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State of Alaska
Department of Transportation & Public Facilities
Alaska Highway Safety Office
FFY 2012 P.O. 112500; Suite #200
GRANT APPLICATION Juneau AK 99811-2500
AGREEMENT Ph: 907-465-2446
Fax: 907-465-4030
www.dot.alaska.gov/ahso
AGENCY NAME AND ADDRESS: PROJECT TITLE:
State of Alaska Department of Transportation and Public TraCS Hardware Installation for local law enforcement
Facilities State Equipment Fleet agencies
2301 Peger Road
Fairbanks, AK 99709 PROJECT LOCATION:
Project Manager (First Contact): Kerry Sanders Statewide Police Departments and Law Enforcement
Non-Profit? Yes No Agencies
GRANT PERIOD:
Begin: October 1, 2011 End: September 30, 2012 APPLICATION DATE: 8-22-2011
If this is a continuation of a previous grant, indicate previous AHSO project number: 154AL 11-01-17
If previously funded, indicate the total number of months of federal support : 12 months
Other Federal or State Support (If using other federal support on this project, it must be identified and explained): None
COST CATEGORY AHSO MATCH TOTAL
(100) Personnel Services $25,410 $25,410
(200) Travel $43,068 $43,068
(300) Contractual Services $3000 $3000
(400) Commodities $5000 $5000
(500) Equipment $500 $500
(600) Indirect Costs (10% of
total budget maximum) allowed
ONLY with a current cognizant
Federal Agency Letter
Total $76,978 $76,978
Acceptance of conditions: It is understood and agreed by the undersigned that any funds received as a result of the approval of this application
are subject to all State and Federal Governmental Regulations. This project does or will constitute an official part of the Highway Safety Program
of the State of Alaska, and will meet all requirements and administrative regulations of the National Highway Traffic Safety Administration and
the Federal Highway Administration. The undersigned also agree to perform those activities detailed in the attached proposal and will maintain
records documenting expenditure of funds for the activities. Subject to the availability of Federal funding, reimbursement will be made upon
submission of a reimbursement voucher following completion of monthly grant activities, including an update on grant performance measures.
Final reimbursement claim will not be processed until all four Quarterly Reports, Equipment Record (if purchased) and Annual Evaluation are
submitted to the AHSO.
Financial Manager (second contact): Susan Ault Phone: 451-2263
Title: Administrative Officer E-mail: susan.ault@alaska.gov
Signature: Date: 9/15/2011 Fax: 451-2867
Auth. Official (authority to spend org. funds): Diana Rotkis Phone: 269-0787
Title: State Equipment Fleet Manager E-mail: diana.rotkis@alaska.gov
Signature: Date: 9/15/2011 Fax: 269-0801
AHSO ONLY:
Grant Administrator (AHSO): Grant #:
CC:
LC:
Approved by (AHSO): Date: PGM: 57870 PJ:
Section 1. Project Budget (See Grant Guidebook, pages 3-6)
(100 )- Personnel Services - Payroll AHSO Grantee Match Total
1. TraCS Install Labor Deploying TraCS Statewide $25,410 $25,410
2.
3.
4.
Personnel Total: $25,410 $25,410
(200) – Travel
1. Travel for DOT/SEF Installers $21,803 $21,803
2. Per diem for DOT/SEF Installers $6165 $6165
3. Lodging for DOT/SEF Installers $12,100 $12,100
4. Transportation and shipping of equipment and fuel for
transportation $3000 $3000
Travel Total: $43,068 $43,068
(300) – Contractual Services
1. Heated Storage for Parts / Equipment $2400 $2400
2. Telecommunication service $600 $600
3.
4.
Contractual Total: $3000 $3000
(400) – Commodities
$1000
1. Expendable parts and supplies $1000
$1670
2. Shipping and Installation Hardware $1670
$2330
3. Installation Tools $2330
Commodities Total: $5000 $5000
(500)- Equipment
1.Heater and Lighting for storage unit $500 $500
2.
Equipment Total:
(600) – Indirect Costs (10% maximum of total budget)
allowed ONLY with a current cognizant Federal Agency
letter submitted to AHSO.
1.
2.
