HomeMy WebLinkAboutStaff Report 2309-20664.Approve and Authorize the City Manager to Execute a Grant Agreement With the State of
California Board of State and Community Corrections to Develop and Implement a Three-
Year Program to Combat Organized Retail Theft with $5.2 million in State Funds,
Requiring $0 in City Matching Funds; and Approve a FY 2024 Budget Amendment
(Requires 2/3 approval) in the Supplemental Law Enforcement Services Fund; CEQA
status – not a project.
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Police
Meeting Date: December 4, 2023
Report #:2309-2066
TITLE
Approve and Authorize the City Manager to Execute a Grant Agreement With the State of
California Board of State and Community Corrections to Develop and Implement a Three-Year
Program to Combat Organized Retail Theft with $5.2 million in State Funds, Requiring $0 in City
Matching Funds; and Approve a FY 2024 Budget Amendment (Requires 2/3 approval) in the
Supplemental Law Enforcement Services Fund; CEQA status – not a project.
RECOMMENDATION
Staff recommends that the City Council:
1) Approve and authorize the City Manager, or their designee, to execute a Funding
Agreement (attached) with the State of California Board of State and Community
Corrections for the development and implementation of the Organized Retail Theft action
plan. The Agreement will provide up to $5.2 million in funding over three years, and the City
will not be required to provide matching funds; and
2) Amend the Fiscal Year 2024 Budget Appropriation for the Special Law Enforcement Services
Fund (requires a 2/3 approval) by:
a) Increasing the estimate for Revenue from Other Agencies, grants by $5,176,400; and
b) Increasing Police Department expense appropriation for Salary & Benefits $4,749,400,
c) Increasing Police Department expense appropriation for Facilities & Equipment
$333,300,
d) Increasing Police Department expense appropriation Supplies and General Expenses
$94,100.
EXECUTIVE SUMMARY
Approval of this grant funding from the State will provide the Police Department with additional
resources for up to 38 months (approximately 3 years) to combat Organized Retail Theft (ORT)
and the use of stolen vehicles or vehicles with stolen license plates in the commission of ORT
crimes. Like most cities in the Bay Area, Palo Alto has been impacted by the rise in ORT over the
past few years. The State of California has recognized the issue and solicited and awarded grants
to local communities throughout the state to combat the problem. The Palo Alto Police
Department applied for a grant to combat ORT and related crimes from the Board of State and
Community Corrections. In September 2023, the Police Department learned that it had received
the grant pending City Council authorization. The grant will fund the development and
implementation of a program to combat ORT. Funding is available for three years for
reimbursements up to $5.2 million, paid monthly or quarterly as expenses are incurred and
invoiced. No matching contribution by the City is required.
Palo Alto’s program, while still in the development phase, anticipates a two-part approach: 1)
staff assigned on overtime to patrol, investigate, and attend court for ORT crimes at shopping
districts where the value of thefts and/or the impact on public safety is greatest; and 2) equip
patrol vehicles with a device capable of affixing a global positioning system (GPS) tracker to the
vehicles of fleeing suspects. This action is only the acceptance of the grant funds and the
appropriation of the expense budget. Staff still needs to develop draft policies for the purchase
of and use of the trackers in accordance with the City’s Surveillance and Privacy Protection
ordinance.
BACKGROUND
While Palo Alto is a very safe city, crime still occurs here. Most of the crime that occurs is property
crime, not violent crime. Of all the types of property crimes, ORT has become more common in
recent years, and currently is occurring multiple times each week in Palo Alto. These crimes are
often carried out by suspects driving stolen vehicles or vehicles with stolen license plates. The
following data represents losses originating from the Stanford Shopping Center (SSC) and the
downtown business area. The source of this information is based on losses reported by
merchants to the Police Department.
• Stolen property loss 2018 - $886,419
• Stolen property loss 2019 - $1,305,483
• Stolen property loss 2020 - $851,246
• Stolen property loss 2021 - $1,143,656
• Stolen property loss 2022 - $1,532,331
The California Department of Justice defines ORT as organized criminal rings that steal property
with the intent to sell, distribute, or return stolen merchandise for value. ORT takes many forms,
from coordinated thefts of specific goods to orchestrated, brazen burglaries of local retailers. In
whatever form it takes, these organized crimes are felonies, not petty theft or shoplifting. ORT
incidents are often part of sophisticated criminal networks that plan their attacks weeks or
months before they are carried out. Further, agencies throughout the region have reported an
increase in crimes conducted in stolen vehicles or vehicles with stolen license plates.
The California Budget Act of 2022 (Senate Bill 154) established the Organized Retail Theft
Prevention Grant Program. Per the state Budget Act, funding for the Organized Retail Theft Grant
Program is for competitive grants for city police departments, county sheriffs’ departments, and
probation departments. Grant funds shall be used to support local law enforcement agencies in
preventing and responding to organized retail theft, motor vehicle or motor vehicle accessory
theft, or cargo theft. Permissible uses of grant funds include, but are not limited to, purchase of
technology or other equipment that would help deter, prevent, or respond to these crimes. These
funds shall be used to supplement and not supplant existing funds for these activities.
All entities receiving grant funding shall be required to comply with all applicable privacy laws
and regulations. Grants shall be made on a competitive basis to localities that can demonstrate,
using data, that organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo
theft pose a significant problem in their jurisdictions. The California Board of State and
Community Corrections oversees the administration of the Organized Retail Theft Prevention
Grant Program. Established in 2012, the BSCC is an independent statutory agency that provides
leadership to the adult and juvenile criminal justice systems, expertise on Public Safety
Realignment issues, a data and information clearinghouse, and technical assistance on a wide
range of community corrections issues. In addition, the BSCC administers significant public
safety-related grant funding, both at the federal and state level, for the State of California.
Notice of Funding was issued on April 14, 2023, applications were due July 7, 2023, and the final
Board decision was September 14, 2023. The grant cycle for these projects is October 1, 2023,
through June 1, 2027.
To view the applications (including Palo Alto’s) and State grant process, see the BSCC website
[https://www.bscc.ca.gov/organized-retail-theft-grant-program/].
ANALYSIS
In alignment with the grant application, staff recommend the “Palo Alto Organized Retail Theft
and Motor Vehicle Recovery Project”; an effort that will utilize data-driven and field-tested
strategies to deter organized retail theft and vehicle theft and arrest those responsible. The
project focuses on two primary components: 1) targeted ORT enforcement operations and 2)
technology modernization.
The grant award is intended for staffing cost reimbursement to investigate and apprehend
suspects of ORT. The grant award also is intended to providing funding to install a new technology
on police patrol vehicles that will allow officers to remotely affix a GPS transmitter to fleeing
vehicles. Suspects often choose to use stolen vehicles, or vehicles with stolen license plates, in
the commission of their crimes because it frustrates the ability of police to quickly make arrests.
