Grant Program Application - PD RECEIVED
OREGON DEPARTMENT OF TRANSPORTATION AUG 0 4 2010
Transportation Safety Division
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Tr•w.rl.ri•a s.t•rr
GRANT PROJECT APPLICATION
Oryw DY.ri•MI�TnY•T.�
Project No: 0911 W KZN-421 666
Project Name: CITY OF SANDY PD WZ ENF R1
Answer each question in the boxes provided. Answer each question completely and according to the
instructions in Italics. All fields are required. Do not attempt to paste images or Excel tables into the text
fields provided.
I. Project Description
Patrol enforcement for work zones.
II. Problem Statement
A. Describe the problem(s) this project will try to impact:
(Describe the problem(s) you intend to impact with this grant.)
This project will address fatal, injury and pdo crashes within the State
of Oregon highway construction zones designed to federal standards.
It will provide reductions to vehicle speed, distracted drivers, and
provide greater awareness of police enforcement in work zones.
B. Provide summary data about the problem(s):
(Give summary data regarding the problem as it exists in your jurisdiction.)
WZ Traffic
Year Fatalities Crashes
2005 20 511
2006 5 532
2007 11 591
737-1001 - 10/03 Pg. 1
C. List current activities and associated agencies already involved in solving the
problem(s):
(Include all related activities and agencies involved. If you have a current project,
list the objectives of that project and progress in achieving them.)
Public information and education program statewide and within local
jurisdictions. Enforcement statewide and within local jurisdictions
concerning incidents and events. National efforts and entities working
toward a reduction in work zone related traffic deaths, injuries and
crashes along with increased awareness. Engineering efforts both
within the State and local governments related to traffic calming and
work zone safety. National engineering efforts and guidebook
development and distribution nationally by the NCHRP.
III. Objectives
(Describe quantifiable products or outcomes that address those problems identified in
Section I that should result from the proposed activities. Normally at least three very
specific objectives should be given and each should include beginning and ending date.
The following are examples:
"To increase safety belt usage in (funded jurisdiction) from 85% to 90% by
September 30, 2004, with the use rate determined by conducting observed use
surveys."
"To reduce nighttime fatal and injury crashes occurring in (funded jurisdiction) by
20% from 60, the average for the 1998-2001 period, to 48 during the 12-month
period starting October 1, 2003, and ending September 30, 2004."
"To provide intensive probation supervision to a minimum of 30 additional persons
convicted of DUII in (funded jurisdiction) by making at least three face-to-face
contacts with each person weekly from October 1, 2003, through September 30,
2004."
"To complete an evaluation by July 1, 2004, to determine if using photo radar will
lead to a significant reduction in fatal and injury traffic crashes in that location.')
Start Date End Date Objective
1. 7/01/2009 6/30/2011 Reduce the number of work zone related
fatal, injury, pdo crashes within state
highway work zones through enforcement
presence and active patrol. Reduce
speeds in work zones.
2. 7/01/2009 6/30/2011 Provide public information and education
and advocacy efforts to public and media
related hazardous incidents or situations.
737-1001 — 10/03 Pg. 2
3. 7/01/2009 6/30/2011 Provide high visibility/high contact
enforcement effort while patrolling under
this grant and while performing
enforcement as part of any match
re uirements.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
IV. Proposed Activities
A. Major Activities
(List major activities to be carried out to achieve objectives stated in Section 11
above. List the start and end date for each activity, and include in your description
what will be done, who will do it, and who will be affected.
Start Date End Date Activit
1. 7/01/2009 6/30/2011 Communicate regularly to coordinate work
zone safety enforcement with ODOT,
Project Managers, Region Trans Safety
Coord, Inspectors, R1 Work Zone Coord,
other police agencies, public information
officers and TSD Roadway Safety Program
Mgr.
2. 7/01/2009 6/30/2011 Provide overtime work zone patrol on
agreed upon projects.
737-1001 - 10/03 Pg. 3
3. 7/01/2009 6/30/2011 Provide match as specified in Exhibit A,
2009-11 Work Zone Enforcement
Guidelines via providing 16.27 percent of
the total project costs through straight time
enforcement within the work zone (s).
4. 7/01/2009 6/30/2011 Conduct activities as identified within
Exhibit A of this grant agreement and
follow ODOT Work Zone processes within
the 2009-11 Work Zone Enforcement
Guidelines and its revisions. Receive work
zone enforcement through processes in
the Guidelines.
5. 7/01/2009 6/30/2011 Provide high visibility/high contact
enforcement efforts while on patrol under
this grant.
6. 7/01/2009 6/30/2011 Promote work zone safety through
enforcement as well as public information
related to hazardous events or
circumstances.
7.
8.
9.
Plans for sharing the project activities with others:
Yes. Coordination with police agencies statewide, ODOT staff, media.
B. Coordination
(List the groups and agencies with which you will be cooperating to complete the
activities of the project. Explain how you will be working together. Include Letters
of Commitment in Exhibit C if you will be relying on other agencies to accomplish
the objectives of the project. In those projects not requiring the involvement of
other agencies, a statement justifying the ability of the applicant to carry out the
project independently should be included.)
Is coordination with outside agencies or groups required? If yes, check here: EJ
1) If you checked the box above, please fill in the following. Otherwise skip
to item 2) below:
Name/role of groups and agencies involved:
737-1001 - 10/03 P9. 4
Police agencies statewide.
2) Fill this if you did not check the box above:
Ability to complete the project independently:
C. Continuation
Plans to continue the project activities after funding ceases:
Yes, depending on funding and renewed Grant.
V. Evaluation Plan
A. Evaluation Questions
(You will be reporting on your objectives in your Project Evaluation. At a minimum
each objective should be rephrased as an evaluation question. For example, what
percentage of the public in (funded jurisdiction) wears a safety belt? What
percentage increase is this? Add questions that demonstrate expected or
potential impact of the project on the state or jurisdiction's traffic safety
environment. Avoid yes/no evaluation questions.)
Evaluation Question
1. What are the totals of the OT hours, along with the total number
of citations and number of warnings provided under this grant for
the entire grant period?
2. What of the following types of patrol was provided and if various
types were provided please identify the estimated percent of the
time they were used under this grant. Single officer in work zone,
multiple officers in work zones, other creative efforts?
3.
4.
737-1001 - 10/03 Pg. 5
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
B. Data Requirements
1. Data to be collected: The Data Table presented as Exhibit A will be
submitted with required quarterly reports.
2. Data System
Describe how the data will be collected, stored, and tabulated:
All police agencies participating in the grant track OT cites/warnings,
hours, days etc. per work zone patrolled per the 2009-2011 Work
Zone Enforcement Guidelines and its revisions.
C. Evaluation Design
Describe how the data will be analyzed:
737-1001 - 10/03 Pg. 6
Data will be analyzed to identify what level of additional enforcement
the State's receiving on work zone enforcement from year to year.
Additionally, the data will be used per project to identify if the correct
number of hours were requested & received.
D. Project Evaluation Preparation
A Project Evaluation Report will be submitted to TSD following the requirements
given in the Agreements and Assurances, Section B, Paragraph 6.
VI. Grant Project Budget Summary
A. List of major budget items:
Patrol Hours
B. Budget Allotment
The agency named in this document hereby applies for $9,240.00 in
Transportation Safety funds to be matched with $1,795.00 in funds from source
Sandy PD to carry out a traffic safety project described in this document.
VII. Budget and Cost Sharing
(Complete Form 737-1003 Budget and Cost Sharing. You may attach one page to
explain specific requests. If you are applying for a multiple-year grant, you must include
a separate budget for each year for which you are requesting funding.)