Indirect Costs Total:
Total Project Costs: $76,978 $76,978
PROJECT TIMELINE
1st Quarter 2nd Quarter 3rd Quarter 4th Quarter
PERFORMANCE ACTIVITIES / MILESTONES
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
1 Coordinate the installation and deployment of TraCS P X
equipment as determined by DPS TraCS Project Manager
C X
2 Provide monthly reports to the TraCS Steering Committee P X
and for the AHSO TraCS webpage
C X
rd
3 Attend the 3 Annual TraCS User Group meeting P X
C X
4 P
C
5 P
C
6 P
C
7 P
C
8 P
C
9 P
C
P – Projected C - Completed
Section 2
Budget Narrative 1-3 pages (See Grant Guidebook, page 7-8)
On separate pages, explain the relationship between budgeted items listed in Section 2 and project activities.
1. Detailed Budget is provided using AHSO budget categories. Budget is reasonable and is designed to support the project.
2. Budget Narrative is detailed and explains how the budget line items will support project. Requested funding is clearly and
specifically linked resources necessary to complete the project. Discuss all items by category (i.e., completely describe all activities
under A. Personnel before moving on to B. Travel, and so forth.)
Section 3
Project Narrative Not to exceed 12 pages (See Grant Guidebook, page 8-15)
3. Project Management. Proposal lists project manager(s) and details their qualifications.
4. Project Staff. Proposal details the people who will be working on the project, their duties, experience and qualifications.
Proposed staffing and expertise is adequate to carry out goals and objectives of the grant
5. Organizational Structure. Proposal shows the organization's Board of Directors (for non-profits) and/or the
organizational chart.
6. Executive Summary. A clear and concise summary of the project and expected results. There must be a reference to the
2007 AK Strategic Highway Safety Plan (http://dot.alaska.gov/stwdplng/shsp/index.shtml), the 2007 Traffic Record
Assessment (http://www.dot.state.ak.us/stwdplng/hwysafety/assets/Alaska_TR_Assessment_Final.pdf), the 2008 Impaired
Driving Assessment
(http://www.dot.state.ak.us/stwdplng/hwysafety/assets/pdf/AK_Impaired_Driving_Program_Assessment_Report_Final_
with_Edits.pdf), or Alaska’s Plan to Reduce & Prevent Underage Drinking
(http://www.dot.state.ak.us/stwdplng/hwysafety/assets/pdf/2009_underagedrinkplan.pdf) or another federally recognized
plan, such as NHTSA recommendations (http://www.nhtsa.gov/)
7. Problem/Needs Statement. In less than 3 pages, the problem description is based on solid research, including the most
recent, local data. Justification of the project is based on evidence.
8. Goals. Detailed goals are described and the long range changes that are anticipated are explained. Goals are directly tied to
one or more specific, clearly identified goal(s) in the Strategic Highway Safety Plan or the AK Traffic Records Strategic Plan
or, if not, a detailed explanation is provided as to why the goal(s) of this proposal need to be added to the Plans.
9. Objectives. Objectives are clear, quantitative, measurable, and achievable within the scope of this project. They should have
a baseline against which progress or success can be demonstrated.
10. Implementation Plan. The implementation plan should have deliverables and a timeline to achieve each one.
11. Evaluation & Internal Assessment. The evaluation shows both process and outcome measures, with detailed description
of methodology to measure success. Narrative includes baseline data from which to measure outcomes.
12. Performance Measures. These should be clearly defined and detail how to evaluate and measure the effectiveness of this
project towards achieving its goals. These must be linked to the project goals, using NHTSA recommended performance
measures. Example: The number of seat belt citations issued during grant-funded enforcement activities (grant activity
reporting) will increase from XX in calendar year 2011 to XX in 2012.
13. Future Funding Plan (if project is to be continued). The project incorporates a specific plan for self sufficiency after the
initial AHSO funding is complete. Ongoing projects should show the support provided by other agencies or groups.
14. Project Schedule: The schedule is realistic, reflecting the resources available.
15. Risk Management: An appropriate management strategy must exist for risk factors such as complexity, untested
technology, lack of resources, dependencies on other projects/tasks out of the control of the project manager.
NOTE: Incomplete criteria may cause the grant application to be rejected.