These suspects will flee attempted vehicle stops by police, knowing that often police will not
endanger the public by pursuing vehicles wanted only for property-related crimes. This new
technology will provide additional investigative leads and allow officers to locate and apprehend
suspects without the necessity for a potentially dangerous vehicle pursuit more safely. The
technology will be installed on 25 marked Palo Alto Police Department patrol vehicles. Prior to
the acquisition and implementation of such technology, staff would develop draft policies for the
purchase of and use of the trackers in accordance with the City’s Surveillance and Privacy
Protection ordinance.
The goals of the project will be to reduce losses to Palo Alto businesses, and to recover 10% more
stolen vehicles than in prior years.
FISCAL/RESOURCE IMPACT
The application was prepared using existing City staffing resources as well as the resources of a
grant processing service provider who was already engaged under contract for no additional
charge. No additional staff or operating budget resources are necessary to accept the grant
except for purchasing staff time to make the purchase of equipment.
Grant budget from the application
Staff anticipates a salary cost of $4.73 million (approximately $1.58 million annually) with most
of the expense allocated to deploying three police officers, all on overtime, each for ten-hour
shifts, daily for 38 months. Staff anticipates $0.33 million for the installation of GPS tracking
technology on 25 vehicles and a computer workstation set-up in a temporary field office at
Stanford Shopping Center. $81,000 will be used for audit and evaluation according to the grant
application and $13,200 in other miscellaneous costs.
The grant funding should conclude in approximately three years, June 1, 2027. Staff has
considered if overtime or full-time staffing would be more appropriate. After consideration of
the skills necessary for this work, current staffing levels with vacancies, and training period, staff
believes that no new positions are necessary currently. However, should the City Council decide
to continue the program after grant funding has expired, funding and resource needs would be
addressed as part of the annual budget process. Staff anticipates modest maintenance costs
related to the GPS technology at the end of the grant term and will bring forward for requests
for funding as part of the annual budget process if it cannot otherwise be absorbed in the
Department‘s budget.
STAKEHOLDER ENGAGEMENT
Staff conducted outreach with the business community including the Chamber of Commerce and
Simon Property, operator of Stanford Shopping Center, who all provided letters of support as did
the Santa Clara County District Attorney's office.
ENVIRONMENTAL REVIEW
The California Public Resources Code § 21065 includes a definition of a “project” as subject to the
California Environmental Quality Act (CEQA) if it is an activity directly undertaken by a public
agency which may cause either a direct physical change in the environment, or a reasonably
foreseeable indirect physical change in the environment. This project is exempt from the
provisions of the CEQA, pursuant to Section 15061(b)(3) of the CEQA Guidelines, because it can
be seen with certainty that there is no possibility that the activity will have a significant effect on
the environment.
ATTACHMENTS
Attachment A: STD 214 Standard Agreement
APPROVED BY:
Andrew Binder, Police Chief
STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES SCO ID:5227-BSCC-1164-23
STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (If Applicable)
STD 213 (Rev 03/2019) BSCC 1164- 23
1.This Agreement is entered into between the Contracting Agency and the Contractor named below:
CONTRACTING AGENCY NAME
BOARD OF STATE AND COMMUNITY CORRECTIONS
CONTRACTOR NAME
City of Palo Alto
2.The term of this Agreement is:
START DATE
OCTOBER 1, 2023
THROUGH END DATE
JUNE 1, 2027
3.The maximum amount of this Agreement is:
$5,176,812.00
4.The parties agree to comply with the terms and conditions of the following exhibits, attachments, and appendices which are
by this reference made a part of the Agreement.
EXHIBITS TITLE PAGES
Exhibit A Scope of Work 3
Exhibit B Budget Detail and Payment Provisions 4
Exhibit C General Terms and Conditions (04/2017) 4
Exhibit D
Special Terms and Conditions 5
Attachment 1* Organized Retail Theft Prevention Grant Program Request for Proposals *
Attachment 2 Organized Retail Theft Prevention Grant Program Grant Proposal 32
Appendix A
Organized Retail Theft Grant Program Scoring Panel Roster 1
Appendix B Grantee Assurance for Non-Governmental Organizations 2
* This item is hereby incorporated by reference and can be viewed at: https://www.bscc.ca.gov/organized-retail-theft-grant-program/
IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.
CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)
City of Palo Alto
CITY STATE ZIPCONTRACTOR BUSINESS ADDRESS
250 Hamilton Avenue Palo Alto CA 94301
PRINTED NAME OF PERSON SIGNING
Ed Shikada
TITLE
City Manger
CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED
STATE OF CALIFORNIA
CONTRACTING AGENCY NAME
BOARD OF STATE AND COMMUNITY CORRECTIONS
CONTRACTING AGENCY ADDRESS CITY STATE ZIP
2590 Venture Oaks Way, Suite 200 Sacramento CA 95833
PRINTED NAME OF PERSON SIGNING TITLE
COLLEEN CURTIN Deputy Director
CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED
CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL: EXEMPT PER SCM, VOLUME 1, CH. 4.06
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EXHIBIT A: SCOPE OF WORK
1.GRANT AGREEMENT – Organized Retail Theft Grant Program
This Grant Agreement is between the State of California, Board of State and Community
Corrections (hereafter referred to as BSCC) and City of Palo Alto (hereafter referred to as
the Grantee).
2.PROJECT SUMMARY AND ADMINISTRATION
A.The Organized Retail Theft Grant Program was established in Senate Bill 154 (SB 154)
(Chapter 43, Statutes of 2022). Organized Retail Theft Grant Program funds shall be used
to support local law enforcement agencies in preventing and responding to or ganized
retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft.
B.Grantee agrees to administer the project in accordance with Attachment 1: Organized
Retail Theft Grant Program Request for Proposals (incorporated by reference) and
Attachment 2: Organized Retail Theft Grant Program Grant Proposal, which is attached
and hereto and made part of this agreement.
3.PROJECT OFFICIALS
A.The BSCC's Executive Director or designee shall be the BSCC's representative for
administration of the Grant Agreement and shall have authority to make deter minations
relating to any controver sies that may arise under or regarding the interpretation,
performance, or payment for work performed under this Grant Agreement.
B.The Grantee’s project officials shall be those identified as follows:
Authorized Officer with legal authority to sign:
Name: Ed Shikada
Title: City Manager
Address: 250 Hamilton Avenue, Palo Alto CA 94301
Phone: 650-329-2392
Email: CityMgr@cityofpaloalto.org
Designated Financial Officer authorized to receive warrants:
Name: Eric Jensen
Title: Management Analyst
Address: 275 Forest Avenue, Palo Alto CA 94301
Phone: 650-329-2346
Email: eric.jensen@cityofpaloalto.org
Project Director authorized to administer the pr oject:
Name: Eric Bulatao
Title: Sergeant
Address: 275 Forest Avenue, Palo Alto CA 94301
Phone: 650-690-5754
Email: eric.bulatao@cityofpaloalto.org
C.Either party may change its project representatives upon written notice to the other party.
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EXHIBIT A: SCOPE OF WORK
D. By signing this Grant Agreement, the Authorized Officer listed above warrants that he or
she has full legal authority to bind the entity for which he or she signs.