VIII. Exhibits
A. Exhibit A: Work Zone Enforcement Project Work Plan & revisions as necessary.
B. Exhibit B: 2009-11 Work Zone Enforcement Guidelines & revisions as necessary.
(Not attached due to size, provided separately.)
C. Exhibit C: Job Descriptions
(Provide copy of job descriptions of all positions assigned to the project 500 hours
or more paid with grant funds.)
IX. Agreements and Assurances
(READ, but do not sign until grant is approved by TSD and returned to you for signature.
Do not attach to the_grant aroiect application.)
737-1001 - 10/03 Pg. 7
X. Approval Signatures
I have read and understand the Agreements and Assurances stipulating the conditions
under which the funds for which are being applied will be available and can be utilized.
The agency named in this document is prepared to become a recipient of the funds
should the grant funds be awarded.
A. Agency Information
Agency Name*: Sandy, City of
Street Address: 39250 Pioneer Blvd.
City: Sandy
State: OR
Zip: 97055
C. Project Director
First Name: Kim Last Name: Yamashita
Title: Email: kyamashita @ci.sand
y.or.us
Phone: (503) 688-5566 Fax: (503) 668-4093
Street Address: 38970 Proctor Blvd.
City: Sandy
State: OR
Zip: 97055
Signature: Date: Z/v
D. Authorizing lal of Agency Completing Application
First Name: Kim Last Name: Yamashita
Title: Email: kyamashita @ci.sand
y.or.us
Phone: (503) 688-5566 Fax: (503) 668-4093
Street Address: 38970 Proctor Blvd.
City: Sandy
State: OR
Zip: 97055
Signature: Date: --//t�-U
*Non-profit agencies mu ubmit proof of exempt status under Code Sec. 501(c)(3)
Mail signed copies to: Oregon Dept. of Transportation
Transportation Safety Division
235 Union Street NE
Salem, OR 97301-1054
Email completed electronic copy to your TSD Program Manager.
737-1001 — 10/03 Pg. 8
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FFY Agreements and Assurances
Failure to comply with applicable Federal statutes, The State will implement activities in support of national
regulations and directives may subject State officials to highway safety goals to reduce motor vehicle related fatalities
civil or criminal penalties and/or place the State in a high that also reflect the primary data-related crash factors within
risk grantee status in accordance with 49 CFR §18.12. the State as identified by the State highway safety planning
process, including:
Each fiscal year the State will sign these Certifications
and Assurances that the State complies with all o National law enforcement mobilizations,
applicable Federal statutes, regulations, and directives in
effect with respect to the periods for which it receives o Sustained enforcement of statutes addressing
grant funding. Applicable provisions include, but not impaired driving,occupant protection, and driving in
limited to,the following: excess of posted speed limits,
o 23 U.S.C.Chapter 4-Highway Safety Act of o An annual statewide safety belt use survey in
1966, as amended; accordance with criteria established by the Secretary
for the measurement of State safety belt use rates to
o 49 CFR Part 18-Uniform Administrative ensure that the measurements are accurate and
Requirements for Grants and Cooperative representative,
Agreements to State and Local Governments
o Development of statewide data systems to provide
o 23 CFR Chapter II-(§§1200, 1205, 1206, 1250, timely and effective data analysis to support allocation
1251, & 1252) Regulations governing highway of highway safety resources.
safety programs
The State shall actively encourage all relevant law enforcement
o NHTSA Order 462-6C-Matching Rates for State agencies in the State to follow the guidelines established for
and Community Highway Safety Programs vehicular pursuits issued by the International Association of
Chiefs of Police that are currently in effect. (23 USC 402
o Highway Safety Grant Funding Policy for Field- (b)(1)(E).
Administered Grants
Cash drawdowns will be initiated only when actually needed for
Certifications and Assurances disbursement, cash disbursements and balances will be
reported in a timely manner as required by NHTSA, and the
The Governor is responsible for the administration of the same standards of timing and amount, including the reporting
State highway safety program through a State highway of cash disbursement and balances, will be imposed upon any
safety agency which has adequate powers and is suitably secondary recipient organizations(49 CFR 18.20, 18.21,and
equipped and organized(as evidenced by appropriate 18.41). Failure to adhere to these provisions may result in the
oversight procedures governing such areas as termination of drawdown privileges);
procurement,financial administration, and the use,
management, and disposition of equipment)to carry out The State has submitted appropriate documentation for review
the program (23 USC 402(b) (1)(A)); to the single point of contact designated by the Governor to
The political subdivisions of this State are authorized,as review Federal programs, as required by Executive Order
12372(Intergovernmental Review of Federal Programs);
part of the State highway safety program,to carry out
within their jurisdictions local highway safety programs Equipment acquired under this agreement for use in highway
which have been approved by the Governor and are in safety program areas shall be used and kept in operation for
accordance with the uniform guidelines promulgated by highway safety purposes by the State;or the State, by formal
the Secretary of Transportation (23 USC 402(b)(1)(B)); agreement with appropriate officials of a political subdivision
At least 40 per cent of all Federal funds a or State agency,shall cause such equipment to be used and
p apportioned e kept in operation for highway safety purposes(23 CFR
this State under 23 USC 402 for this fiscal year will be
expended by or for the benefit of the political subdivision 1200.21);
of the State in carrying out local highway safety programs The State will comply with all applicable State procurement
(23 USC 402(b)(1)(C)), unless this requirement is waived procedures and will maintain a financial management system
in writing; that complies with the minimum requirements of 49 CFR
This State's highway safety program provides adequate 18.20;
and reasonable access for the safe and convenient Federal Funding Accountability and Transparency Act
movement of physically handicapped persons, including
those in wheelchairs, across curbs constructed or The State will for each sub-grant report
replaced on or after July 1, 1976, at all pedestrian P b grant awarded:
crosswalks(23 USC 402(b)(1)(D));
• Name of the entity receiving the award;
• Amount of the award;
(Revised 07/8/2010) Page 1
• Information on the award including transaction relating to nondiscrimination in the sale, rental or financing of
type,funding agency,the North American housing; (i)any other nondiscrimination provisions in the
Industry Classification System code or Catalog of specific statute(s) under which application for Federal
Federal Domestic Assistance number(where assistance is being made; The Civil Rights Restoration Act of
applicable), program source; 1987,which provides that any portion of a state or local entity
• Location of the entity receiving the award and the receiving federal funds will obligate all programs or activities of
primary location of performance under the that entity to comply with these civil rights laws; and, (k)the
award, including the city,State, congressional requirements of any other nondiscrimination statute(s)which
district, and country; , and an award title may apply to the application.
descriptive of the purpose of each funding action;
• A unique identifier(DUNS); The Drug-free Workplace Act of 1988(41 U.S.C.702:):
• The names and total compensation of the five
most highly compensated officers of the entity if- The State will provide a drug free workplace by:
of the entity receiving the award and of the
parent entity of the recipient, should the entity be a. Publishing a statement notifying employees that the
owned by another entity; unlawful manufacture, distribution, dispensing, possession
or use of a controlled substance is prohibited in the
(i)the entity in the preceding fiscal year grantee's workplace and specifying the actions that will be
received— taken against employees for violation of such prohibition;
(1)80 percent or more of its annual gross
revenues in Federal awards;and(II) b. Establishing adrug-free awareness program to inform
$25,000,000 or more in annual gross employees about:
revenues from Federal awards; and(ii)the
public does not have access to information 1. The dangers of drug abuse in the workplace.
about the compensation of the senior
executives of the entity through periodic 2. The grantee's policy of maintaining adrug-free
reports filed under section 13(a)or 15(d)of workplace.
the Securities Exchange Act of 1934(15 U.S.C.