AGREEMENT CONDITIONS
THE FOLLOWING CONDITIONS ARE A PART OF THE PROJECT AGREEMENT AND, AS SUCH, ARE
BINDING ON ALL PARTIES TO THE PROJECT AGREEMENT:
A. Alaska Highway Safety Office Desk Manual: The AHSO Desk Manual is a part of this Agreement and is
incorporated and made part of this Agreement by reference.
http://www.dot.state.ak.us/stwdplng/hwysafety/manual.shtml
B. Property: State and Local Agencies and Other Non-State Sub grantees: Equipment and other property acquired
under this Agreement for use in highway safety projects shall be used and kept in operation for highway safety
purposes. State Agencies: Property management standards described in the “State Property Accounting Manual”
will be used in accounting for equipment purchased under this Agreement. Local Agencies and Other Non-State
Sub grantees: Standards for property management described in 49 CFR 18.32(c) through (e) will be used in
accounting for equipment purchased under this Agreement. The Applicant Agency shall seek disposition
instructions from the Alaska Highway Safety Office prior to disposing of any item of equipment purchased
under this project. Nothing in this Agreement shall prevent the Applicant Agency from following existing
property management standards that exceed the requirements set out in 49 CFR 18.32(c) through (e).
C. Copyright: The Alaska Highway Safety Office and the U.S. Department of Transportation reserves a royalty-free,
nonexclusive and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for
State or federal government purposes: (1) the copyright in any work developed under a grant, sub grant, or
contract under a grant or sub grant; and (2) any rights of copyright to which a grantee, sub grantee, or a
contractor purchases ownership with grant support.
D. Sub Awards to Debarred and Suspended Parties: Grantees and sub grantees must not make any award (sub grant
or contract) at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible
for participation in federal assistance programs under Executive Order 12549, “Debarment and Suspension.”
E. Standards for Americans with Disabilities: Grantees, contractors, and others who receive funding from the State
of Alaska, Department of Transportation and Public Facilities, to provide a service or services to the general
public as an agent of the state must certify that all programs, services, and activities operated under the grant or
contract are made available to the general public in compliance with the Americans with Disabilities Act of 1990.
Grant or contract recipients are subject to state review.
F. Procurement Standards: Grantees and sub grantees will use their own procurement procedures which reflect
applicable State and local laws and regulations, provided that the procurements conform to applicable federal law
and the standards identified in 49 CFR 18.36.
G. Progress Reports: The Applicant Agency will submit quarterly narrative progress reports which must include an
update on grant performance measures, by the 15th of the month following the end of each calendar quarter and
an annual evaluation report by November 15th during the life of the project.
H. Financial Reports: The Applicant Agency certifies that it has an accounting system capable of properly
accounting for expenditures made under this project. Claims for costs incurred must be submitted on a monthly
basis. Claims must be accompanied by supporting documentation as described in the Project Director’s Manual.
I. Motorcycle-related Advertisements: All motorcycle-related advertising must have approval of the Alaska
Motorcycle Safety Advisory Committee (AMSAC)
http://www.dot.state.ak.us/stwdplng/hwysafety/motorcycle_safety.shtml
J. News Releases: The Alaska Highway Safety Office encourages agencies to publicize Highway Safety project
approval. The Alaska Highway Safety Office shall be named as the granting agency in any news releases
announcing the approval of this project. Any subsequent news releases written by the Applicant Agency shall
mention the Alaska Highway Safety Office.
K. Highway Safety Tag: The Alaska Highway Safety Office shall be noted as the sponsor or co-sponsor in any
public information materials developed under a highway safety project. This requirement includes: public service
announcements on radio and television, newspaper advertisements, pamphlets and brochures, and promotional
“give-aways” such as bumper stickers, key chains, etc. Promotional items must include the “Target Zero” logo or
wording to support the Alaska Strategic Traffic Safety Plan as well as the type or national/state slogan of a
national or state driver behavior program: Impaired Driving, Occupant protection, Traffic Records, Motorcycle
Safety, etc. Examples of a national program: “Click It Or Ticket”, and “Drive Sober Or Get Pulled Over”.