4. DATA COLLECTION
Grantees will be required to comply with all data collection and reporting requirements as
described in Attachment 1: Organized Retail Theft Grant Program Request for Proposals
(incorporated by reference) and Attachment 2: Organized Retail Theft Grant Program Grant
Proposal.
5. REPORTING REQUIREMENTS
A. Grantee will submit quarterly progress reports in a format prescribed by the BSCC. These
reports, which will describe progress made on program objectives and include required data,
shall be submitted according to the following schedule:
Quarterly Progress Report Periods Due no later than:
1. October 1, 2023 to December 31, 2023 February 15, 2024
2. January 1, 2024 to March 31, 2024 May 15, 2024
3. April 1, 2024 to June 30, 2024 August 15, 2024
4. July 1, 2024 to September 30, 2024 November 15, 2024
5. October 1, 2024 to December 31, 2024 February 15, 2025
6. January 1, 2025 to March 31, 2025 May 15, 2025
7. April 1, 2025 to June 30, 2025 August 15, 2025
8. July 1, 2025 to September 30, 2025 November 15, 2025
9. October 1, 2025 to December 31, 2025 February 15, 2026
10. January 1, 2026 to March 31, 2026 May 15, 2026
11. April 1, 2026 to June 30, 2026 August 15, 2026
12. July 1, 2026 to September 30, 2026 November 15, 2026
13. October 1, 2026 to December 31, 2026 February 15, 2027
B. Evaluation Documents Due no later than:
1. Local Evaluation Plan April 1, 2024
2. Final Local Evaluation Report June 1, 2027
C. Other Due no later than:
Financial Audit Report June 1, 2027
Grantees that are unable to demonstrate that they are making sufficient progress toward
project goals and objectives and show that funds are being spent in accordance with the
Grant Agreement could be subject to a withholding of funds.
6. PROJECT RECORDS
A. The Grantee shall establish an official file for the project. The file shall contain adequate
documentation of all actions taken with respect to the project, including copies of this
Grant Agreement, approved program/budget modifications, financial records and
required reports.
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EXHIBIT A: SCOPE OF WORK
B. The Grantee shall establish separate accounting records and maintain documents and
other evidence sufficient to properly reflect the amount, receipt, and disposition of all
project funds, including grant funds and any matching funds by the Grantee and the total
cost of the project. Source documentation includes copies of all awards, applications,
approved modifications, financial records, and narrative reports.
C. Personnel and payroll records shall include the time and attendance reports for all
individuals reimbursed under the grant, whether they are employed full-time or part-time.
Time and effort reports are also required for all subcontractors and consultants.
D. The grantee shall maintain documentation of donated goods and/or services, including
the basis for valuation.
E. Grantee agrees to protect records adequately from fire or other damage. When records
are stored away from the Grantee’s principal office, a written index of the location of
records stored must be on hand and ready access must be assured.
F. All Grantee records relevant to the project must be preserved a minimum of three (3)
years after closeout of the grant project and shall be subject at all reasonable times to
inspection, examination, monitoring, copying, excerpting, transcribing, and auditing by the
BSCC or designees. If any litigation, claim, negotiation, audit, or other action involving the
records has been started before the expiration of the three-year period, the records must
be retained until the completion of the action and resolution of all issues which arise from
it or until the end of the regular three-year period, whichever is later.
7. CONFLICT OF INTEREST
A. Existing law prohibits any grantee, subgrantee, partner or like party who participated on
the Organized Retail Theft Grant Program Scoring Panel from receiving funds awarded
under the Organized Retail Theft Grant Program RFP. Applicants who are awarded
grants under this RFP are responsible for reviewing the Organized Retail Theft Grant
Program Scoring Panel roster (Appendix A) and ensuring that no grant dollars are passed
through to any entity represented by the members of the Organized Retail Theft Grant
Program Scoring Panel.
B. In cases of an actual conflict of interest with a Scoring Panel member, the Board may
revoke the grant award and legal consequences could exist for the parties involved,
including, but not limited to, repayment of the grant award.
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EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
1. INVOICING AND PAYMENT
A. The Grantee shall be paid quarterly in arrears by submitting an invoice (Form 201) to the
BSCC that outlines actual expenditures claimed for the invoicing period.
Quarterly Invoicing Periods: Due no later than:
1. October 1, 2023 to December 31, 2023 February 15, 2024
2. January 1, 2024 to March 31, 2024 May 15, 2024
3. April 1, 2024 to June 30, 2024 August 15, 2024
4. July 1, 2024 to September 30, 2024 November 15, 2024
5. October 1, 2024 to December 31, 2024 February 15, 2025
6. January 1, 2025 to March 31, 2025 May 15, 2025
7. April 1, 2025 to June 30, 2025 August 15, 2025
8. July 1, 2025 to September 30, 2025 November 15, 2025
9. October 1, 2025 to December 31, 2025 February 15, 2026
10. January 1, 2026 to March 31, 2026 May 15, 2026
11. April 1, 2026 to June 30, 2026 August 15, 2026
12. July 1, 2026 to September 30, 2026 November 15, 2026
13. October 1, 2026 to December 31, 2026 February 15, 2027
Final Invoicing Periods*: Due no later than:
14. January 1, 2027 to March 31, 2027 May 15, 2027
15. April 1, 2027 to June 1, 2027 August 15, 2027
*Note: Project activity period ends December 31, 2026. The period of January 1, 2027, to
June 1, 2027, is for completion of Final Local Evaluation Report and financial audit only.
B. All project expenses must be incurred by the end of the project activity period,
December 31, 2026, and included on the final invoice due February 15, 2027. Project
expenditures incurred after December 31, 2026 will not be reimbursed.
C. The Final Local Evaluation Report is due to BSCC by June 1, 2027. Expenditures incurred
for the completion of the Final Local Evaluation Report during the period of
January 1, 2027, to June 1, 2027, must be submitted during the Final Invoicing Periods,
with the final invoice due on August 15, 2027. Supporting fiscal documentation will be
required for all expenditures claimed on during the Final Invoicing Periods and must be
submitted with the final invoice.
D. The Financial Audit Report is due to BSCC by June 1, 2027. Expenditures incurred for
the completion of the financial audit during the period of January 1, 2027, to June 1, 2027,
must be submitted during the Final Invoicing Periods, with the final invoice due on
August 15, 2027. Supporting fiscal documentation will be required for all expenditures
claimed during the Final Invoicing Periods and must be submitted with the final invoice.
E. Grantee shall submit an invoice to the BSCC each invoicing period, even if grant funds
are not expended or requested during the invoicing period.
F. Upon the BSCC’s request, supporting documentation must be submitted for project
expenditures. Grantees are required to maintain supporting documentation for all
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EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
expenditures on the project site for the life of the grant and make it readily available for
review during BSCC site visits. See Exhibit A. Scope of Work, Item 6. Project Records.
