City Of Portland ~ IG16-14003 ~ Fiscal Year 2015-16 Annual Certification Letter Bureau of Police
Charlie Hales,Mayor
Michael W.Marshman,Chief of Police
1111 S.W.2nd Avenue.Portland,OR 97204.Phone: 503-823-0000
Integrity . Compassion . Accountability • Respect • Excellence • Service
June 30,2016
VIA EMAIL
i
Lisa Shaw
Police Department Business Manager
City of Tigard
RE: Fiscal Year 2015-16 Annual Certification Letter
The City of Portland is subject to the requirements of Office of Management and Budget(OMB)Circular
A-133,,4 udits of States, Local Governments and Nonprofit Organizations for JAG 2012,2013,and 2014.
As such,Circular A-133 requires City of Portland to monitor the subrecipient's activities as necessary to
ensure that Federal awards are used for authorized purposes in compliance with applicable laws,
regulations,and the provisions of contracts and grants agreements and those performance goals are
achieved.Hence your organization may be contacted by the City to verify your compliance y0th these
items. Circular A-133 may be found at this web '
address:httn://www.whitehouse.gov/omb/circulars/al33/a133 html
As of December 26,2014,the City of Portland is also subject to the requirements of 2 CFR 200: Uniform
Ac ninistrative Requirements, Cost Principles, and Audit Requirements(Uniform Guidance)for all new
Federal awards,which includes JAG 2015 and SAKI 2015.The City is now required to obtain,not just
review,a subrecipient's single audit reporting package,if applicable. 2 CFR 200 may be found at this
web address: http://ojp.gov/funding/UniformGuidance.htm
Provam Title I CFDA# Grant Award# Federal Award P ram Dates
Intellectual Property 2014 1 16.752 2015-BE-BX-0005 $373,569 10/1/15-9/30/17
Subrecipient name(which must match registered name in DUNS): City of Tigard
Subrecipient DUNS number: 93-0503940
Authority and Authorized Representative
You certify that you are authorized to undertake the following activities on your organization's behalf
1. Execute and file its application for Federal funds,
2. Execute and file its Certifications,Assurances,and Agreements binding its compliance,
3. Execute Agreements with
the City of Portland(COP),
4. Comply with applicable Federal laws and regulations,and
5. Follow applicable Federal guidance.
Initial
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Administrative Capabilities
On behalf of your organization,you assure that for every project described in any application it submits to
COP,it has adequate resources to properly plan,manage,and complete its Project,including the:
1. Legal authority to apply for Federal funding,
2. Institutional capability,
3. Managerial capability,and
4. Financial capability(including funds sufficient to pay the non-Federal share of project cos
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Right to Review
On behalf of your organization,you assure that the organization will give limited access and the right to
examine project-related materials to entities or individuals,as required,including,but not limited to the:
1. COP,and
2. The Department of Justice(DOJ),Office of Justice Programs(OJP).
Initia��T/v
Accounting Systems
On behalf of your organization,you assure that the organization will establish a proper accounting system
in accordance with generally accepted accounting principles(GAAP).
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Conflicts of Interest
On behalf of your organization, you assure that the organization has safeguards to prohibit employees
from using their positions for a purpose that results in:
1. A personal or organizational conflict of interest,or personal gain,or
2. The appearance of a personal or organizational conflict of interest or personal gain.
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Project Goals
On behalf of your organization,you assure that following receipt of a DOJ subaward the organization will
complete project work within the time periods that apply. Initialt'�*1 10
Applicability of Statutes,Laws,and Regulations
On behalf of your organization,you assure that you understand and agree with the following:
1. Comply with all applicable Federal statutes and regulations to cavy out any DOJ-funded project,
2. Comply with terms and conditions of the DOJ Grant Award for its project,
3. Federal laws and regulations may be amended from time to time and those amendments may
affect project implementation,
4. Presidential executive orders and Federal guidance, including Federal policies and program
guidance,may be issued concerning matters affecting it or its project,
a. Subrecipients will remain in compliance with all terms of Federal Executive Order 13688
regarding Prohibited and Controlled Equipment and provide annual certification of
compliance with the training,policies,and tracking of equipment requirements for JAG 2015
and future federal grant awards.
5. The most recent Federal laws, regulations, and guidance will apply to its project, except as DOJ
determines otherwise in writing,and
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6. Requirements for DOJ programs may vary depending on the fiscal year for which the funding for
those programs was appropriated.
Initial
Nondiscrimination Assurance
On behalf of your organization,you assure that your organization will comply with the following laws
and regulations so that no person in the United States will be denied the benefits of,or otherwise be
subjected to,discrimination in any DOJ-funded program or activity on the basis of race,color,national
origin,religion,sex,disability,or age:
1. 28 C.F.R. Part 38, the DOJ regulation governing "Equal Treatment for Faith Based
Organizations"(the Equal Treatment Regulation"),
2. Title VI of the Civil Rights Act of 1964,
3. The Rehabilitation Act of 1973,as amended,
4. The Americans with Disabilities Act of 1990,as amended,and
5. Any other applicable Federal statutes that may be signed into law or Federal regulations that may
be promulgated.
