DRAFT – AUGUST 29_ 2002 by tyndale


									                           Commonwealth of Massachusetts
                      Executive Office of Public Safety and Security
                             Office of Grants and Research
                                Highway Safety Division
                                10 Park Plaza, Suite 3720
                                    Boston, MA 02116
                                    Tel: 617.725.3352

                       New Application for Grant Funds (AGF)
       2009-2010 Traffic Enforcement and Equipment Grant Program Narrative

The Executive Office of Public Safety and Security (EOPSS) announces the availability of
approximately $2,650,000 in grant funding in federal fiscal year 2010 for municipal, college
and university law enforcement agencies for high visibility enforcement during mobilizations
and for the purchase of traffic enforcement-related equipment and materials.

This funding will be part of a contract for a five-year period. Contracts awarded under this
AGF will be for the period through September 30, 2012. Departments will be required to
submit an application for federal funding on a yearly basis or as EOPSS funding
opportunities are announced.

If you were awarded a multi-year contract executed in FFY 2008 or later, you are not
required to sign a new contract this year nor must you submit an authorized signature
verification form. If, however, your authorized signatory is different from the signatory on
your previously executed contract, you must submit a new authorized signature verification

All departments and municipalities are required to read, initial and sign a Subrecipient
Grantee Conditions document.

If you were not awarded a 2008-2009 Traffic Enforcement and Equipment Grant, you must
complete the Commonwealth Standard Contract, Contractor Authorized Signatory Listing
Form and Subrecipient Grantee Conditions located at www.mass.gov/highwaysafety, under
the „2009 -2010 Traffic Enforcement and Equipment Program‟ link.

This will be an open, rolling-enrollment and departments can be added at any time
during the grant year.

To be eligible for FFY10 grant funding, departments must submit an application. This AGF
Narrative and the Grant Application are posted on www.mass.gov/highwaysafety under the
„2009-2010 Traffic Enforcement and Equipment Program‟ link.

Grant awards will be announced as contracts are received and approved by EOPSS.

Regional grant trainings and meetings will be conducted throughout the state after grants
have been awarded for hands-on instruction on grants management and programming. The
first in a series of grant trainings will take place on Thursday, December 3, 2009 at 8:30 a.m.
at the State Transportation Building, located at 10 Park Plaza in Boston. As space is limited
to forty participants, please RSVP by completing the attached Highway Safety Division
Grant Administration Training Form as early as possible. Additional dates and locations will
be announced and posted on the website.

Grant management, technical assistance and grant administration training confirmation will
be provided by e-mailing Brittany Linnekin at Brittany.linnekin@state.ma.us or by calling

According to the National Highway Traffic Safety Administration, traffic enforcement
conducted in conjunction with earned and paid media during a series of one to three week
mobilization periods is highly effective in raising safety belt use across the nation.

In Massachusetts, the safety belt use rate was 51% in June 2002. After a concerted effort by
182 local police departments and the State Police over the course of three Click It or Ticket
Mobilizations, as well as one You Drink & Drive. You Lose. Mobilizations, the state belt use
rate increased to 62% in June 2003. Through law enforcement efforts the rate is now 74%,
the highest ever recorded in the Commonwealth but below the national average of 84%.

The percentage of alcohol-related fatalities in Massachusetts dropped 20% from 2007 to
2008. Despite these improvements, in 2008 there were 124 alcohol-related fatalities in

Between 2002 and 2009, law enforcement agencies and the State Police were awarded grants
to participate in safety belt, impaired driving and speed/aggressive driving/drag racing high
visibility mobilizations. The results have been positive, but your help is needed to reduce
speeding and impaired driving, and to increase safety belt use. We urge your department to
take a zero-tolerance approach to enforcement when participating in the mobilizations.

 Program Goal: Award as many qualified municipal police departments including college
  and university campus police departments. The number of grants awarded will be
  determined by the number of qualified applicants and available funding. Award funds to
  purchase equipment and materials directly related to traffic safety or enforcement.
 All municipal police departments are eligible for grant funding.
 Campus police departments with M.G.L. Chapter 90 powers are eligible for grant
  funding. Campus police departments must have arrest powers to participate.
 Campus police departments may participate in fewer mobilizations based on attendance
  during the academic year.
 Municipal departments must participate in all mobilizations. Departments will be eligible
  for traffic equipment and materials only after completing participation in the May 2010
  Click It or Ticket Mobilization (see schedule on pages 3 - 4).
 Departments are required to conduct a minimum of three documented stops per hour; if
  less than the historic statewide average of 2.5 stops per hour, the EOPSS/HSD reserves

    the right to end program participation for the next mobilization or for the remainder of
    FFY 2010, through September 30, 2010.
   Non-participation or non-compliance with performance measures may result in contract
    suspension, termination or non-reimbursement of mobilization expenses or equipment
   Departments will have the opportunity to purchase allowable equipment and materials in
    amounts ranging from $3,000 to $12,000 based on the department grant award and
    meeting grant criteria.
   Based on the availability of federal funds, HSD may increase funding based on
    established criteria and performance measures.
   The following is a breakdown of funding allocations:

 Estimated      Maximum          Maximum       Equipment         Total      Minimum
 Population     Funds per        Award for Six and               Award      Requirements
 based on       Mobilization     Mobilizations Materials                    In-Kind
 2007                                                                       Match
 Less than
 10,000         $900             $5,400           $3,000         $8,400     $2,100
 29,999         $1,400           $8,400           $3,000         $11,400    $2,850
                $2,000           $12,000          $5,000         $17,000    $4,250
 99,999         $2,800           $16,800          $7,000         $23,800    $5,950
 149,999        $5,000           $30,000          $9,000         $39,000 $ 9,750
 150,000+       $20,000          $120,000         $12,000        $132,000 $ 33,000


To coordinate enforcement efforts for maximum statewide impact, grant-funded
enforcement by departments will occur only during these mobilization periods.
Important: No initial activity can take place without written EOPSS/HSD approval.

First Mobilization             Click It or Ticket.
                               November 12, 2009 through November 29, 2009
Second Mobilization            Drunk Driving. Over the Limit. Under Arrest.
                               December 11, 2009 through January 3, 2010

Third Mobilization             Click It or Ticket.
                               April 9, 2010 through April 18, 2010

Fourth Mobilization            Click It or Ticket.
                               May 10, 2010 through May 30, 2010

Fifth Mobilization             Click It or Ticket.
                               July 23, 2010 through July 31, 2010

Sixth Mobilization             Drunk Driving. Over the Limit. Under Arrest.
                               August 20, 2010 through September 6, 2010
 Grant funded enforcement must occur only during the six mobilization periods (see
  schedule on pages 3 - 4 of this narrative) and under the terms detailed in the AGF.
 Patrols under this grant must be no less than two hours or greater than four hours in
  length and devoted solely to traffic enforcement activities. IMPORTANT: If more than
  four hour patrols per day by the same officer are to be conducted, a non-EOPSS funded
  block of a minimum of two hours must occur in between the EOPSS-funded patrol and
  must be noted on the expense report to be considered for reimbursement.
 Departments will be reimbursed for actual hours worked during a mobilization. Any
  other time should be recorded as in-kind.
 Any sobriety checkpoints must be conducted in cooperation with the Massachusetts
  State Police and have prior EOPSS/HSD approval and a department plan. With prior
  approval and a department plan, EOPSS/HSD will allow departments to increase the
  number of hours beyond the four-hour block and the number of personnel assigned to
  conduct sobriety checkpoints during Impaired Driving Mobilizations in December 2009
  and August-September 2010. Sobriety Checkpoints will not be covered prior to the start
  or end dates of Drunk Driving. Over the Limit. Under Arrest. Mobilizations.
 Officers funded during this grant shall be dedicated in total to traffic law enforcement,
  except in the case of a criminal offense committed in the officer‟s presence, in the case
  of response to an officer in distress or in the case of a riot where all available personnel
  must be committed.
 If an officer makes an arrest during the shift but does not complete the arrest before the
  shift is scheduled to end, the officer can continue working under the grant to complete
  that arrest. Requests for reimbursements must not exceed the mobilization budget per
  department and must be noted on the activity form.
 Departments may conduct overtime activity every day of the week, with more than 50%
  conducted between Thursday and Sunday, and any time of the day to target impaired
  driving, lack of safety belt use, speeding, distracted driving and other risk-taking motor
  vehicle behaviors.
 To maximize grant funding, patrols should be one officer per cruiser; however, multiple
  cruisers may be out at one time.
 No department should begin initial enforcement efforts until an EOPSS/HSD
  approval letter or email is issued. In the case of a new department, a contract
  must be signed by the department and EOPSS/HSD, and notification issued. No
  costs incurred before a department receives written notification will be
  reimbursed. There can be no exceptions.
 Grant patrols should generate a minimum of three documented motor vehicle
  stops per hour.