2. GRANT AMOUNT AND LIMITATION
A. In no event shall the BSCC be obligated to pay any amount in excess of the grant award.
Grantee waives any and all claims against the BSCC, and the State of California on
account of project costs that may exceed the sum of the grant award.
B. Under no circumstance will a budget item change be authorized that would cause the
project to exceed the amount of the grant award identified in this Grant Agreement. In no
event shall changes be authorized for the Administrative Salaries and Benefits line item
that would result in that item exceeding ten percent (10%) of the grant award.
3. BUDGET CONTINGENCY CLAUSE
A. This grant agreement is valid through Organized Retail Theft funding generated from the
General Fund. The Grantee agrees that the BSCC’s obligation to pay any sum to the
grantee under any provision of this agreement is contingent upon the availability of
sufficient funding granted through the passage of Senate Bill 154 (Chapter 43, Statutes of
2022), also known as the California Budget Act of 2022. It is mutually agreed that if the
Budget Act of the current year and/or any subsequent years covered under this Grant
Agreement does not appropriate sufficient funds for the program, this Grant Agreement
shall be of no further force and effect. In this event, the BSCC shall have no liability to pay
any funds whatsoever to Grantee or to furnish any other considerations under this
Agreement and Grantee shall not be obligated to perform any provisions of this Grant
Agreement.
B. If Organized Retail Theft funding is reduced or falls below estimates contained within the
Organized Retail Theft Request for Proposals, the BSCC shall have the option to either
cancel this Grant Agreement with no liability occurring to the BSCC or offer an amendment
to this agreement to the Grantee to reflect a reduced amount.
C. If BSCC cancels the agreement pursuant to Paragraph 3(B) or Grantee does not agree to
an amendment in accordance with the option provided by Paragraph 3(B), it is mutually
agreed that the Grant Agreement shall have no further force and effect. In this event, the
BSCC shall have no liability to pay any funds whatsoever to Grantee or to furnish any other
considerations under this Agreement and Grantee shall not be obligated to perform any
provisions of this Grant Agreement except that Grantee shall be required to maintain all
project records required by Paragraph 6 of Exhibit A for a period of three (3) years following
the termination of this agreement.
4. PROJECT COSTS
A. The Grantee agrees to comply with the BSCC Grant Administration Guide requirements
as posted on the BSCC website (currently the BSCC Grant Administration Guide July
2020) including any updated version that may be posted during term of the grant
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EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
agreement. BSCC will notify grantees whenever an updated version is posted. The BSCC
Grant Administration Guide is available at:
https://www.bscc.ca.gov/s_correctionsplanningandprograms/
B. The provisions of the BSCC Grant Administration Guide are incorporated by reference
into this agreement and Grantee shall be responsible for adhering to the requirements
set forth therein. To the extent any of the provisions of the BSCC Grant Administration
Guide and this agreement conflict, the language in this agreement shall prevail.
C. Grantee is responsible for ensuring that statements of expenditures submitted to the
BSCC claim actual expenditures for eligible project costs.
D. Grantee shall, upon demand, remit to the BSCC any grant funds not expended for eligible
project costs or an amount equal to any grant funds expended by the Grantee in violation
of the terms, provisions, conditions or commitments of this Grant Agreement.
E. Grant funds must be used to support new program activities or to augment existing funds
that expand current program activities. Grant funds shall not replace (supplant) any
federal, state and/or local funds that have been appropriated for the same purpose.
Violations can result in recoupment of monies provided under this grantor suspension of
future program funding through BSCC grants.
5. PROMPT PAYMENT CLAUSE
Payment will be made in accordance with, and within the time specified in, Government
Code Chapter 4.5, commencing with Section 927.
6. WITHHOLDING OF GRANT DISBURSEMENTS
A. The BSCC may withhold all or any portion of the grant funds provided by this Grant
Agreement in the event the Grantee has materially and substantially breached the terms
and conditions of this Grant Agreement.
B. At such time as the balance of state funds allocated to the Grantee reaches five percent
(5%), the BSCC may withhold that amount as security, to be released to the Grantee
upon compliance with all grant provisions, including:
1) submittal and approval of the final invoice;
2) submittal and approval of the final progress report; and
C. The BSCC will not reimburse Grantee for costs identified as ineligible for grant funding. If
grant funds have been provided for costs subsequently deemed ineligible, the BSCC may
either withhold an equal amount from future payments to the Grantee or require
repayment of an equal amount to the State by the Grantee.
D. In the event that grant funds are withheld from the Grantee, the BSCC’s Executive
Director or designee shall notify the Grantee of the reasons for withholding and advise
the Grantee of the time within which the Grantee may remedy the failure or violation
leading to the withholding.
7. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS
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EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO)
regarding Economic Sanctions against Russia and Russian entities and individuals.
“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to
Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO
directs state agencies to terminate contracts with, and to refrain from entering any new
contracts with, individuals or entities that are determined to be a target of Economic
Sanctions. Accordingly, should the State determine Contractor is a target of Economic
Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that
shall be grounds for termination of this agreement. The State shall provide Contractor
advance written notice of such termination, allowing Contractor at least 30 calendar days to
provide a written response. Termination shall be at the sole discretion of the State.
8.PROJECT BUDGET
BSCC Budget Line Item A.
Grant Funds
1.Salaries and Benefits $4,732,705
2.Services and Supplies $4,000
3.Professional Services or Public Agency Subcontracts $0
4.Non-Governmental Organization (NGO) Subcontracts $0
5.Data Collection and Evaluation $79,414
6.Equipment/Fixed Assets $329,515
7.Financial Audit (Up to $25,000)$5,885
8.Other (Travel, Training, etc.)$25,293
9.Indirect Costs $0
TOTALS $5,176,812
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EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
1. APPROVAL: This Agreement is of no force or effect until signed by both parties and
approved by the Department of General Services, if required. Contractor may not commence
performance until such approval has been obtained.
2. AMENDMENT: No amendment or variation of the terms of this Agreement shall be valid
unless made in writing, signed by the parties and approved as required. No oral
understanding or Agreement not incorporated in the Agreement is binding on any of the
parties.
3. ASSIGNMENT: This Agreement is not assignable by the Contractor, either in whole or in
part, without the consent of the State in the form of a formal written amendment.
4. AUDIT: Contractor agrees that the awarding department, the Department of General
Services, the Bureau of State Audits, or their designated representative shall have the right
to review and to copy any records and supporting documentation pertaining to the
performance of this Agreement. Contractor agrees to maintain such records for possible audit
for a minimum of three (3) years after final payment, unless a longer period of records
retention is stipulated. Contractor agrees to allow the auditor(s) access to such records
during normal business hours and to allow interviews of any employees who might
reasonably have information related to such records. Further, Contractor agrees to include a
similar right of the State to audit records and interview staff in any subcontract related to
performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq.,
CCR Title 2, Section 1896).
5. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the State,
its officers, agents and employees from any and all claims and losses accruing or resulting
to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or
corporation furnishing or supplying work services, materials, or supplies in connection with
the performance of this Agreement, and from any and all claims and losses accruing or
resulting to any person, firm or corporation who may be injured or damaged by Contractor in
the performance of this Agreement. This obligation shall survive any termination of this
agreement.