L. Record Retention: All financial and programmatic records, supporting documents, statistical records, and other
records of the Applicant Agency which are required to be maintained by the terms of 49 CFR 18.42 and other
records reasonably considered as pertinent to program regulations or the project agreement must be retained for
a period of three years after submittal of the final claim. Additional record retention requirements may be found
in 49 CFR 18.42 and are incorporated and made part of this Agreement by reference. The awarding agency and
the Comptroller General of the United States, or any of their authorized representatives, shall have the right of
access to any pertinent books, documents, papers, or other records of grantees and sub grantees which are
pertinent to the grant, in order to make audits, examinations, excerpts, and transcripts.
M. Enforcement: If the Applicant Agency materially fails to comply with any term of this Agreement, the Alaska
Highway Safety Office may take one or more of the actions listed in 49 CFR 18.43(a)(1) through (5), as
appropriate in the circumstances. Additional provisions for enforcement are listed in 49 CFR 18.45(b) through
(d).
N. Termination for Convenience: Except as provided in 49 CFR 18.43, this Agreement may be terminated in whole
or in part only as follows: (a) by the Alaska Highway Safety Office with the consent of the Applicant Agency, in
which case the two parties shall agree upon the termination conditions, including the effective date, and, in the
case of partial termination, the portion to be terminated, or (b) by the Applicant Agency upon written
notification to the Alaska Highway Safety Office, setting forth the reasons for such termination, the effective
date, and, in the case of partial termination, the portion to be terminated. If, however, in the case of a partial
termination, the Alaska Highway Safety Office determines that the remaining portion of this Agreement will not
accomplish the purposes for which the award was made, the Alaska Highway Safety Office may terminate the
Agreement in its entirety under either 49 CFR 18.43 or paragraph (a) of this section.
O. Audit: The Applicant Agency agrees to arrange for a financial and compliance audit as required under the Single
Audit Act of 1984 and to provide a copy of the final audit report to the Alaska Highway Safety Office upon
request. The CFDA (Catalog of Federal Domestic Assistance) number of the State and Community Highway
Safety Program is 20.600-20.613. The financial agency responsible for arranging for the audit shall be advised by
the applicant agency of this number.
P. Laws of Alaska: This Agreement shall be governed in all respects by the laws of the State of Alaska.
Q. Limited English Proficient Persons (LEP) Guidance: There are two federal authorities, title VI of the civil Rights
Act of 1964 and the Presidential Executive Order (EO) 13166, Improving Access to Services for Persons with
Limited English Proficiency, that require the ADOT&PF to provide LEP persons with meaningful access to
programs, activities and services. To fully implement Title VI and EO 13166, the US DOT published guidance
to its recipients of federal assistance on December 14, 2005 in the Federal Register. ADOT&PF is required to
take reasonable steps to ensure meaningful access to their programs and activities by LEP persons. By 2/2/2008,
the department’s Civil Rights Office staff had developed a plan, in cooperation with staff from all three regions.
A policy and procedure manual is being created to explain how to implement this plan. If you have any
questions, please contact Jon Dunham, Civil Right Manager, at 907 269-0850.
R. Buy America Act: Only steel, iron and manufactured products produced in the United States may be purchased
with Federal funds unless the Secretary of Transportation determines that such domestic purchases would be
inconsistent with the public interest; that such materials are not reasonably available and of a satisfactory quality;
or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25
percent. Clear justification for the purchase of non-domestic items must be in the form of a waiver request
submitted to and approved by the Secretary of Transportation.
S. Political Activity (Hatch Act) The Applicant Agency will comply, as applicable, with provisions of the Hatch Act
(5 U.S.C. §§1501-1508 and 7324-7328) which limit the political activities of employees whose principal
employment activities are funded in whole or in part with Federal funds.
Signature of Project Manager: Date:
CERTIFICATION REGARDING FEDERAL LOBBYING:
Certification for Contracts, Grants, Loans, and Cooperative Agreements:
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any
person for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with
the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal
contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-
LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award documents
for all sub-award at all tiers (including subcontracts, sub grants, and contracts under grant, loans, and
cooperative agreements) and that all sub recipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each
such failure.
RESTRICTION ON STATE LOBBYING
None of the funds under this program will be used for any activity specifically designed to urge or influence a
State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before
any State or local legislative body. Such activities include both direct and indirect (e.g., “grassroots”) lobbying
activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA
funds from engaging in direct communications with State or local legislative officials, in accordance with
customary State practice, even if such communications urge legislative officials to favor or oppose the
adoption of a specific pending legislative proposal.