   Patrols must be conducted by personnel meeting the criteria as detailed in the AGF.

   During the 2009-2010 grant period, funds will be available to departments to
     purchase highway safety related equipment and materials upon completion of the
     May 2010 Click It or Ticket Mobilization. EOPSS/HSD authorization must be
     received by the department in writing to proceed.
   The EOPSS will reimburse departments for approved purchases up to allowable
     amounts ranging from $3,000 to $12,000 based on department grant awards. The
     department will be responsible to pay any balance.
   Departments must submit a signed statement to EOPSS/HSD for the item(s) and
     associated costs to be approved in advance of any purchases. Any single item
     costing over $5,000 or any funds to be used toward the purchase of any single item
     costing over $5,000 requires EOPSS/HSD written federal approval in advance.
     Departments failing to meet these criteria will not be reimbursed.
   Once departments receive written EOPSS/HSD Authorization to Proceed, all
     approved equipment and materials must be purchased after July 1, 2010 and received
     no later than September 30, 2010. Requests for reimbursement must be received no
     later than October 15, 2010 or the department risks non-reimbursement. No
     exceptions will be made.
   Departments will be required to maintain an inventory for the useful life of the item.
   Allowable items include:
  - Preliminary Breath Test (PBT) Units, Simulators, Mouthpieces and Supplies (Model
     #6810 only). Model has been approved by Office of Alcohol Testing.
  - Speed Measurement and Management Devices – Radar, LiDAR, Speed Board
     Trailers, Mounted Radar, Portable Speed Bumps (EOPSS lettering requirements for
     trailers is posted on our website at www.mass.gov/highwaysafety).
  - Traffic Safety Signage, including Pedestrian Crosswalk Signage, Sobriety Checkpoint
     Signage and Buckle up Signs.
  - Programmable Cruiser Message Signs/LED Light Bars, Reflective Buckle Up Signs
     (to be used in traffic sign channels or posts).
  - Traffic Counters and Software.
  - “Black Box” Reader Software.
  - Child Safety Seats, Booster Seats and/or Special Needs Car Seats (limited to
     departments with Certified Child Passenger Safety CPS Technicians).
  - Bicycle Safety Helmets.
  - Driver License Identification Scanner for underage drinking initiatives.
  - In-Cruiser Video Cameras.
  - Accident Reconstruction Equipment and Software (limited to departments with
     Certified Accident Reconstructionists). This includes Measuring Tape and
     Measuring Wheels. Digital cameras will be approved on a case-by-case basis.
  - Traffic Safety Videos, Community-Specific Banners, Traffic Safety Brochures and
     Printed Materials.
  - Traffic Safety Barricades, Cones and/or Gloves (only if used as part of a work zone
     safety campaign).
  - Tint Meters.
  - Tire Deflation Devices.

   -   Cost of enrollment in specialized highway safety training courses or those courses
       related to the use of specific equipment. Courses must be completed by September
       30, 2010.
   -   ANSI approved Traffic Safety Vests or Jackets.
   -   License Plate Readers (Departments must agree to work with the Criminal History
       Systems Board CHSB on data collection).
   -   Fatal Vision-type Goggles.
   -   Impaired Driving Simulators
   -   Lock-out Kits.
   -   Additional requests will be reviewed and, if approved, posted to the website at

      Unallowable items include:
   -   Truck Scales.
   -   Emergency First Aid Kits.
   -   Repairs to Existing Traffic Safety Equipment.
   -   Standard Cruiser Equipment.
   -   Passive Alcohol Sensors.
   -   Computers.
   -   Laptops.
   -   Printers.
   -   In-Focus Machines.
   -   Mobile Data Terminals.
   -   Digital Cameras (except for Accident Reconstruction Programs).
   -   VCRs and/or Overhead Projectors.

 Departments must have an active, enforced, written safety belt policy for all law
   enforcement personnel. A sample International Association of Chiefs of Police
   Association (IACP) policy is available at www.mass.gov/highwaysafety.
 A signed copy of the department‟s current, enforced safety belt policy for law
   enforcement personnel must be attached to your application.
 Departments without a written safety belt policy for officers may apply for grant
   funding but will experience a 50% reduction in the total grant award.
 It is recommended that departments implement a safety belt enforcement policy.
 Departments are encouraged to submit a signed a zero-tolerance policy for
   enforcement during all the mobilizations. Located at www.mass.gov/highwaysafety.

Supplanting of funds is prohibited. Funds for programs and services provided through this
grant are intended to supplement, not supplant, other state or local funding sources.