6. DISPUTES: Contractor shall continue with the responsibilities under this Agreement during
any dispute.
7. TERMINATION FOR CAUSE: The State may terminate this Agreement and be relieved of
any payments should the Contractor fail to perform the requirements of this Agreement at
the time and in the manner herein provided. In the event of such termination the State may
proceed with the work in any manner deemed proper by the State. All costs to the State shall
be deducted from any sum due the Contractor under this Agreement and the balance, if any,
shall be paid to the Contractor upon demand.
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EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
8. INDEPENDENT CONTRACTOR: Contractor, and the agents and employees of Contractor,
in the performance of this Agreement, shall act in an independent capacity and not as officers
or employees or agents of the State.
9. RECYCLING CERTIFICATION: The Contractor shall certify in writing under penalty of
perjury, the minimum, if not exact, percentage of post-consumer material as defined in the
Public Contract Code Section 12200, in products, materials, goods, or supplies offered or
sold to the State regardless of whether the product meets the requirements of Public Contract
Code Section 12209. With respect to printer or duplication cartridges that comply with the
requirements of Section 12156(e), the certification required by this subdivision shall specify
that the cartridges so comply (Pub. Contract Code §12205).
10. NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor
and its subcontractors shall not deny the contract’s benefits to any person on the basis of
race, religious creed, color, national origin, ancestry, physical disability, mental disability,
medical condition, genetic information, marital status, sex, gender, gender identity, gender
expression, age, sexual orientation, or military and veteran status, nor shall they discriminate
unlawfully against any employee or applicant for employment because of race, religious
creed, color, national origin, ancestry, physical disability, mental disability, medical condition,
genetic information, marital status, sex, gender, gender identity, gender expression, age,
sexual orientation, or military and veteran status. Contractor shall insure that the evaluation
and treatment of employees and applicants for employment are free of such discrimination.
Contractor and subcontractors shall comply with the provisions of the Fair Employment and
Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code
Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title
2 of the Government Code (Gov. Code §§11135-11139.5), and the regulations or standards
adopted by the awarding state agency to implement such article. Contractor shall permit
access by representatives of the Department of Fair Employment and Housing and the
awarding state agency upon reasonable notice at any time during the normal business hours,
but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all
other sources of information and its facilities as said Department or Agency shall require to
ascertain compliance with this clause. Contractor and its subcontractors shall give written
notice of their obligations under this clause to labor organizations with which they have a
collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.)
Contractor shall include the nondiscrimination and compliance provisions of this clause in all
subcontracts to perform work under the Agreement.
11. CERTIFICATION CLAUSES: The CONTRACTOR CERTIFICATION CLAUSES contained
in the document CCC 04/2017 (https://www.dgs.ca.gov/OLS/Resources/Page-
Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language) are
hereby incorporated by reference and made a part of this Agreement by this reference as if
attached hereto.
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BSCC 1164-23
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EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
12. TIMELINESS: Time is of the essence in this Agreement.
13. COMPENSATION: The consideration to be paid Contractor, as provided herein, shall be in
compensation for all of Contractor's expenses incurred in the performance hereof, including
travel, per diem, and taxes, unless otherwise expressly so provided.
14. GOVERNING LAW: This contract is governed by and shall be interpreted in accordance with
the laws of the State of California.
15. ANTITRUST CLAIMS: The Contractor by signing this agreement hereby certifies that if these
services or goods are obtained by means of a competitive bid, the Contractor shall comply
with the requirements of the Government Codes Sections set out below.
A. The Government Code Chapter on Antitrust claims contains the following definitions:
1) "Public purchase" means a purchase by means of competitive bids of goods,
services, or materials by the State or any of its political subdivisions or public agencies
on whose behalf the Attorney General may bring an action pursuant to subdivision (c)
of Section 16750 of the Business and Professions Code.
2) "Public purchasing body" means the State or the subdivision or agency making a
public purchase. Government Code Section 4550.
B. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the
bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to
all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15)
or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of
Division 7 of the Business and Professions Code), arising from purchases of goods,
materials, or services by the bidder for sale to the purchasing body pursuant to the bid.
Such assignment shall be made and become effective at the time the purchasing body
tenders final payment to the bidder. Government Code Section 4552.
C. If an awarding body or public purchasing body receives, either through judgment or
settlement, a monetary recovery for a cause of action assigned under this chapter, the
assignor shall be entitled to receive reimbursement for actual legal costs incurred and
may, upon demand, recover from the public body any portion of the recovery, including
treble damages, attributable to overcharges that were paid by the assignor but were not
paid by the public body as part of the bid price, less the expenses incurred in obtaining
that portion of the recovery. Government Code Section 4553.
D. Upon demand in writing by the assignor, the assignee shall, within one year from such
demand, reassign the cause of action assigned under this part if the assignor has been
or may have been injured by the violation of law for which the cause of action arose and
(a) the assignee has not been injured thereby, or (b) the assignee declines to file a court
action for the cause of action. See Government Code Section 4554.
16. CHILD SUPPORT COMPLIANCE ACT: For any Agreement in excess of $100,000, the
contractor acknowledges in accordance with Public Contract Code 7110, that:
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EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
A. The contractor recognizes the importance of child and family support obligations and shall
fully comply with all applicable state and federal laws relating to child and family support
enforcement, including, but not limited to, disclosure of information and compliance with
earnings assignment orders, as provided in Chapter 8 (commencing with section 5200)
of Part 5 of Division 9 of the Family Code; and
B. The contractor, to the best of its knowledge is fully complying with the earnings
assignment orders of all employees and is providing the names of all new employees to
the New Hire Registry maintained by the California Employment Development
Department.
17. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is
unenforceable or held to be unenforceable, then the parties agree that all other provisions of
this Agreement have force and effect and shall not be affected thereby.
18. PRIORITY HIRING CONSIDERATIONS: If this Contract includes services in excess of
$200,000, the Contractor shall give priority consideration in filling vacancies in positions
funded by the Contract to qualified recipients of aid under Welfare and Institutions Code
Section 11200 in accordance with Pub. Contract Code §10353.
19. SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION REPORTING
REQUIREMENTS:
A. If for this Contract Contractor made a commitment to achieve small business
participation, then Contractor must within 60 days of receiving final payment under this
Contract (or within such other time period as may be specified elsewhere in this Contract)
report to the awarding department the actual percentage of small business participation
that was achieved. (Gov. Code § 14841.)
B. If for this Contract Contractor made a commitment to achieve disabled veteran business
enterprise (DVBE) participation, then Contractor must within 60 days of receiving final
payment under this Contract (or within such other time period as may be specified
elsewhere in this Contract) certify in a report to the awarding department: (1) the total
amount the prime Contractor received under the Contract; (2) the name and address of
the DVBE(s) that participated in the performance of the Contract; (3) the amount each
DVBE received from the prime Contractor; (4) that all payments under the Contract have
been made to the DVBE; and (5) the actual percentage of DVBE participation that was
achieved. A person or entity that knowingly provides false information shall be subject
to a civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt. Code § 14841.)