78m(a), 78o(d))or section 6104 of the Internal 3. Any available drug counseling, rehabilitation, and
employee assistance programs.
Revenue Code of 1986;
• Other relevant information specified by the Office 4. The penalties that may be imposed upon employees
of Management and Budget in subsequent for drug violations occurring in the workplace.
guidance or regulation.
c. Making it a requirement that each employee engaged in
The State highway safety agency will comply with all the performance of the grant be given a copy of the
Federal statutes and implementing regulations relating to statement required by paragraph (a).
nondiscrimination.These include but are not limited to:
(a)Title VI of the Civil Rights Act of 1964(P.L.88-352) d• Notifying the employee in the statement required by
which prohibits discrimination on the basis of race,color paragraph (a)that, as a condition of employment under
the grant,the employee will -
or national origin (and 49 CFR Part 21); (b)Title IX of the
Education Amendments of 1972,as amended (20 U.S.C.
§§ 1681-1683,and 1685-1686),which prohibits 1. Abide by the terms of the statement.
discrimination on the basis of sex; (c)Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. §794) 2. Notify the employer of any criminal drug statute
a conviction for a violation occurring in the workplace no
and the Americans with Disabilities Act of 1990(42 USC
§ 12101,et seq.; PL 101-336),which prohibits later than five days after such conviction.
discrimination on the basis of handicaps(and 49 CFR
Part 27); (d)the Age Discrimination Act of 1975, as e. Notifying the agency within ten days after receiving notice
under subparagraph(d) (2)from an employee or otherwise
amended (42U.S.C. §§ 6101-6107), which prohibits
receiving actual notice of such conviction.
discrimination on the basis of age; (e)the Drug Abuse
Office and Treatment Act of 1972(P.L.92-255), as f. Taking one of the following actions, within 30 days of
amended, relating to nondiscrimination on the basis of
receiving notice under subparagraph (d)(2),with respect
drug abuse; (f)the comprehensive Alcohol Abuse and
Alcoholism Prevention,Treatment and Rehabilitation Act to any employee who is so convicted -
of 1970(P.L.91-616),as amended, relating to
1. Taking appropriate personnel action against such an
nondiscrimination on the basis of alcohol abuse of
employee, up to and including termination.
alcoholism; (g)§§ 523 and 527 of the Public Health
Service Act of 1912(42 U.S.C. §§ 290 dd-3 and 290 ee- 2. Requiring such employee to participate satisfactorily
3),as amended, relating to confidentiality of alcohol and in a drug abuse assistance or rehabilitation program
drug abuse patient records; (h)Title VIII of the Civil Rights approved for such purposes by a Federal,State, or
Act of 1968(42 U.S.C. §§ 3601 et seq.),as amended,
(Revised 07/8/2010) Page 2
local health, law enforcement,or other Form-LLL, "Disclosure Form to Report Lobbying," in
appropriate agency. accordance with its instructions.
g. Making a good faith effort to continue to maintain a 3. The undersigned shall require that the language of this
drug-free workplace through implementation of certification be included in the award documents for all
paragraphs(a),(b), (c),(d), (e), and(f)above. sub-award at all tiers(including subcontracts,subgrants,
and contracts under grant, loans, and cooperative
Buy America Act agreements)and that all subrecipients shall certify and
disclose accordingly.
The State will comply with the provisions of the Buy
America Act(49 U.S.C. 53230))which contains the This certification is a material representation of fact upon
following requirements: which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite
Only steel, iron and manufactured products produced in for making or entering into this transaction imposed by section
the United States may be purchased with Federal funds 1352,title 31, U.S. Code.Any person who fails to file the
unless the Secretary of Transportation determines that required certification shall be subject to a civil penalty of not
such domestic purchases would be inconsistent with the less than $10,000 and not more than $100,000 for each such
public interest;that such materials are not reasonably failure.
available and of a satisfactory quality;or that inclusion of
domestic materials will increase the cost of the overall Restriction on State Lobbying
project contract by more than 25 percent.Clear
justification for the purchase of non-domestic items must None of the funds under this program will be used for any
be in the form of a waiver request submitted to and activity specifically designed to urge or influence a State or
approved by the Secretary of Transportation. local legislator to favor or oppose the adoption of any specific
legislative proposal pending before any State or local
Political Activity(Hatch Act) legislative body.Such activities include both direct and indirect
(e.g., "grassroots") lobbying activities,with one exception.This
The State will comply, as applicable,with provisions of the does not preclude a State official whose salary is supported
Hatch Act(5 U.S.C. §§1501-1508 and 7324-7328)which with NHTSA funds from engaging in direct communications
limit the political activities of employees whose principal with State or local legislative officials, in accordance with
employment activities are funded in whole or in part with customary State practice, even if such communications urge
Federal funds. legislative officials to favor or oppose the adoption of a specific
pending legislative proposal.
Certification Regarding Federal Lobbying
Certification Regarding Debarment and Suspension
Certification for Contracts,Grants, Loans, and
Cooperative Agreements Instructions for Primary Certification
The undersigned certifies,to the best of his or her 1. By signing and submitting this proposal,the prospective
knowledge and belief,that: primary participant is providing the certification set out
below.
1. No Federal appropriated funds have been paid or will
be paid, by or on behalf of the undersigned,to any 2. The inability of a person to provide the certification
person for influencing or attempting to influence an required below will not necessarily result in denial of
officer or employee of any agency,a Member of participation in this covered transaction.The prospective
Congress, an officer or employee of Congress, or an participant shall submit an explanation of why it cannot
employee of a Member of Congress in connection provide the certification set out below.The certification or
with the awarding of any Federal contract,the making explanation will be considered in connection with the
of any Federal grant,the making of any Federal loan, department or agency's determination whether to enter
the entering into of any cooperative agreement, and into this transaction. However,failure of the prospective
the extension,continuation, renewal, amendment,or primary participant to furnish a certification or an
modification of any Federal contract,grant, loan,or explanation shall disqualify such person from participation
cooperative agreement. in this transaction.
2. If any funds other than Federal appropriated funds 3. The certification in this clause is a material representation
have been paid or will be paid to any person for of fact upon which reliance was placed when the
influencing or attempting to influence an officer or department or agency determined to enter into this
employee of any agency,a Member of Congress, an transaction. If it is later determined that the prospective
officer or employee of Congress, or an employee of a primary participant knowingly rendered an erroneous
Member of Congress in connection with this Federal certification, in addition to other remedies available to the
contract,grant, loan, or cooperative agreement,the Federal Government,the department or agency may
undersigned shall complete and submit Standard terminate this transaction for cause or default.
(Revised 07/8/2010) Page 3
10. Except for transactions authorized under paragraph 6 of
4. The prospective primary participant shall provide these instructions, if a participant in a covered transaction
immediate written notice to the department or knowingly enters into a lower tier covered transaction with
agency to which this proposal is submitted if at any a person who is proposed for debarment under 48 CFR
time the prospective primary participant learns its Part 9,subpart 9.4,suspended, debarred, ineligible,or
certification was erroneous when submitted or has voluntarily excluded from participation in this transaction,
become erroneous by reason of changed in addition to other remedies available to the Federal
circumstances. Government,the department or agency may terminate this
transaction for cause or default.