Signature of Project Manager: Date:
Section 2
Budget Narrative (See Attachment B)
NOTE: There are some differences in the list DPS Attachment “A” and DOT Attachment “B”
The differences are due to the fact that although TraCS equipment was deployed to some local
law enforcement agencies during the previous grant period, some of these agencies still
require training under the DPS FY12 Grant proposal
Personnel Services-(100): $25,410
1. DOT/SEF Automotive Technicians: $45,870 Labor for DOT/SEF Installers of TraCS hardware in
law enforcement agency vehicles TraCS DOT Install labor .75day per car X $440 day
Travel (200): $43,068
1. $9,680 - 1 day paid travel per .75 cars X 2 for greater than 5 cars
2. $12,123 for DOT/SEF Installer’s travel Plane Ticket or Mileage X 2 for greater than 5 cars
3. $6,165 for DOT/SEF Installer’s per diem ($60 X.75 day X number of cars)
NOTE: Example for 6 cars: .75 (day) X 6 (cars) X $60 (per diem) = $270 total per diem) X 2 for 2 installers = $540
4. $12,100 for DOT/SEF Installers’ Lodging
5. $3,000 for Transportation and shipping of equipment to installation site and Fuel for transportation
during deployment
Contractual Services (300): $3000
1. $2400 for rental of Storage facility to store and pre-assemble parts prior to deployments
NOTE: It will be necessary to rent a second rental unit due to the fact that there is insufficient room in the current
unit to allow for pre-assembly and packing needs. It will cost an additional $860 for an 8x10 heated unit or an
additional $1800 for a 20X10 heated unit. An additional $600 was added to this grant request with the expectation
that as parts are depleted, the need for additional space will also diminish and we should be able to finish the grant
with the original 20X10 unit.
2. $600 for Telecommunication service during deployment and contact with local law enforcement
agencies during the planning phase of deployment
Commodities (400): $5000 (See Attachment A)
1. $5000 for installation tools and consumable supplies.
During the FY11grant period there were 51 vehicle installations performed. 77 vehicle installations will be
performed under this grant proposal. This amounts to over a 50% increase in the number of vehicle installations.
Because the cost for necessary expendable parts exceeded $600 in FY11 the FY12 allocation is increased
proportionately by $300 totaling $900.
Included in this grant is a request to purchase a portable scale for pre-weighing packages for shipping and for
repacking for return after deployment. This will help cut costs on additional shipping charges due to overweight
packages. The cost of this scale ($250) would be offset by eliminating just 5 overweight airline charges of $50 per
package
Note: During the FY11 grant period it was determined that during implementation of TraCS into the older
population of the local PD fleets there were numerous modifications and the additional need for funds to have
brackets, adapters, etc. fabricated to facilitate the TraCS hardware installations. We had a budget of $3500 under
the FY11 TraCS & Criminal Software (TraCS) for local law enforcement agencies grant and increased that by
another $1000 during the grant period, creating a total allocation of $4500. There will not be as many tools
required, however, there will be more parts, fabrications and modifications necessary during the FY12 grant phase.
This will be compounded by the fact that as installations are scheduled for smaller law enforcement agencies, their
limited budgets will mean a broader range of vehicle configurations requiring increased funds to cover unforeseen
costs. Therefore this proposal requests an increase in this allocation for a total of $5000 for this FY12 grant
application.
The items in Attachment “A”, which are highlighted in green, were purchased under the FY11 grant. We used the
lowest bidder for those purchases. It was determined that these are high wear and high use items that will need to
be replaced during the FY12 grant.
Equipment (500): $500 for Lighting and heating for use in Storage unit while packing, pre-assembly and shipping
of parts. It will be necessary to purchase a portable heater and lighting for the storage unit. These items will be used
during the handling, pre-assembly and packing of TraCS hardware items.