20. LOSS LEADER: If this contract involves the furnishing of equipment, materials, or supplies
then the following statement is incorporated: It is unlawful for any person engaged in business
within this state to sell or use any article or product as a “loss leader” as defined in Section
17030 of the Business and Professions Code. (PCC 10344(e).)
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Page 1 of 5
EXHIBIT D: SPECIAL TERMS AND CONDITIONS
1. GRANTEE’S GENERAL RESPONSIBILITY
A. Grantee agrees to comply with all terms and conditions of this Grant Agreement. Review
and approval by the BSCC is solely for the purpose of proper administration of grant
funds, and shall not be deemed to relieve or restrict the Grantee’s responsibility.
B. Grantee is responsible for the performance of all project activities identified in Attachment
1: Organized Retail Theft Grant Program Request for Proposals (incorporated by
reference) and Attachment 2: Organized Retail Theft Grant Program Grant Proposal.
C. Grantee shall immediately advise the BSCC of any significant problems or changes that
arise during the course of the project.
2. GRANTEE ASSURANCES AND COMMITMENTS
A. Compliance with Laws and Regulations
This Grant Agreement is governed by and shall be interpreted in accordance with the
laws of the State of California. Grantee shall at all times comply with all applicable State
laws, rules and regulations, and all applicable local ordinances.
B. Fulfillment of Assurances and Declarations
Grantee shall fulfill all assurances, declarations, representations, and statements made
by the Grantee in Attachment 1: Organized Retail Theft Grant Program Request for
Proposals (incorporated by reference) and Attachment 2: Organized Retail Theft Grant
Program Grant Proposal, documents, amendments, approved modifications, and
communications filed in support of its request for grant funds.
C. Permits and Licenses
Grantee agrees to procure all permits and licenses necessary to complete the project,
pay all charges and fees, and give all notices necessary or incidental to the due and lawful
proceeding of the project work.
3. POTENTIAL SUBCONTRACTORS
A. In accordance with the provisions of this Grant Agreement, the Grantee may subcontract
for services needed to implement and/or support program activities. Grantee agrees that
in the event of any inconsistency between this Grant Agreement and Grantee’s
agreement with a subcontractor, the language of this Grant Agreement will prevail.
B. Nothing contained in this Grant Agreement or otherwise, shall create any contractual
relation between the BSCC and any subcontractors, and no subcontract shall relieve the
Grantee of his responsibilities and obligations hereunder. The Grantee agrees to be as
fully responsible to the BSCC for the acts and omissions of its subcontractors and of
persons either directly or indirectly employed by any of them as it is for the acts and
omissions of persons directly employed by the Grantee. The Grantee's obligation to pay
its subcontractors is an independent obligation from the BSCC's obligation to make
payments to the Grantee. As a result, the BSCC shall have no obligation to pay or to
enforce the payment of any moneys to any subcontractor.
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EXHIBIT D: SPECIAL TERMS AND CONDITIONS
C. Grantee shall ensure that all subcontractors comply with the eligibility requirements stated
in the ARG Rehabilitation of Existing Property or Building Project RFP and described in
Appendix B.
D. Grantee assures that for any subcontract awarded by the Grantee, such insurance and
fidelity bonds, as is customary and appropriate, will be obtained.
E. Grantee agrees to place appropriate language in all subcontracts for work on the project
requiring the Grantee’s subcontractors to:
1) Books and Records
Maintain adequate fiscal and project books, records, documents, and other evidence
pertinent to the subcontractor’s work on the project in accordance with generally
accepted accounting principles. Adequate supporting documentation shall be
maintained in such detail so as to permit tracing transactions from the invoices, to the
accounting records, to the supporting documentation. These records shall be
maintained for a minimum of three (3) years after the acceptance of the final grant
project audit under the Grant Agreement, and shall be subject to examination and/or
audit by the BSCC or designees, state government auditors or designees, or by
federal government auditors or designees.
2) Access to Books and Records
Make such books, records, supporting documentations, and other evidence available
to the BSCC or designee, the State Controller’s Office, the Department of General
Services, the Department of Finance, California State Auditor, and their designated
representatives during the course of the project and for a minimum of three (3) years
after acceptance of the final grant project audit. The Subcontractor shall provide
suitable facilities for access, monitoring, inspection, and copying of books and records
related to the grant-funded project.
4. PROJECT ACCESS
Grantee shall ensure that the BSCC, or any authorized representative, will have suitable
access to project activities, sites, staff and documents at all reasonable times during the
grant period including those maintained by subcontractors. Access to program records will
be made available by both the grantee and the subcontractors for a period of three (3)
years following the end of the grant of the project.
5. ACCOUNTING AND AUDIT REQUIREMENTS
A. Grantee agrees that accounting procedures for grant funds received pursuant to this
Grant Agreement shall be in accordance with generally accepted government accounting
principles and practices, and adequate supporting documentation shall be maintained in
such detail as to provide an audit trail. Supporting documentation shall permit the tracing
of transactions from such documents to relevant accounting records, financial reports and
invoices.
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BSCC 1164-23
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EXHIBIT D: SPECIAL TERMS AND CONDITIONS
B. The BSCC reserves the right to call for a program or financial audit at any time between
the execution of this Grant Agreement and three years following the end of the grant
period. At any time, the BSCC may disallow all or part of the cost of the activity or action
determined to not be in compliance with the terms and conditions of this Grant Agreement
or take other remedies legally available.
6. DEBARMENT, FRAUD, THEFT OR EMBEZZLEMENT
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent,
criminal, or other improper use. As such, the Board will not enter into contracts or provide
reimbursement to grantees that have been:
1. debarred by any federal, state, or local government entities during the period of
debarment; or
2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant
funds for a period of three years following conviction.
Furthermore, the BSCC requires grant recipients to provide an assurance that there has been
no applicable debarment, disqualification, suspension, or removal from a federal, state or
local grant program on the part of the grantee at the time of application and that the grantee
will immediately notify the BSCC should such debarment or conviction occur during the term
of the Grant contract.
BSCC also requires that all grant recipients include, as a condition of award to a subgrantee
or subcontractor, a requirement that the subgrantee or subcontractor will provide the same
assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or
subcontractor that has been debarred or convicted, the grant recipient must submit a written
request for exception to the BSCC along with supporting documentation.
All Grantees must have on file with the BSCC a completed and signed Certification of
Compliance with BSCC Policies on Debarment, Fraud, Theft and Embezzlement (Required
as Appendix E of the original Proposal Package).
7. MODIFICATIONS
No change or modification in the project will be permitted without prior written approval from
the BSCC. Changes may include modification to project scope, changes to performance
measures, compliance with collection of data elements, and other significant changes in the
budget or program components contained in the Attachment 1: Organized Retail Theft Grant
Program Request for Proposals and Attachment 2: Organized Retail Theft Grant Program
Grant Proposal. Changes shall not be implemented by the project until authorized by the
BSCC.