S. The terms covered transaction, debarred, suspended,
ineligible, lower tier covered transaction, participant, Certification Regarding Debarment. Suspension, and Other
person, primary covered transaction, principal, Responsibility Matters-Primary Covered Transactions
proposal, and voluntarily excluded,as used in this
clause, have the meaning set out in the Definitions 1. The prospective primary participant certifies to the best of
and coverage sections of 49 CFR Part 29.You may its knowledge and belief,that its principals:
contact the department or agency to which this
proposal is being submitted for assistance in a. Are not presently debarred,suspended, proposed for
obtaining a copy of those regulations. debarment, declared ineligible, or voluntarily excluded
by any Federal department or agency;
6. The prospective primary participant agrees by b. Have not within a three-year period preceding this
submitting this proposal that, should the proposed proposal been convicted of or had a civil judgment
covered transaction be entered into, it shall not rendered against them for commission of fraud or a
knowingly enter into any lower tier covered criminal offense in connection with obtaining,
transaction with a person who is proposed for attempting to obtain, or performing a public(Federal,
debarment under 48 CFR Part 9,subpart 9.4, State or local)transaction or contract under a public
debarred,suspended, declared ineligible, or transaction;violation of Federal or State antitrust
voluntarily excluded from participation in this covered statutes or commission of embezzlement,theft,
transaction, unless authorized by the department or forgery, bribery,falsification or destruction of record,
agency entering into this transaction. making false statements,or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or
7. The prospective primary participant further agrees by civilly charged by a governmental entity(Federal,State
submitting this proposal that it will include the clause or Local) with commission of any of the offenses
titled "Certification Regarding Debarment, enumerated in paragraph (1)(b)of this certification;
Suspension, Ineligibility and Voluntary Exclusion- and
Lower Tier Covered Transaction," provided by the d. Have not within a three-year period preceding this
department or agency entering into this covered application/proposal had one or more public
transaction, without modification , in all lower tier transactions(Federal,State,or local)terminated for
covered transactions and in all solicitations for lower cause or default.
tier covered transactions.
2. Where the prospective primary participant is unable to
8. A participant in a covered transaction may rely upon a certify to any of the Statements in this certification,such
certification of a prospective participant in a lower prospective participant shall attach an explanation to this
tier covered transaction that it is not proposed for proposal.
debarment under 48 CFR Part 9,subpart 9.4,
debarred,suspended, ineligible, or voluntarily Instructions for Lower Tier Certification
excluded from the covered transaction, unless it
knows that the certification is erroneous.A 1. By signing and submitting this proposal,the prospective
participant may decide the method and frequency by lower tier participant is providing the certification set out
which it determines the eligibility of its principals. below.
Each participant may, but is not required to, check
the list of Parties Excluded from Federal Procurement 2. The certification in this clause is a material representation
and Non-procurement Programs. of fact upon which reliance was placed when this
transaction was entered into. If it is later determined that
9. Nothing contained in the foregoing shall be construed the prospective lower tier participant knowingly rendered
to require establishment of a system of records in an erroneous certification, in addition to other remedies
order to render in good faith the certification required available to the Federal government,the department or
by this clause.The knowledge and information of a agency with which this transaction originated may pursue
participant is not required to exceed that which is available remedies, including suspension and/or
normally possessed by a prudent person in the debarment.
ordinary course of business dealings.
3. The prospective lower tier participant shall provide
immediate written notice to the person to which this
(Revised 07/8/2010) Page 4
proposal is submitted if at any time the prospective excluded from participation in this transaction, in addition
lower tier participant learns that its certification was to other remedies available to the Federal government,the
erroneous when submitted or has become erroneous department or agency with which this transaction
by reason of changed circumstances. originated may pursue available remedies, including
suspension and/or debarment.
4. The terms covered transaction, debarred, suspended,
ineligible, lower tier covered transaction, participant, Certification Regarding Debarment Suspension. Ineligibility
person, primary covered transaction, principal, and Voluntary Exclusion-Lower Tier Covered Transactions:
proposal, and voluntarily excluded, as used in this
clause, have the meanings set out in the Definition 1. The prospective lower tier participant certifies, by
and Coverage sections of 49 CFR Part 29.You may submission of this proposal,that neither it nor its
contact the person to whom this proposal is principals is presently debarred,suspended, proposed for
submitted for assistance in obtaining a copy of those debarment,declared ineligible,or voluntarily excluded
regulations. from participation in this transaction by any Federal
department or agency.
5. The prospective lower tier participant agrees by
submitting this proposal that,should the proposed 2. Where the prospective lower tier participant is unable to
covered transaction be entered into, it shall not certify to any of the statements in this certification,such
knowingly enter into any lower tier covered prospective participant shall attach an explanation to this
transaction with a person who is proposed for proposal.
debarment under 48 CFR Part 9,subpart 9.4,
debarred,suspended,declared ineligible, or Policy to Ban Text Messaging While Drivinr�
voluntarily excluded from participation in this covered
transaction, unless authorized by the department or In accordance with Executive Order 13513, Federal Leadership
agency with which this transaction originated. On Reducing Text Messaging While Driving,and DOT Order
3902.10,Text Messaging While Driving,States are encouraged
6. The prospective lower tier participant further agrees to:
by submitting this proposal that is it will include the
clause titled "Certification Regarding Debarment, 1. Adopt and enforce workplace safety policies to decrease
Suspension, Ineligibility and Voluntary Exclusion- crashed caused by distracted driving including policies to
Lower Tier Covered Transaction,"without ban text messaging while driving—
modification, in all lower tier covered transactions a. Company-owned or-rented vehicles, or Government-
and in all solicitations for lower tier covered owned, leased or rented vehicles; or
transactions.(See below) b. Privately-owned when on official Government business
or when performing any work on or behalf of the
7. A participant in a covered transaction may rely upon a Government.
certification of a prospective participant in a lower
tier covered transaction that it is not proposed for 2. Conduct workplace safety initiatives in a manner
debarment under 48 CFR Part 9,subpart 9.4, commensurate with the size of the business,such as -
debarred,suspended, ineligible,or voluntarily a. Establishment of new rules and programs or re-
excluded from the covered transaction, unless it evaluation of existing programs to prohibit text
knows that the certification is erroneous.A messaging while driving;and
participant may decide the method and frequency by b. Education,awareness, and other outreach to
which it determines the eligibility of its principals. employees about the safety risks associated with
Each participant may, but is not required to,check texting while driving.
the List of Parties Excluded from Federal
Procurement and Non-procurement Programs. Environmental Impact
8. Nothing contained in the foregoing shall be construed The Governor's Representative for Highway Safety has
to require establishment of a system of records in reviewed the State's Fiscal Year highway safety planning
order to render in good faith the certification required document and hereby declares that no significant
by this clause.The knowledge and information of a environmental impact will result from implementing this
participant is not required to exceed that which is Highway Safety Plan. If, under a future revision,this Plan will
normally possessed by a prudent person in the be modified in such a manner that a project would be
ordinary course of business dealings. instituted that could affect environmental quality to the extent
that a review and statement would be necessary,this office is
9. Except for transactions authorized under paragraph 5 prepared to take the action necessary to comply with the
of these instructions, if a participant in a covered National Environmental Policy Act of 1969(42 USC 4321 et
transaction knowingly enters into a lower tier covered seq.)and the implementing regulations of the Council on
transaction with a person who is proposed for Environmental Quality(40 CFR Parts 1500-1517).
debarment under 48 CFR Part 9,subpart 9.4,
suspended, debarred, ineligible, or voluntarily
(Revised 07/8/2010) Page 5
Oregon General Grant Regulations The grantee, its subcontractors, if any, and all employers
working under this agreement are subject employers under the
Any federal funds committed shall be subject to the Oregon Workers'Compensation Law and shall comply with ORS
continuation of funds made available to TSD by the 656.017, which requires them to provide workers'
National Highway Traffic Safety Administration (NHTSA) compensation coverage for all their subject workers.