Indirect Costs (600): $0
Section 3 – Project Narrative
Project Staff
Kerry Sanders, State Equipment Fleet Light Duty Automotive Technician
Additional Automotive Technicians as necessary
Project Manager
Kerry Sanders, State Equipment Fleet Light Duty Automotive Technician
Qualifications
Assumed responsibilities of TraCS Coordinator for Palmer PD/AHSO FY11 grant
Relative Work History
TraCS Equipment installation and Diagnostic Repair Technician for DOT/SEF Palmer Fleet 2009 –
Present
TraCS Equipment Installation Trainer For DOT /SEF 2009 to Present
TraCS Equipment Installer for CVE Grant December 2009 – December 2010
TraCS Equipment Installer for AHSO Grant October 2009 – September 2011
EDUCATION
High School Diploma, Robert Service High School, Anchorage Alaska
Associates Degree in Electronics, UAA - Mat Su
Associates Degree in Automotive Technologies UAA - Mat Su
Executive Summary
During the CVE Grant 2009-2011 there were 39 LEA vehicles equipped with TraCS Equipment. During the
Palmer PD Grant 2010-2011 there were 51 LEA vehicles equipped with TraCS equipment. I am planning to
complete 77 LEA vehicle installations during the FY12 grant.
It has been determined that the time spent writing a citation and completing a 10-200 accident report has been
greatly diminished. Therefore, the officers can get back on the road sooner to continue with enforcement duties. It
has also been determined that there is less time needed in the office completing reports and forms again giving the
officers more time to be spent in the field enforcing traffic laws.
The DOT/SEF Installers will work with the DPS coordinator to acertain the parts necessary for TraCS hardware
deployment to local law enforcement agencies. The installer will receive, store, pre-assemble certain parts and
make necessary arrangements for transporting the equipment prior to the deployment. The installers will make
travel plans and, when possible, use DOT facilities to complete installation of TraCS equipment in local law
enforcement agency vehicles. This activity will support the TraCS Strategic Plan’s vision to “deploy TraCS software
across Alaska and provide use and support to all Law Enforcement Agencies” and the goal to “improve the
timeliness, completeness, integration and accessibility of electronic citation and vehicle crash data”.
This request is to perform installations of TraCS equipment around the state. This meets corrective action #4
(Explore and implement electronic crash data collection and data transfer procedures) in the ATRCC FY12 Strategic
Plan. The main installer to be funded under this project was directly involved in the installations performed during
the FY11 deployment of equipment to local law enforcement agencies under the AHSO grant #154AL 11-01-17 as
well as prior deployments undertaken for the Alaska Association of Chief of Police in coordination with with the
CVE division of DOT.
Problem/Needs Statement
State and local law enforcement agencies recognize the urgent need to improve Alaska’s citation and crash reporting
systems, which rely on inefficient manual paper processes.
Traffic and Criminal Software (TraCS) is a software application that combines with laptop computers, one or more
PCs in a central office, and data communications to provide officers with all of the functionality necessary to record
and retrieve incident information wherever and whenever an incident occurs. Officers respond to many traffic
incidents every day, and each incident requires paperwork and other administrative duties that detract from valuable
patrol time. The TraCS software was developed in response to the need for a well-designed information
management tool for field Officers that would simplify the data collection process and ease the administrative
burden on officers.
TraCS was developed by the Iowa Department of Transportation with funding assistance from several federal
agencies. From its conception, TraCS was designed and developed using a flexible architecture that, with minor
modification, could be transferable and easily adapted and customized for use by agencies in state/provinces other
than Iowa.
The State of Alaska DOT&PF started a pilot project in the summer of 2004 to test the feasibility of using TraCS to
issue electronic citations for Commercial Vehicle Enforcement (CVE). The pilot project demonstrated that TraCS
could be successfully used to easily collect CVE citation data and it was evident that the application’s flexibility
could be leveraged to also collect other citation and crash data. Prior to 2004 DMV began implementing the 2D bar
code on Alaska drivers’ licenses and vehicle registrations, paving the way for automated data entry of these items.
Goals & Objectives
This grant request will make it possible for local law enforcement agencies to obtain the equipment needed to meet
the goals of the TraCS project: To improve the timeliness, accuracy, completeness, uniformity, integration, and
accessibility of electronic citation and vehicle crash data. Without this equipment, local law enforcement agencies
cannot benefit from the deployment of the TraCS software and the training needed on the equipment and process to
generate and transmit citation and crash data electronically.