8. TERMINATION
A. This Grant Agreement may be terminated by the BSCC at any time after grant award and
prior to completion of project upon action or inaction by the Grantee that constitutes a
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BSCC 1164-23
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EXHIBIT D: SPECIAL TERMS AND CONDITIONS
material and substantial breach of this Grant Agreement. Such action or inaction includes
but is not limited to:
1) substantial alteration of the scope of the grant project without prior written approval of
the BSCC;
2) refusal or inability to complete the grant project in a manner consistent with
Attachment 1: Organized Retail Theft Grant Program Request for Proposals and
Attachment 2: Organized Retail Theft Grant Program Grant Proposal, or approved
modifications;
3) failure to meet prescribed assurances, commitments, recording, accounting, auditing,
and reporting requirements of the Grant Agreement.
B. Prior to terminating the Grant Agreement under this provision, the BSCC shall provide the
Grantee at least 30 calendar days written notice stating the reasons for termination and
effective date thereof. The Grantee may appeal the termination decision in accordance
with the instructions listed in Exhibit D: Special Terms and Conditions, Number 9.
Settlement of Disputes.
9. SETTLEMENT OF DISPUTES
A. The parties shall deal in good faith and attempt to resolve potential disputes informally. If
the dispute persists, the Grantee shall submit to the BSCC Corrections Planning and
Grant Programs Division Deputy Director a written demand for a final decision regarding
the disposition of any dispute between the parties arising under, related to, or involving
this Grant Agreement. Grantee’s written demand shall be fully supported by factual
information. The BSCC Corrections Planning and Grant Programs Division Deputy
Director shall have 30 days after receipt of Grantee’s written demand invoking this Section
“Disputes” to render a written decision. If a written decision is not rendered within 30 days
after receipt of the Grantee’s demand, it shall be deemed a decision adverse to the
Grantee’s contention. If the Grantee is not satisfied with the decision of the BSCC
Corrections Planning and Grant Programs Division Deputy Director, the Grantee may
appeal the decision, in writing, within 15 days of its issuance (or the expiration of the 30-
day period in the event no decision is rendered), to the BSCC Executive Director, who
shall have 45 days to render a final decision. If the Grantee does not appeal the decision
of the BSCC Corrections Planning and Grant Programs Division Deputy Director, the
decision shall be conclusive and binding regarding the dispute and the Contractor shall
be barred from commencing an action in court, or with the Victims Compensation
Government Claims Board, for failure to exhaust Grantee’s administrative remedies.
B. Pending the final resolution of any dispute arising under, related to or involving this Grant
Agreement, Grantee agrees to diligently proceed with the performance of this Grant
Agreement, including the providing of services in accordance with the Grant Agreement.
Grantee’s failure to diligently proceed in accordance with the State’s instructions
regarding this Grant Agreement shall be considered a material breach of this Grant
Agreement.
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EXHIBIT D: SPECIAL TERMS AND CONDITIONS
C. Any final decision of the State shall be expressly identified as such, shall be in writing,
and shall be signed by the Executive Director, if an appeal was made. If the Executive
Director fails to render a final decision within 45 days after receipt of the Grantee’s appeal
for a final decision, it shall be deemed a final decision adverse to the Grantee’s
contentions. The State’s final decision shall be conclusive and binding regarding the
dispute unless the Grantee commences an action in a court of competent jurisdiction to
contest such decision within 90 days following the date of the final decision or one (1)
year following the accrual of the cause of action, whichever is later.
D. The dates of decision and appeal in this section may be modified by mutual consent, as
applicable, excepting the time to commence an action in a court of competent jurisdiction.
10. UNION ACTIVITIES
For all agreements, except fixed price contracts of $50,000 or less, the Grantee
acknowledges that applicability of Government Code §§16654 through 16649 to this Grant
Agreement and agrees to the following:
A. No State funds received under the Grant Agreement will be used to assist, promote or
deter union organizing.
B. Grantee will not, for any business conducted under the Grant Agreement, use any State
property to hold meetings with employees or supervisors, if the purpose of such meetings
is to assist, promote or deter union organizing, unless the State property is equally
available to the general public for holding meetings.
C. If Grantee incurs costs or makes expenditures to assist, promote or deter union
organizing, Grantee will maintain records sufficient to show that no reimbursement from
State funds has been sought for these costs, and that Grantee shall provide those records
to the Attorney General upon request.
11. WAIVER
The parties hereto may waive any of their rights under this Grant Agreement unless such
waiver is contrary to law, provided that any such waiver shall be in writing and signed by the
party making such waiver.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
BSCC Powered by Submittable
Title City of Palo Alto
by Eric Bulatao in Organized Retail Theft
Prevention Grant Program
eric.bulatao@cityofpaloalto.org
07/06/2023
id. 41327182
Original Submission 07/06/2023
The Organized Retail Theft (ORT) Prevention Grant Program
Application is divided into five (5) sections as identified below:
Background Information Contact Information Program Information
Proposal Narrative and Budget Mandatory Attachments Each section
has a series of questions requiring a response. Applicants will be
prompted to provide written text, select options from a drop down
menu, select options from a multiple choice menu, or upload
attachments. Questions with a red asterisk require responses.
Applicants will not be able to submit the application until all questions
with a red asterisk have been completed. Applicants may reference
the ORT Prevention Grant Program Proposal Instruction Packet for
background information, key dates, rating factors, and other
important information to aid in the completion of the ORT Prevention
Grant Program Application. The ORT Prevention Grant Proposal
Instruction Packet is available on the Board of State and Community
Corrections (BSCC) website. NOTE: Applicants may start and stop
their application but must select "Save Draft" at the bottom of the
application before existing.
SECTION I -
BACKGROUND
INFORMATION
This section requests information about the applicant’s name,
location, mailing address, and tax identification number.
Name of Applicant
(i.e., Police
Department, Sheriff’s
Department, or
Probation
Department)
Eric Bulatao
Multi-Agency
Partnerships
Information (if
applicable)
Applicants may apply for funding as part of a multi-agency
partnership (two [2] or more agencies). The agencies and
jurisdictions comprising the collaborative application are not required
to be contiguous. One (1) Lead Public Agency must be identified on
behalf of the partnership.
Multi-Agency
Partnerships
No: This is not a Multi-Agency Partnership Application
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Lead Public Agency
Information
All applicants are required to designate a Lead Public Agency (LPA)
to serv e as the coordinator for all grant activ ities. The LPA is a
gov ernmental agency with local authority within the applicant's city or
county. The applicant may choose to fill the role of LPA itself or it
may designate a department, agency, or office under its jurisdiction
to serv e as the LPA. The role of the LPA is to coordinate with other
local gov ernment agency partners and non-gov ernmental
organizations to ensure successful implementation of the grant
program. The LPA is responsible for data collection and
management, inv oices, meeting coordination (v irtual and/or in-
person), and will serv e as the primary point of contact with the BSCC.