and the Federal Highway Administration (FHWA) by
statute or administrative action. Projects are funded for The grantee shall make purchases of any equipment,
the federal fiscal year, which is October 1 through materials, or services pursuant to this Agreement under
September 30 or the state fiscal year, which is July 1 procedures consistent with those outlined in ORS Chapter
through June 30. Typical grants are for one year but may 279A, 279B and 279C;the Attorney General Model
be continued for up to two additional years. Public Procurement Rules,OAR Chapter 137, Divisions 46, 47, 48
information and education projects are continued and 49, as may have been modified by a contracting agency
indefinitely. pursuant to ORS 279A.065. [The Oregon Department of
Administrative Services Administrative Rules(Oregon
The grantee shall ensure compliance with 49 CFR Part Administrative Rules, Chapter 125: and Oregon State Law,ORS
18.42 which addresses retention and access re- Chapter 279)].
quirements for grant-related records. The State,the
federal grantor agency and the Comptroller General of the The grantee shall defend,save and hold harmless the State of
United States,or any of their authorized representatives, Oregon, including the Oregon Transportation Commission,the
shall have the right of access to any books, documents, Oregon Transportation Safety Committee,the Department of
papers or other records of the grantee which are pertinent Transportation,the Transportation Safety Division, and their
to the grant. These records must be retained for a period members,officers, agents,and employees from all claims,
of six years starting on the date the grantee submits its suits, or actions of whatever nature arising out of the
final request for reimbursement for this grant. performance of this Agreement,except for claims arising out of
the negligent acts or omissions of the State of Oregon, its
Any obligation of grant funds extends only to those costs employees,or representatives. This provision is subject to the
incurred by the grantee after"Authorization to Proceed" limitations, if applicable,set forth in Article XI,Section 10 of
for the particular part of the program involving costs. the Oregon Constitution and in the Oregon Tort Claims Act, ORS
30.260 to 30.300.
Grant funds shall not be used for activities previously
carried out with the grantee's own resources Project Director's Responsibilities
(supplanting).
The Project Director is responsible for fulfilling this Agreement
Income earned through services conducted through the and establishing and maintaining procedures that will ensure
project should be used to offset the cost of the project the effective administration of the project objectives. The
and be included in the Budget and Cost Summary. Project Director shall:
The grantee shall ensure that all grant-related ex- 1. Establish or use an accounting system that conforms to
penditures are included as a part of entity-wide audits generally accepted accounting principles,and ensure that
conducted in accordance with the Single Audit Act of source documents are developed which will reliably
1984(31 USC 7561-7). The grantee shall provide TSD a account for the funds expended.
copy of all Single Audit Reports covering the time period
of the grant award as soon as they become available. 2. Maintain copies of job descriptions and resumes of
Federal funds received have the following Catalog of persons hired for all project-related positions which are
Federal Domestic Assistance(CFDA) numbers: 20.205, funded at 0.25 FTE or more.
Highway Planning and Construction, 20.600,State and
Community Highway Safety; 20.601,Alcohol Impaired 3. Maintain records showing actual hours utilized in project-
Driving Countermeasures Incentive Grants; 20.602, related activity by all grant-funded personnel and by all
Occupant Protection Incentive Grants;20.608, Minimum other staff personnel or volunteers whose time is used as
Penalties for Repeat Offenders for Driving While in-kind match.
Intoxicated; 20.609,Safety Belt Performance Grants;
20.610,State Traffic Safety Information System 4. Complete a Quarterly Highway Safety Project Report,
Improvement Grants; 20.611, Incentive Grant Program to including a Data Table as provided in the Traffic Safety
Prohibit Racial Profiling; 20.612, Incentive Grant Program Grant Application Packet. Each report must be signed by
to Increase Motorcyclist Safety; and 20.613, Child Safety the Project Director or the Designated Alternate, and
and Child Booster Seats Incentive Grants. submitted to TSD by the tenth of the month following the
close of each calendar quarter for the duration of the grant
The grantee shall reimburse TSD within 30 days for any period. The Designated Alternate is an individual who is
ineligible or unauthorized expenditures as determined by given the authority to sign Quarterly Highway Safety Project
a state or federal review for which grant funds have been Reports for the Project Director, in the event he/she is
claimed and payment received. unable to sign due to circumstances beyond his/her
control.
(Revised 07/8/2010) Page 6
2. All contracts awarded by the grantee shall include the
5. . Submit a Claim for Reimbursement within 35 days of provision that any subcontracts include all provisions
the end of the calendar quarter in which expenses stated in this section or the provision that no subcontracts
were incurred, using the form provided by TSD as shall be awarded.
follows:
a. Copies of invoices and/or receipts for all 3. The grantee shall ensure that each contractor adhere to
specified items must be submitted to TSD upon applicable requirements established for the grant and that
request with the Claim for Reimbursement; each contract include provisions for the following:
b. claims may be submitted monthly, and must be a. Administrative,contractual, or legal remedies in
submitted at least quarterly; and, instances where contractors violate or breach contract
c. claims must be signed by the Project Director or terms, and provide for such sanctions and penalties
the Designated Alternate(duplicated signatures as may be appropriate;
will not be accepted). b. mandatory standards and policies relating to energy
efficiency which are contained in the state energy
6. Prepare a Project Directors Final Evaluation Report in conservation plan issued in compliance with the
accordance with the Evaluation Plan described in the Energy Policy and Conservation Act (PL 94-163);
grant document. The report will be no more than ten c. access by the grantee,the state,the federal grantor
pages and will include the following elements: agency,the Comptroller General of the United States,
a. A summary of the project including problems ad- or any of their duly authorized representatives,to any
dressed, objectives, major activities, and accom- books,documents, papers, and records of the
plishments as they relate to the objectives; contractor which are directly pertinent to that specific
b. a summary of the costs of the project including contract,for the purpose of making audit,
amount paid by TSD,funded agency, other examination, excerpts, and transcriptions. Grantees
agencies, and private sources. The amount of shall require contractors to maintain all required
volunteer time should be identified; records for three years after grantees make final
c. discussion of implementation process so that payments and all other pending matters are closed;
other agencies implementing similar projects can d. notice of grantor agency requirements and regulations
learn from your experiences; What went as pertaining to reporting, requirements and regulations
planned? What didn't work as expected? What pertaining to patent rights with respect to any
important elements made the project successful discovery or invention which arises or is developed in
or not as successful as expected? the course of or under such contract, and
d. responses to Evaluation Questions. List each requirements and regulations pertaining to copyrights
question and answer(refer to Data Table); and, and rights in data;and,
e. completed Data Table. e. requirements given in Section A. 9-12.
