2 -Dual Band. 128 - ch Portable Rad(25 x 100.00) 52,500.00 3 -Dual Band Mobile Radio (25 x 200.00) 55,000.00 4 -Dual Band Mobile Install (25 x 150.00) 53,750.00 5 -Radio Programming Software (1 x 1838.00) $1,838.00 6- Existing Repeater re- Install (1 x 10,620.00) - 510,620.00 • 7 -New Repeater Installations (5 x 6097.00) 530,485.00 Budget Summary • Budget Category Categoiy Total Edit A . Sworn Officer Positions $ .00 • B. Civilian/Non -Sworn Personnel $ .00 C. Equipment/Technology $ -56,193.00 . D. Supplies $ ..00 E. Travel/Training . $ .00 F. Contracts/Consultants $ • • .00 G. Other Costs $ .00 H. Indirect Costs $ .00 TOTAL PROJECT AMOUNT $ 56,193.00 TOTAL FEDERAL SHARE AMOUNT $ 28,096.50 50% TOTAL LOCAL SHARE AMOUNT (if applicable) $ 28,096.50 50% Contact Information for Budget Questions Authorized Official Name: Lieutenant Sandy Tudor / Officer George Green Title: Budget Directors, Federal Way, WA Phone L06) 786- 3125 / (253) 261 -6548 Fax (253) 835 -6899 E -mail Address sandy- tudor@ n, cityoffederalway_ com/ george.greeo@cityoffederalway.com 95 96 COUNCIL MEETING DATE: September -II, 2010 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Washington Association of Sheriffs and Police Chiefs (WASPC) Grant to purchase one Radar /Lidar Device. POLICY QUESTION: Should the City of Federal Way /Police Department use grant money offered by the Washington Association of Sheriffs and Police Chiefs, (WASPC), to purchase one hand -held laser -radar unit for the Police Traffic Section, to replace an older device in disrepair? COMMITTEE: Parks, Recreation, Human Services and Public Safety MEETING DATE: August 10, Council Committee - (PRHS &PS) 2010 CATEGORY: ® Consent ❑ Ordinance 1 1 Public Hearing Li City Council Business ❑ Resolution n Other STAFF REPORT BY: CHRIS NORMAN, COMMANDER DEPT: Police Department Attachments: 1. PRI -IS &PS Staff Memo Options Considered: 1. Pw replacement laser /radar devices using available WASPC grant money. 2. Purchase replacement laser /radar devices using existing budgetary funds. STAFF RECOMMENDATION: Staff recommends Option 1. 71/44 • CITY MANAGER APPROVAL: ) DIRECTOR APPROVAL: — A/L-' -7 Committee Council Commit et Council COMMITTEE RECOMMENDATION: PRPS recommends Option Committee Chair Committee Member Committee Member PROPOSED COUNCIL MOTION: '7 move approval of the request by the Police Department to use WASPC Grant Money to purchase one replacement laser/radar device for the Traffic Section." (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL .ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED I ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ora:ncnces only) ORDINANCE RE\ ISED - 02:'06 2006 RESOLUTION # 97 :CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: August 10, 2010 TO Parks, Recreation, Human Services and Public Safety Council Committee V[A: Brian J. Wilson Chief of Police /Interim City Manager FROM: Andy J. Hwang, Assistant Chief of Police SUBJECT: WASPC Grant to Purchase a Replacement Laser /Radar Device. Background LIDAR -RADAR devices are a proven and effective tool for measuring speed in and around school zones and the roadways in Federal Way where citizens report speeding vehicles. The Washington Association of Police and Sheriffs, (WASPC) has offered grant funding to purchase a replacement LIDAR -RADAR device for the Traffic Unit. This grant money is credited to FWD by WASPC as a direct result of our school zone and all around traffic enforcement efforts_ FW does not have reserve funds to replace this device_ WASPC has awarded the Traffic Unit a total of $800.45 to purchase a hand held LIDAR unit. The unit will be with the new Commercial Vehicle Enforcement truck. The Police Department is seeking council approval to purchase one Kuston HR hand held radar device for a total of $800.45. 1 98