Initial
On behalf of your organization,you assure that you will extend nondiscrimination laws and regulations to
each Third Party Participant and agreement,including any:
1. Subrecipient,
2. Transferee,
3. Third Party Contractor or Subcontractor at any tier,
4. Successor in Interest,
5. Lessee,or
6. Other participant in its Project.
Initial _
Procurement and Procurement Systems
On behalf of your organization,you certify that organizational procurements comply with all Federal,
State,and City procurement laws,regulations,and codes in accordance with applicable Federal guidance.
Procurement(contract)transactions should be competitively awarded unless circumstances preclude
competition. Noncompetitive(e.g.,sole source)procurements by the award recipient in excess of the
Simplified Acquisition Threshold(currently$150,000)set out in the Federal Acquisition Regulation must
receive prior approval from the awarding agency,and must otherwise comply with rules governing such
procurements found in the current edition of the OJP Financial Guide.
Initial
Suspension and Debarment Certification—First Tier
On behalf of your organization,you certify that your organization will comply and facilitate compliance
with suspension and debarment regulations and to the best of your knowledge and belief that Principals
and subrecipients at the fust tier are eligible to participate in covered transactions of any Federal
department or agency and are not presently:
1. Debarred
2. Suspended,
3. Proposed for debarment,
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4. Declared ineligible,
5. Voluntarily excluded,or
6. Disqualified.
Initial T ,.�
Suspension and Debarment Ineligibility and Voluntary Exclusion—Lower Tier Covered
Transaction
This certification is required by the regulations implementing Executive Order 12549 and 12689,2 CFR
Part 180.
On behalf of your organization,you certify that your organization will require that each covered lower
tier contractor and subcontractor will:
1. Comply and facilitate compliance with the Federal requirements,and
2. That each lower tier participant in its project is not presently declared by any Federal department
or agency to be:
a. Debarred from participation in its Federally funded project,
b. Suspended from participation in its Federally funded project,
c. Proposed for debarment from participation in its Federally funded project,
d. Declared ineligible to participate in its Federally funded project,
e. Voluntarily excluded from participation in its Federally funded project,or
f. Disqualified from participation in its Federally funded project.
Initial 1.1
Lobbying
On behalf of your organization,you certify that your organization has:
1. No Federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,
to any person for influencing or attempting to influence an officer or employee of an agency,a
Member of Congress,an officer or employee of Congress,or an employee of a Member of
Congress in connection with the awarding of any Federal contract,the making of any Federal
grant,the making of any Federal loan,the entering into of any cooperative agreement,and the
extension,continuation,renewal,amendment,or modification of any Federal contract,grant,
loan,or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person
for making lobbying contacts to an officer or employee of any agency,a Member of Congress,an
officer or employee of Congress,or an employee of a Member of Congress in connection with
this Federal contract,grant, loan,or cooperative agreement,the undersigned shall complete and
submit Standard Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its
instructions[as amended by"Government-wide Guidance for New Restrictions on Lobbying," 61
Fed.Reg. 1413 (1/19/96).Note:Language in paragraph(2)herein has been modified in
accordance with Section 10 of the Lobbying Disclosure Act of 1995(P.L. 104-65,to be codified
at 2 U.S.C. 1601,et seq.)]
3. The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers(including subcontracts,subgrants,and contracts under
grants,loans,and cooperative agreements)and that all subrecipients shall certify and disclose
accordingly.
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s
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into.Submission of this certification is a prerequisite for making or entering into this
transaction imposed by 31,U.S.C. § 1352(as amended by the Lobbying Disclosure Act of 1995).Any
person who fails to file the required certification shall be subject to a civil penalty of not less than
$10,000.00 and not more than$100,000.00 for each such failure.
Note:Pursuant to 31 U.S.C.§ 1352(cx 1)-(2)(A),any person who makes a prohibited expenditure or fails
to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less
than$10,000.00 and not more than$100,000.00 for each such expenditure or failure.
Subrecipient certifies or affirms the truthfulness and accuracy of each statement of its certification and
disclosure,if any.In addition,the subrecipient understands and agrees that the provisions of 31 U.S.C.A
3801,et seq., apply to this certification and disclosure,if any.
Initial
On behalf of your organization, you certify that you understand that this Certification is a material
representation of fact that the City of Portland relies on to ensure subrecipient compliance.
Toby LaFrance 1
Print name Si
Director of Finance & Information Technology
0 ogy
Title
503-718-2406 Toby@tigar or.gov
Phone Email address
Lisa Shaw
Print name Signatui
Tigard Police Business Manager
Title
503-718-2554 Lisa.Shaw@tigard-or.gov
Phone Email address
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Print name
t U -n, 6 1
Title
5 0 3 ,'7j8--)57o
Phone Email
Thank you for your prompt reply. I may be reached at 503-823-0331 if you have any questions. Please
return your signed response via email.
Sincerely,
Veronica L.Nordeen
Management Analyst
Portland Police Bureau Fiscal Services Division
Vemnica.nordee Qortlandoregon.
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