The Project Director's Final Evaluation Report must be 4. Where applicable,contracts shall include the
submitted within 35 days following the last day of the following provisions:
grant period. a. Termination for cause and for convenience by the
grantee including the manner by which it will be
Project Revision effected and the basis for the settlement
(Contracts in excess of$10,000);
1. Any proposed changes in the project objectives, key b. Compliance with Executive Order 11246 of September
project personnel,time period, budget,or mailing 24, 1965 entitled"Equal Employment Opportunity,"as
address must be requested in writing, and receive amended by Executive Order 11375 of October 13,
approval by TSD. A Grant Adjustment Form will be 1967 and supplemented in Dept.of Labor regulations
signed by both TSD and the grantee. (41 CFR Part 60)
(Contracts in excess of$10,000);
2. Anytime extension in the project period must be c. Compliance with sections 103 and 107 of the
requested at least six weeks prior to the end of the Contract Work Hours and Safety Standards Act(40
project period and approved by the federal grantor USC 327-330)as supplemented by Dept.of Labor
agency if the end of federal fiscal year is involved. regulations(29 CFR Part 5) (Contracts in excess of
$2,500);
Contracts and Other Service Agreements d. Bidders, proposers, and applicants must certify that
neither they nor their principals is presently debarred,
1. Any contracts or other service agreements that are suspended, proposed for debarment,declared
entered into by the grantee as part of this project ineligible,or voluntarily excluded from participating in
shall be reviewed and approved by TSD to determine this transaction by any federal agency or department
whether the work to be accomplished is consistent (Contracts in excess of$25,000).
with the objectives of the project,and whether the
provisions of paragraphs 2 through 4 of this section
are considered.
(Revised 07/8/2010) Page 7
Travel needed,whether or not the project continues to be
supported by grant funds. Ownership of equipment
1. The grantee shall keep a record of all significant acquired with grant funds shall be vested with the grantee.
travel. In-state trips outside the grantee's jurisdiction Costs incurred for maintenance, repairs, updating,or
should be summarized on Quarterly Highway Safety support of such equipment shall be borne by the grantee.
Project Reports.
4. If any material or equipment ceases to be used in
2. All out-of-state travel must be pre-approved by TSD. project activities,the grantee agrees to promptly notify
To receive authorization,the trip must be detailed on TSD. In such event,TSD may direct the grantee to
the project budget or requested in a grant transfer, return, keep,or otherwise dispose of the
adjustment. Reports on out-of-state trips shall be equipment.
summarized on Quarterly Highway Safety Program
Report. Termination
3. Reimbursement will only be authorized for travel of 1. TSD may terminate this Agreement for convenience in
persons employed by the grantee in project-related whole or in part whenever:
activities unless prior written approval is granted by a. The requisite state and/or federal funding becomes
TSD. unavailable through failure of appropriation or
otherwise; or,
Development of Printed or Production Materials b. The requisite local funding to continue this project
becomes unavailable to grantee;or,
1. The.grantee shall provide TSD with draft copies of all c. Both parties agree that continuation of the project
materials developed using grant funds. TSD may would not produce results commensurate with the
suggest revisions and must approve production. further expenditure of funds.
2. All brochures; course, workshop and conference an- 2. TSD may, by written notice to grantee,terminate this
nouncements;and other materials that are Agreement for any of the following reasons:
developed and/or printed using grant funds shall a. The grantee takes any action pertaining to this
include a statement crediting TSD and federal Agreement without the approval of TSD and which
participation. under the provisions of this agreement would have
required the approval of TSD;or,
3. Materials produced through this project shall be b. The commencement, prosecution, or timely
provided to TSD for its use and distribution and completion of the project by grantee is,for any reason,
may not be sold for profit by either the grantee or rendered improbable, impossible,or illegal; or,
any other party. c. The grantee is in default under any provision of this
Agreement.
Equipment Purchased with Grant Funds
Conditions of Project Approval
1. A Residual Value Agreement shall be completed and
submitted to TSD if grant funds are used in whole or Actions taken by the Oregon Transportation Safety Committee,
in part to acquire any single item equipment costing if any, regarding conditions under which this project is
$5,000 or more or at TSD discretion. A copy of the approved are given in the Conditions of Approval. The grantee
original vendor's invoice indicating quantity, agrees to follow these conditions in implementing the project.
description, manufacturer's identification number
and cost of each item will be attached to the signed Contract Provisions and Signatures
agreement. All equipment should be identified with a
property identification number. It is understood and agreed that the grantee shall comply with
all federal,state, and local laws, regulations,or ordinances
2. All material and equipment purchased shall be applicable to this agreement and that this Agreement is
produced in the United States in accordance with contingent upon grantee complying with such requirements.
Section 165 of the Surface Transportation Assistance
Act of 1982(Pub. L. 97-424;96 Stat. 2097) unless This Agreement shall be executed by those officials authorized
the Secretary of Transportation has determined to execute this Agreement on the grantee's behalf. In the
under Section 165 that it is appropriate to waive this event grantee's governing body delegates signature of the
agreement. Agreement, grantee shall attach to this Agreement a copy of
the motion or resolution which authorizes said officials to
3. Material and equipment shall be used in the program execute this Agreement, and shall also certify its authenticity.
or activity for which it was acquired as long as
(Revised 07/8/2010) Page 8
Agreements and Assurances
Project Director: TO BE COMPLETED BY TSD
Kim Yamashita, Chief of Police
Project No.: 0911 WKZN-421 666
Signat Title: CITY OF SANDY PD WZ ENF R1
1L1110
Date
Designated Alternate: OTC approval date: August 19, 2009
Shawn Burns, Sgt.
_ Total project cost: $11,035
TSD grant funds: $9,240
Sig ure
All matching funds: $1,795
nG r2 -/lU
Date Matching source(s): Local
Authorizing Government Official:
Kim Yamashita, Chief of Police
G Authority to approve modifications to this
Signat agreement i ated to the Transportation
Saf ivisiron t manager.
Date
Manage rans rtation Safety Division Oregon
Department of ra sportation zD
Date
OREGON DEPARTMENT OF TRANSPORTATION
Transportation Safety Division
f �
Reports And Claims Due Dates
Project No.: 0911WKZN-421 666
Project Title: CITY OF SANDY PD WZ ENF R1
Calendar: 2 YEAR STATE FISCAL YEAR 2010 Grant Year: 2010
Reports/Claims Due Dates
First Quarter(1st Yr) ( July 01 -September 30 )
Claims for Reimbursement Thursday, November 5, 2009
Second Quarter(1st Yr) ( October 01 - December 31 )
Claims for Reimbursement Friday, February 5, 2010
Third Quarter(1st Yr) ( January 01 - March 31 )
Claims for Reimbursement Wednesday, May 5, 2010
Fourth Quarter(1st Yr) (April 01 -June 30 )
Claims for Reimbursement Thursday, August 5, 2010
1st Yr Project Evaluation Report
1st Yr Proj. Evaluation Thursday, August 5, 2010
First Quarter(2nd Yr) ( July 01 - September 30 )
Claims for Reimbursement Friday, November 5, 2010
Second Quarter(2nd Yr) ( October 01 - December 31 )
Claims for Reimbursement Saturday, February 5, 2011
Third Quarter (2nd Yr) ( January 01 - March 31 )
Claims for Reimbursement Thursday, May 5, 2011
Fourth Quarter(2nd Yr) (April 01 -June 30 )
Claims for Reimbursement Friday, August 5, 2011
2nd Yr Project Evaluation Report
2nd Yr Proj. Evaluation Friday, August 5, 2011
Claims for Reimbursement
Final Claims Friday, August 5, 2011
Pagel 02
The undersigned agree that the information included above has been reviewed and the required due dates and final
deadlines are understood.
Project Director's Name: Kim Yamashita j /
Project Director's Signature: �f Date: J!z/ 16
Page 2 of 2
I EXHIBIT A
2 WORK ZONE ENFORCEMENT PROJECT WORK PLAN
3 In 2008, work zone related traffic fatalities on Oregon roadways were responsible for the loss of 6 lives
4 however; one year earlier in 2007 the number of lives lost equaled 11. Fatalities in work zones fluctuates
5 annually, however work zone related crashes are on the rise and the majority occur on state highways.