Implementation Plan
DOT State Equipment Fleet will work with DPS to equip vehicles owned by local law enforcement with the
hardware necessary for use with the TraCS System. Implementation will include:
1. Coordination of the installation of TraCS equipment.
2. Provision of monthly reports to the TraCS Steering Committee.
3. Attendance at the 3rd annual Alaska TraCS User Group meeting.
1. Coordinate the installation and deployment of TraCS equipment
a. The TraCS Installer will meet as needed with the Statewide Project Director. Work with the
DPS TraCS Project Manager to determine the appropriate priority for deployments, based on
the priority articulated by the TraCS Steering Committee.
b. Work with the DPS TraCS Project Manager prior to deployment to acquire needed
information (suitable deployment date, installation facility, vehicles to be targeted for
hardware installations, etc.).
c. Arrange for equipment storage, transportation and lodging necessary to install equipment in
local law enforcement agency vehicles.
i. Track and provide an expense report to AHSO and the TraCS Steering Committee for
the DOT&PF Equipment Fleet installations.
ii. Send reimbursement claims directly to AHSO and copy DPS.
iii. Receive reimbursement directly from AHSO via a Reimbursable Service Agreement
(RSA) and copy DPS & DOT&PF.
2. Provide monthly reports to the TraCS Steering Committee.
a. Provide a report and a spreadsheet of the TraCS installation progress with local law
enforcement agencies. This report will include the TraCS installations by agency.
3. Attend the 3rd annual Alaska TraCS User Group meeting.
a. Provide a presentation at the meeting
Evaluation and Internal Assessment
The project manager will submit quarterly reports to the AHSO by the 15 th of the month following the end
of each Federal Fiscal Quarter. In each report, the project manager will assess the percent completion of the
project, list the agencies which have received installation, and list those agencies still requiring installation.
Performance Measures
50% increase in installation of mounting equipment into Law Enforcement Agency vehicles from 51
vehicles in FFY11 to 77 vehicles in FFY12.
Future Funding
It is hoped that at the end of this grant cycle, deployment of TraCS equipment to local law enforcement agencies
will be mostly complete. If not, additional funding to continue this process may be sought. Because the current
initiative is to outfit local law enforcement agencies, funding may be sought in the future to outfit the Alaska State
Troopers.
Risk Management
Risk factors include complexity and dependencies on other projects however these are not anticipated to exceed
those already being experienced.
Attachment "A"
Lap-Top Install Consumable small parts
Quantity Part # FY11 FY12
Tie Wrap Various Sizes
200 PW/ PW525MX $19.46 $29.19
1000 PW/ PW524MX $60.00 $90.00
Convoluted Tubing
3/8 Inch 250 ft #737513 $74.45 $111.68
!/2 inch 250 ft #737514 $63.74 $95.61
5/8 inch?? 250 ft #737301 $75.50 $113.25
Tubing Hold-Down Straps 100 PW/ MCC-12 $35.00 $52.50
100 PW/ MCC-58 $23.00 $34.50
Wire Butt Splices
Yellow -- Blue 100 PW/ SCB-646 $58.50 $87.75
Blue -- Red 15 $8.50 $12.75
PW/ SAA-22-18-
Red 50 10 $35.80 $53.70
Ring Connectors
5/16 inch 30 PW/ NR-14-14-25 $5.80 $8.70
#10 ? 25 PW/ NR-10-10-25 $7.56 $11.34
Spade Connectors
Yellow female 10 $5.50 $8.25
Fuses
ATC 20 25 PW/ VP/ATC-20 $12.66 $18.99
ATM 5 25 PW/ VP/ATM-5 $16.28 $24.42
Fuse Taps 24 PW/ HHL $62.40 $93.60