 Officers working grant-funded patrols should be certified in Radar or LiDAR speed
  measurement devices.
 Officers working patrols during Drunk Driving. Over the Limit. Under Arrest.
  Mobilizations should be certified in Standardized Field Sobriety Testing (SFST).

   Optional professional development opportunities: The EOPSS/HSD will provide
    specialized Speed Measurement and SFST classes through the Municipal Police Training
    Committee (formerly the Massachusetts Criminal Justice Training Council). Refer to the
    MPTC website at www.mass.gov/mptc for the upcoming announcement of scheduled
    Specialized Highway Safety Course Schedules this fall and throughout 2010.

All departments must help achieve the goals of this program:

       Increase effective enforcement of traffic-safety related laws to reduce fatal and
        serious-injury crashes.
       Increase statewide safety belt use from 74 percent in 2009 to 77 percent in 2010.
       Reduce the number of alcohol-related fatalities from 177 in 2007 to 171 in 2010.
       Reduce by 10 percent the number of speed-related fatalities from a five-year average
        of 138 (2004 to 2008) to 124 in 2010.
       If departments fail to meet performance measures, HSD reserves the right to reduce
        funding per mobilization.
       If departments exceed performance measures, HSD reserves the right to add funding
        for specific mobilizations.

Nothing in this grant shall be interpreted as a requirement, formal or informal, that a law
enforcement officer issue a specified or predetermined number of citations in pursuance of
the department‟s obligation associated with the grant.

 The use of part-time or auxiliary officers who have attended an approved Massachusetts
  Municipal Police Training Committee (formerly the Massachusetts Criminal Justice
  Training Council) Reserve/Intermittent academy is allowed. Part-time officers on
  EOPSS-funded initiatives must be under the supervision or control of a full-time
  command officer.

 This grant must not be used to pay for any supervisor time. Command staff may
  participate in enforcement details if conducting traffic enforcement. Supervisor time
  associated with EOPSS/HSD authorized sobriety checkpoints will be allowed.

 In an effort to increase safety belt education and awareness at the community level,
   EOPSS/HSD is re-introducing the six safety belt “best practices” your department can
   implement on a voluntary basis between April and June 2010. We strongly encourage
   your cooperation and participation to help raise the safety belt use rate in your
 The six initiatives will be posted on the website at www.mass.gov/highwaysafety in
   December for your review, and will be supported with “how-to” technical assistance
   meetings and no-cost materials, banners, and cruiser signs.

   The six best practices include: Safety Belt Pledge Drive, Safety Belt Survey and use of
    Feedback Sign, Buckle Up Week, Safety Belt Use Incentive Distributions, Public
    Information and Education Campaign, and Thank You Ticket Campaign.
   Additional information will be provided along with technical trainings in early 2010.

 Advance public notification and follow-up of enforcement activity is required. The
  Executive Office of Public Safety and Security‟s Highway Safety Division will provide
  sample news releases for your use by mail and on the EOPSS/HSD website for
  department use. Newspaper clippings generated by department press releases and
  reports of local radio and TV coverage should be included with grant reports as well as
  posted on department/community websites and in annual reports.
 All public communications and/or news releases concerning any grant activity shall
  indicate that the project is funded by the Executive Office of Public Safety and Security.

 If additional federal funds become available, funding may be added to grant department
  contracts during the grant period, including but not limited to: similar enforcement
  efforts for enhanced enforcement in communities (i.e. high motor vehicle crash history,
  ranking of community fatal and serious injury data), and for sobriety checkpoints with
  the Massachusetts State Police.

 Expenditure, activity and in-kind match reports must be submitted after each
  mobilization period, no later than the required dates provided by the HSD. All reporting
  forms will be made available to departments at www.mass.gov/highwaysafety.
  Reporting forms must be signed and an original and one copy submitted to the HSD by
  mail. Electronic signatures or fax copies of these reports will not be accepted for
 Lack of activity for any mobilization period may subject the grant to suspension,
  termination or non-reimbursement of expenses.
 If a department fails to conduct a mobilization, they are required to submit a letter
  signed by the Chief of Police to be placed in the contract file.
 During the grant period, within 48 hours notice, monitoring visits may be conducted of
  the department‟s grant-funded enforcement and equipment records. All departments
  must keep on file copies of all citations and documentation written under the EOPSS
  enforcement and equipment grant and additional pertinent information for three years
  after the grant terminates.