6 Work zone related crashes were at 532 in 2006 and have risen to 591 in 2007. Roadway construction
7 continues to be on the rise and will continue at this increased rate for at least the next couple years.
Oregon 2009 Work Zone Safety Stat Sheet
Year Work Zone Work Zone Construction$$*** % Change in$
Involved Involved In Millions
Fatalities *& Crashes**
**
1985 3 N/A 149.7 N/A
1986 3 389 166.2 11%
1987 3 417 158.9 -4%
1988 8 446 240.8 52%
1989 6 492 230.6 -4%
1990 2 504 283.3 23%
1991 9 371 209.6 -26%
1992 2 429 195.1 -7%
1993 12 416 278.0 42%
1994 19 447 230.7 -17%
1995 5 488 225.7 -2%
1996 10 549 243.0 8%
1997 21 376 264.7 9%
1998 14 492 276.5 4%
1999 9 417 304.5 10%
2000 6 351 273.3 -10%
2001 5 324 241.7 -12%
2002 5 421 250.7 4%
2003 2 514 342.0 36%
2004 12 493 421.4 23%
2005 20 512 411.4 -2%
2006 5 532 452.2 10%
2007 11 591 5 19.9 15%
2008 Prelim. 6 unknown
Total to Date 198 9,951
Prelim.
*FARS(Fatality Analysis Reporting System)1994 to 2006
"CARS(ODOT Crash Analysis and Reporting Section)1985 to 1993
***1985-1993 Original Construction Authorization awarded per calendaryear, 1994-2006 Construction payments made to
Contractors per calendar year(Construction Contract Administration)
8
Revised 5/13/2009 Page 1 of 8
I It's important to remember that since there's still an increase in construction projects and most of today's
2 construction work is performed "under traffic" the risk of exposure is still on the rise for drivers, their
3 passengers, construction workers and enforcement personnel. Federal studies show that work zone
4 crashes tend to be more severe than other types of crashes. It's also important to note that over 40 percent
5 of work zone crashes occur in the transition zone prior to the work area. Thus, it's a priority to get the
6 vehicles slowed down as early as possible when entering the work zone.
7
8 Under the work zone enforcement grants ODOT will enlist the forces of state and local law enforcement
9 agencies as authorized by ODOT and in compliance with the provisions of local cooperative policing
10 agreements to patrol specified work zones on State highways. Grantees will operate according to
11 processes and procedures outlined in the 2009-2011 Work Zone Enforcement Guidelines and its
12 modifications as necessary.
13
14 Protect Obiectives
15 • Increase driver attentiveness.
16 • Reduce traffic related deaths and injuries in roadway work zones by reducing average speeds through
17 these zones.
18 * Concentrate on reducing vehicle speeds within the transition zone prior to the work area and
19 throughout the work zone.
20 * Provide information to local media sources.
21
22 Protect Operation
23 Law enforcement is hired typically on an overtime hourly basis to patrol ODOT road construction
24 projects. These projects must meet federal design and construction standards to be eligible for federal
25 participation and reimbursement for enforcement. The projects may be state or federally funded projects.
26 Maintenance projects are not eligible.
27
28 The program is paid for with Federal Highway Administration Funds. It's a statewide program operated
29 on a biennial budget authorization though the Oregon Transportation Commission. Funds are not tied to
30 specific projects. The entire work zone budget for the 2009-2011 biennium is approximately S3.6M for
31 education, enforcement, and equipment. This budget includes some of the program match. Funds are
32 split out to ODOT Regions and the Oregon Bridge Development Unit (OBDU)based on work zone
33 enforcement needs identified by Region/OBDU staff, consultants and state/local enforcement agencies.
Revised 5/13/2009 Paee 2 of 8
I Work zone enforcement construction project identification and coordination for ODOT's Region managed
2 construction projects are the responsibility of the Region Transportation Safety Coordinator or within
3 Region 1 the Region 1 Work Zone Coordinator.
4
5 Work zone enforcement project identification and coordination for ODOT's OBDU and their consultant
6 Oregon Bridge Delivery Partners (OBDP) construction projects are the responsibility of the OBDU Senior
7 Construction Engineer, OBDU Designee, OBDP's Construction Manager, and OBDP's Construction
8 Coordinators.
9
to This agreement is primarily with the Oregon State Police, although funds may be used to fund other local
11 police agencies within the provisions of local cooperative policing agreements. As stewards of the state
12 highway system, OSP will have the first opportunity to cover the enforcement need in work zones on state
13 highways up to the amount of their budget limitation. If the work zone is on a state highway, located
14 within a City or County, OSP may be notified that patrol hours are available as long as OSP budget
15 limitation exists. If OSP indicates they will not be able to cover the identified enforcement or they do not
16 typically enforce in this area the enforcement hours may be offered to the local police department (PD) or
17 sheriffs office (SO).
18
19 Reimbursable work zone activities:
20 ❑ Reimbursement will be available at various percentages based on the individual OSP or local
21 police agency grant negotiations and will be identified within the Grant Agreement.
22 ❑ The total reimbursable grant amount must be matched with a non reimbursable match amount of
23 16.27 percent.
24 ❑ Direct travel from police station headquarters to a project, or in-between projects, shall ideally not
25 be more than a maximum of 20 percent of the total hours of patrol efforts provided for that shift.
26 Thus, an 8 hour patrol effort ideally will not have more than an additional 1.6 hours of associated
27 travel time. Travel claimed separately on a Monthly Construction Zone Project Report form
28 (MCZPR) will be reimbursable at the same rate incurred (regular or overtime.) The final decision
29 regarding the amount of travel time allowed on a per project basis will be at the discretion of the
30 ODOT Region Transportation Safety Coordinator, ODOT Region 1 Work Zone Coordinator, or
31 the OBDU Designee.
32 ❑ Reimbursable patrol under this grant is to be within 1-5 miles either side of the official work zone.
33 ❑ Traffic stops resulting from these dedicated work zone patrols.
Revised 5/13/2009 Paee 3 of 8
I ❑ Response to crashes, obstructions, incidents, or disabled vehicles that adversely affect traffic
2 through the work zone.
3 ❑ Administrative time spent by the enforcement agency in relation to the projects and program as
4 long as the administrative time is not already loaded into the enforcement agency billing rates.
5 Administrative costs shall not exceed ten percent of total costs for a Monthly Construction Zone
6 Project Report (MCZPR) form and will be reimbursable at the same rate as incurred by the
7 enforcement agency (regular/overtime). Administrative activities eligible for reimbursement
8 include:
9 • Supervisory documentation of grant hours and activities.
10 • Program level enforcement consultation with ODOT/OBDU/OBDP personnel.
1 1 • Scheduling and coordinating enforcement patrols, billings etc.
12 • Coordination of public safety announcements with news media.
13
14 Non-reimbursable work zone enforcement activities shall include
15 ❑ Enforcement at work sites not approved by ODOT/OBDU/OBDP.
16 ❑ Time spent on unrelated service calls.
17 ❑ Match at 16.27 percent of the total grant amount.
18
19 Responsibilities
20 Program responsibilities have been divided into four sections:
21 ❑ ODOT Transportation Safety Division.
22 ❑ ODOT Region Transportation Safety Coordinator, ODOT Region 1 Work Zone Coordinator,
23 OBDU Senior Construction Engineer, OBDU Designee, and OBDP Construction Manager.
24 ❑ ODOT Construction Project Manager or Consultant Project Manager and OBDU/P Construction
25 Manager or Construction Coordinators.
26 ❑ Enforcement Agency.
27
28 ODOT Transportation Safety Division:
29 ❑ Develop grant documents as necessary.
30 ❑ Monitor program and budget at statewide level.