Black Tape 1 PW /88 Super $5.86 $8.79
Arctic Wire 12 Ga 25ft PW/ AUF 100RG $32.52 $48.78
Tie-strap Tightener 3 $50.00 $75.00
Small Conv. Tubing Installer 3 $25.00 $37.50
$677.5
Total Consumables 3 $1,016.30
Shipping and Installation Hardware
Misc Parts purchased During each deployment Part # $25 $450.00
Machine work and fabrication anticipated per
deployment $50.00 $900.00
Shipping Scale 4TH71 $250.00
Tape dispenser 4FE52 $50.00
Tape 6BY51 $20.00
Heater and Lighting for storage unit $500.00
Shipping and installation Hardware Total $2,170.00
Lap-Top Install Tool List
Price
Quantity needed each Total
3/8 Swivel Ratchet 44835 2 131.00 262.00
3/8 Twist Ratchet 10203 2 62.95 125.90
3/8 Long swivel ext.FXWP11 2 35.50 71.00
3/8 Med ext 44357 2 25.75 51.50
3/8 Short ext 44356 2 20.55 41.10
SOCKETS
7/16 deep socket 45836 2 11.25 22.50
1/2 deep socket 45837 2 17.50 35.00
13 mm Shallow Socket 34644 2 10.25 20.50
13 mm Shallow Impact Socket IMFM13 2 10.25 20.50
15 mm Shallow Socket 45857 2 19.50 39.00
17 mm Shallow Socket 2 19.50 39.00
Gm ext torx deep socket SC620D MAC 2 24.60 49.20
5/32 Allen Socket FA5E 2 18.45 36.90
1/4 Allen Socket FA8E 2 21.45 42.90
3/16 Allen Socket FA6E 2 18.45 36.90
5/32 Allen Wrench 2 22.45 44.90
Wrenches
7/16 Wrench BLPCW716 2 15.40 30.80
13 mm Ratchet Wrench BXOR1416 2 40.70 81.40
Drill, Bits, Battery, etc…
Tamperproof Torx Bits 20 10.00 200.00
3/8 Impact Battery and Charger 7430 4 143.00 572.00
Tapered Die Grinder Bit VWB9B??? 2 43.25 86.50
Lighting
LED Light and Charger NNE64305SE 2 49.00 98.00
LED Flash light ECL9ZT 2 10.08 20.16
LED Light and Charger NM64030 2 34.95 69.90
Safety
Safety Glasses 2 40.00 80.00
Work Gloves 2 40.00 80.00
2 Kneeling Pad 2 40.00 80.00
Total Tool Cost 2,337.56
Grand Total $5,523.86
Most of the items in green were purchased in FY11 Grant and the lowest bidder was used. It was determined
most are high wear high use items. They will need replacement during the FY12 grant
Attachment "B"
FY2012 DOT/SEF TraCS Grant
Storage Facility & Communication
Transportation, Fuel and Shipping of
equipment
Tools, Equipment and Small Parts
DOT
Install
labor DOT
.75day DOT install DOT
per car Install per lodging
X $440 travel Diem @$150
DOT day + 1 Plane $60 per
Install day Ticket X.75 Night
Total labor travel or day for 1.5
Days .75day $440X mileage per car cars X
= per 2 for X 2 for X 2 for 2 for
Patrol car X greater greater greater greater
Sworn Patrol cars x $440 than 5 than 5 than 5 than 5
Agency Name Officers Cars .75 day cars cars cars cars Total
Seward Pd 10 10 7.5 3300 4180 85 900 2000
Whittier PD 4 1 0.75 330 770 85 45 100
AK Railroad 1 1 0.75 330 770 51 45 100
Anch Airport 60 2 1.5 660 1100 51 900 400
Bethel PD 12 6 4.5 1980 2860 1600 540 1200
Fairbanks
Airport 26 1 0.75 330 770 600 45 100
Fort Yukon PD 2 2 1.5 660 1100 700 90 200
Haines PD 5 1 0.75 330 770 800 45 100
Ketchikan PD 22 15 11.25 4950 5830 1300 1350 3000
Klawock PD 4 3 2.25 990 1430 800 135 300
Nome PD 10 5 3.75 1650 2090 700 225 500
Sitka PD 20 4 3 1320 1760 600 180 400
Skagway PD 5 5 3.75 1650 2090 800 225 500
UAA PD 15 4 3 1320 1760 51 360 800
UAF PD 11 2 1.5 660 1100 500 90 200
Wrangell PD 7 7 5.25 2310 3190 1600 630 1400
Hoonah PD 4 4 3 1320 1760 1000 180 400
Kotzebue PD 4 3 1320 1760 800 180 400
Totals 218 77 57.75 25410 35090 12123 6165 12100 3000 3000 5500 76478
Staffing 25410
Travel, Fuel and Shipping 43068
Contractual Service (Storage and Phone) 3000
Equipment 5500
Total funds Requested 76978