 This is a cost reimbursement grant program. Be sure to notify your Treasurer‟s Office so
  your reimbursement does not go into the General Fund. Funds awarded under this
  grant are from NHTSA, CFDA #20.600.
 Reimbursements must be submitted by the deadlines established by HSD.
  Failure to meet reporting deadlines may result in non-reimbursement.

   No department should begin initial enforcement efforts until an approval letter or email
    has been signed by EOPSS, and the department receives official notification from
    EOPSS/HSD. No costs incurred before the department receives initial written
    notification will be reimbursed. There will be no exceptions.
   Departments participating in the Equipment portion of this grant must submit a signed
    Authorization to Proceed Form, the Highway Safety Division (HSD) Equipment
    Request Form, invoice(s) with itemized prices from vendor(s) and packing slip(s) from
    vendor(s) to be considered for reimbursement.

 The grant is for overtime enforcement only during the approved mobilization periods
  (see schedule on pages 3 - 4).
 Departments without a safety belt policy will receive a reduction of 50% of their
  total grant award unless one is established by February 2010.
 Funding for this grant program is subject to the continuing availability of federal funds.
 No grant funding can be applied to an indirect cost rate charged by a municipality.

 Departments are required to submit a signed “In-Kind” or “Soft Match” report with all
  mobilization activity and expenditure reports. Failure to submit an in-kind report will
  result in delay or non-reimbursement.
 Departments are required to provide an in-kind match at least equal to or no less than
  20% of their total project costs.
 Refer to the formula provided in the funding chart on page 3.
 Indicate in-kind contributions by item and dollar amount on the application. In-kind
  contributions can include estimated administrative costs and operational expenses that
  can be incurred by the department during the administration or performance of the
  grant. Examples may include but are not limited to:
    Supplemented overtime for officers and/or supervisors
    Fringe benefits and indirect costs for officers and/or supervisors
    Materials, supplies, postage, project related telephone calls
    Transportation/mileage for project meetings and associated trainings
    Department webpage development
    Preparation of financial reports for reimbursement
    Preparation of activity reports
    Educational sessions, specialized and roll call training costs and costs associated
       with court time
    Department time for community presentations
    Maintenance to cruisers and equipment
    Supervisory time
    Officer time to conduct safety belt educational initiatives
    Printing of any community-based public information materials and incentives

The percentage of in-kind or match is based upon the total project cost. The in-kind or
match expenditures committed for each funded project cannot be derived from other federal

Applicants must ensure that their in-kind or match is identified in a manner that guarantees
its accountability during an audit. Departments will be required to submit match
information as part of their mobilization reporting forms.

A qualified application packet must be based on the attached grant application form and all
required attachments.

***For the initial application, an original application form with attachments, along
with two copies, must be received by US mail, express mail or hand-delivery at HSD
as promptly as possible. However, since this is a rolling enrollment, applications will
be accepted anytime during the grant year.

***For a new application from departments that did not have a contract for the 2008-
2009 Traffic Enforcement Grant, the application must include a Commonwealth of
Massachusetts Standard Contract, Contractor Signatory Listing and Subrecipient
Grantee Conditions along with all other required documents.

Please direct application packets to Brittany Linnekin, Program Coordinator,
EOPSS/Highway Safety Division, 10 Park Plaza, Boston, MA 02116. Faxed and electronic
responses will NOT be accepted. Departments will be notified in writing or via email of
their award decisions as contracts and/or applications are approved.

Grant awards will be based on the following criteria:

1. Community & Department Profile
2. Department Enforcement Data
3. Program Evaluation
4. Program Outcomes
5. In-Kind Match
6. Safety Belt Policy (Attach a copy of your department‟s current safety belt policy).
     If you do not have a safety belt policy or plan to implement one on or before
        February 5, 2010, attach a signed letter from the Chief of Police.
     Departments without a safety belt policy for officers will receive a 50% reduction in
        their grant award at the initial awarding of the grant.
     It is recommended that departments implement a safety belt enforcement policy.
     Departments are urged to take a zero-tolerance approach to enforcement when
        participating in the mobilizations.
7. Prior EOPSS/HSD Grant Performance (if applicable)

Incomplete responses or unsigned applications may be disqualified, though EOPSS/HSD
does reserve the right to work with departments to obtain missing or incomplete

Questions regarding this AGF narrative and application should be directed to Brittany
Linnekin at 617.725.3352 or via email at brittany.linnekin@state.ma.us.

This AGF as well as the attached APPLICATION and all other documents
associated with this grant are available at www.mass.gov/highwaysafety under the
‘2009-2010 Traffic Enforcement and Equipment Program’ link.


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