31 ❑ Revise program scope as necessary.
32 ❑ Adjust Region and OBDU budget allocations as needed.
33 ❑ Track total program expenditures and budgets.
Revised 5/13/2009 Page 4 of 8
I ❑ Partner with FHWA.
2 ❑ Develop and administer Work Zone Public Information and Education Program statewide.
3 ❑ Work with ODOT Headquarters and Region, OBDU/P, OSP and local police agency public
4 information representative(s) to provide information to statewide media.
5 ❑ Work with statewide media to promote work zone enforcement, education, and EMS awareness.
6 ❑ Process and authorize various program documents in a timely manner.
7 ❑ Operate according to project guidelines outlined in official grant document including the 2009-
8 2011 Work Zone Enforcement Guidelines and its modifications as necessary.
9 ❑ Raise safety concerns in work zones up the ODOT chain of command if issues are not dealt with in
10 a timely, appropriate and safe manner.
11
12 ODOT Region Transportation Safety Coordinator (RTSC),
13 ODOT Region 1 Work Zone Coordinator,
14 OBDU Senior Construction Engineer, OBDU Designee, and
15 OBDP Construction Manager:
16 ❑ Develop annual and biennial enforcement plan/project lists and budget in coordination and
17 partnership with ODOT Construction Project Managers, Consultant Project Managers, OBDP
is Construction Manager/Coordinators and state/local law enforcement or their designees.
19 ❑ Allocate enforcement hours and update project list and allocations as needed.
20 ❑ Monitor work zone enforcement program status at Region/OBDU/P level
21 ❑ Work with ODOT Region, OBDU/P, OSP and local police agency public information
22 representative(s) to provide information to local media.
23 ❑ Work with local media as possible to promote work zone enforcement, education, and EMS
24 awareness.
25 ❑ Process and authorize various program documents in a timely manner.
26 ❑ Operate according to project guidelines outlined in official grant document including the 2009-
27 2011 Work Zone Enforcement Guidelines and its modifications as necessary.
28 ❑ Track expenditure of enforcement hours by project.
29 ❑ Meet regularly with project and enforcement staff to assess program and project progress and
30 needs.
31 ❑ Maintain the various processes and forms identified within the 2009-2011 Work Zone
32 Enforcement Guidelines to provide consistency throughout the state.
Revised 5/13/2009 Paee 5 of 8
I ❑ Raise safety concerns in work zones up the ODOT or OBDP chain of command if issues are not
2 dealt with in a timely, appropriate and safe manner.
3
4 ODOT Construction Project Manager or Consultant Project Manager and
5 OBDP Construction Manager or OBDP Construction Coordinators:
6 ❑ Coordinate individual project work schedules with enforcement agency(s), Region Transportation
7 Safety Coordinators, Region 1 Work Zone Coordinator and OBDU Designee.
8 ❑ Schedule specific overtime enforcement needs through a completed Work Zone Enforcement
9 Request (WZER) form ideally 3 months prior to construction start date. Two weeks prior to
10 construction start date, at a minimum, police should be contacted to start the development of the
11 overtime shift schedule development.
12 ❑ Consider provision of safe enforcement areas such as "launch pads" and pull-outs when possible
13 within specific work zones. Encourage the use of Class III safety apparel at all times.
14 ❑ Monitor roadway and shoulder areas for debris including gravel which could be hazardous to
15 police motorcycle patrols.
16 ❑ Process and authorize various program documents in a timely manner.
17 ❑ Encourage notation of presence of patrols on construction Daily Progress Reports or similar logs
18 when possible.
19 ❑ Encourage cooperative working relationship between Contractor, Inspector, Work Zone Traffic
20 Control Supervisor and police agencies in order to perform construction and enforcement functions
21 in the safest manner possible.
22 ❑ Operate according to project guidelines outlined in official grant document including the 2009-
23 2011 Work Zone Enforcement Guidelines and its modifications as necessary.
24 ❑ Work with ODOT Region, OBDU/P, OSP and local police agency public information
25 representative(s) to provide information to local media.
26 ❑ Work with local media as possible to promote work zone enforcement, education, and EMS
27 awareness.
28 ❑ Raise safety concerns in work zones up the ODOT or OBDP chain of command if issues are not
29 dealt with in a timely, appropriate and safe manner.
30
31 Enforcement Agency
32 ❑ Provide for staffing per agreed Enforcement Plan and/or finalized WZER forms.
33 ❑ Provide 16.27 percent match.
Revised 5/13/2009 Page 6 of 8
I ❑ Provide high visibility/high contact enforcement effort while patrolling under this grant and while
2 performing match patrol hours under this grant.
3 ❑ Work with ODOT and OBDU/P to identify alternative law enforcement resources if OSP is unable
4 to provide services.
5 ❑ Contact ODOT Construction Project Manager/Consultant Project Manager; or OBDP Construction
6 Manager/Construction Coordinators to alert of work zone safety issues. In emergencies contact
7 the Region Dispatch Office or in Region 1 the Traffic Management Operations Center as noted in
8 the 2009-2011 Work Zone Enforcement Guidelines.
9 ❑ Raise safety concerns in work zones up the ODOT or OBDU/P chain of command if issues are not
10 dealt with in a timely, appropriate and safe manner.
1 1 ❑ Document information requested on the MCZPR forms and submits MCZPR forms per work zone
12 project for approval monthly to the contact noted on the WZER forms. These forms may be
13 modified as deemed necessary by TSD.
14 ❑ The 16.27 percent Match may be provided in various forms as agreed upon and documented within
15 the Grant Agreement. Examples include but are not limited to:
16 Option A: Provide 16.27 percent match in documented straight time enforcement ideally on a
17 monthly basis and based on the amount of overtime funds provided on each work zone.
18 Option B: provide the overtime billings for enforcement to ODOT with a requested reimbursement
19 of 83.73 percent. No straight time reporting is necessary with this option.
20 Option C: Provide 16.27 percent match in documented straight/overtime court appearances on
21 work zone citations directly related from this grant.
22
23 Required documentation for reimbursable grant funds and/or the 10.27 percent "hard match" if the
24 match is provided as enforcement hours:
25
26 Officer name,
27 Calendar day,
28 # of overtime or match hours provided,
29 Hourly shift worked or similar notation,
30 # of citations,
31 # of warnings,
32 Significant issues occurring during the shift or Other activities, and,
33 At what hourly rate e.g. OT, Straight Time and if Travel Time or Administrative Time,
34
Revised 5/13/2009 Page 7 of 8
I Required documentation for the 6 percent "soft match" requirement is as follows if the match is
2 provided as enforcement hours:
3 Officer name,
4 Calendar day,
5 # of match hours provided,
6 #of citations,
7 # of warnings,
8 Significant issues occurring during the shift or Other activities,
9 Note the hourly rate is Match, and,
10 At what hourly rate e.g. OT, Straight Time and if Travel Time or Administrative Time.
11
12 • Working with other parts of the enforcement agency regarding resource needs, if applicable.
13 • Maintaining project files for federal and state audit purposes.
14 • Processing and authorizing various program documents in a timely manner.
15 • Participating in project design or work zone evaluation meetings as requested, pending
16 availability.
17 • Working with ODOT Region, OBDU/P, OSP and local police agency public information
18 representative(s) to provide information to local media.
19 • Working with local media as possible to promote work zone enforcement, education, and
20 EMS awareness.
21 • Operating according to project guidelines outlined in official grant document including the
22 2009-2011 Work Zone Enforcement Guidelines and its modifications as necessary.
23
Revised 5/13/2009 Page 8 of 8