Lead Public Agency Palo Alto Police Department
Applicant's Physical
Address
275 Forest Av e
Palo Alto
CA
94301
US
Applicant's Mailing
Address (if different
than the physical
address)
275 Forest Av e
Palo Alto
CA
94301
US
Mailing Address for
Payment
275 Forest Av e
Palo Alto
CA
94301
US
Tax Identification
Number
946000389
SECTION II -
CONTACT
INFORMATION
This section requests contact information for the indiv iduals
identified as the Project Director, Financial Officer, Day-to-Day Project
Contact, Day-to-Day Fiscal Contact, and the Authorized Signature.
Project Director Eric
Bulatao
Project Director's
Title with
Agency/Department/Organization
Field Serv ices Superv isor
Project Director's
Physical Address
275 Forest Av e
Palo Alto
CA
94301
US
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Project Director's
Email Address
eric.bulatao@cityofpaloalto.org
Project Director's
Phone Number
+16503292140
Financial Officer Eric
Jensen
Financial Officer's
Title with
Agency/Department/Organization
Management Analyst
Financial Officer's
Physical Address
275 Forest Av e
Palo Alto
CA
94301
US
Financial Officer's
Email Address
eric.jensen@cityofpaloalto.org
Financial Officer's
Phone Number
+16503292346
Day-To-Day Program
Contact
Dav id
Lee
Day-To-Day Program
Contact's Title
Inv estigation Superv isor
Day-To-Day Program
Contact's Physical
Address
275 Forest Av e
Palo Alto
CA
94301
US
Day-To-Day Program
Contact's Email
Address
dav id.lee@cityofpaloalto.org
Day-To-Day Program
Contact's Phone
Number
+16503292140
Day-To-Day Fiscal
Contact
Ruth
Carias Aguilar
Day-To-Day Fiscal
Contact's Title
Admin Associate
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Day-To-Day Fiscal
Contact's Physical
Address
275 Forest Av e
Palo Alto
CA
94301
US
Day-To-Day Fiscal
Contact's Email
Address
Ruth.CariasAguilar@CityofPaloAlto.org
Day-To-Day Fiscal
Contact's Phone
Number
+16503292597
Name of Authorized
Officer
Andrew
Binder
Authorized Officer's
Title
Chief of Police
Authorized Officer's
Physical Address
275 Forest Av e
Palo Alto
CA
94301
US
Authorized Officer's
Email Address
andrew.binder@CityofPaloAlto.org
Authorized Officer's
Phone Number
+16503292449
Authorized Officer
Assurances
checked
SECTION III -
PROGRAM
INFORAMTION
This section requests a Project Title, Proposal Summary description,
Program Purpose Area(s) selection, and Scope Funding Category
selection.
Project Title Palo Alto Organized Retail Theft and Motor Vehicle Recov ery Project
Proposal Summary The proposed project “Palo Alto Organized Retail Theft and Motor
Vehicle Recov ery Project” will utilize data driv en and field tested
strategies to deter organized retail and v ehicle theft, and also arrest
those responsible. The project focuses on two primary components,
targeted ORT operations, and technology modernization. The City of
Palo Alto is requesting staffing costs for 10 hours a day of targeted
ORT operations at key “hot-spot” locations and the installation of
Starchase technology on 25 Palo Alto Police Department Patrol
Vehicles, as well as minor computer equipment, software and
operational costs.
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PROGRAM
PURPOSE AREAS
Applicants must propose activ ities, strategies, or programs that
address the Program Purpose Areas (PPAs) as defined on pages 5 -
8 in the ORT Prev ention Grant Proposal Instruction Packet. A
minimum of one (1) PPA must be selected; applicants are not
required to address all three (3) PPAs. All proposed activ ities,
strategies, or programs must hav e a link to the ORT Prev ention
Grant Program as described in the authorizing legislation and the
ORT Prev ention Grant Proposal Instruction Packet.
Program Purpose
Areas (PPAs):
PPA 1: Organized Retail Theft
PPA 2: Motor Vehicle or Motor Vehicle Accessory Theft
Funding Category
Information
Applicants may apply for funding in a Medium Scope OR Large Scope
Category. The maximum an applicant may apply for is up to
$6,125,000 in the Medium Scope category OR up to $15,650,000 in
the Large Scope category. Applicants may apply for any dollar
amount up to and including the maximum grant amount identified in
each category. Multi-agency partnerships (determined as Medium
Scope OR Large Scope) may apply for up to the maximum grant
award in that category, multiplied by the number of partnering eligible
applicants. For Example: Four (4) eligible applicants in the Medium
Scope category may submit one (1) application for up to $24,500,000
o $6,125,000 (Medium Scope Max) x 4 (# of Agencies) = $24,500,000
Two (2) eligible applicants in the Large Scope category may submit
one (1) application for up to $31,300,000 o $15,650,000 (Large Scope
Max x 2 (# of Agencies) = $31,300,000 Please reference pages 10-12
in the ORT Prev ention Grant Proposal Instruction Packet for
additional information.
Funding Category Medium Scope (Up to $6,125,000)
SECTION IV -
PROPOSAL
NARRATIVE AND
BUDGET
This section requests responses to the Rating Factors identified in
the the ORT Prev ention Grant Program Application Instruction
Packet.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Proposal Narrative
Instructions
The Proposal Narrativ e must address the Project Need, Project
Description, Project Organizational Capacity and Coordination, and
Project Ev aluation and Monitoring Rating Factors as described in the
ORT Prev ention Grant Instruction Packet (refer to pages 20-24). A
separate narrativ e response is required for each Rating Factor as
described below: The Project Need narrativ e may not may not exceed
6,711 total characters (includes punctuation, numbers, spacing and
any text). In Microsoft W ord, this is approximately three (3) pages in
Arial 12-point font with one-inch margins on all four (4) sides and at
1.5-line spacing. The Project Description narrativ e may not may not
exceed 11,185 total characters (includes punctuation, numbers,
spacing and any text). In Microsoft W ord, this is approximately fiv e
(5) pages in Arial 12-point font with one-inch margins on all four (4)
sides and at 1.5-line spacing. The Project Organizational Capacity
and Coordination narrativ e may not may not exceed 4,474 total
characters (includes punctuation, numbers, spacing and any text). In
Microsoft W ord, this is approximately two (2) pages in Arial 12-point
font with one-inch margins on all four (4) sides and at 1.5-line
spacing. The Project Ev aluation and Monitoring narrativ e may not
may not exceed 4,474 total characters (includes punctuation,
numbers, spacing and any text). In Microsoft W ord, this is
approximately two (2) pages in Arial 12-point font with one-inch
margins on all four (4) sides and at 1.5-line spacing. A character
counter is automatically enabled that shows the number of
characters used and the remaining number of characters before the
limit for each response is met. If the character limit is exceeded, a red
prompt will appear with the message "You hav e exceeded the
character limit". Applicants will be prohibited from submitting the
ORT Prev ention Grant Program Application until they comply with the
character limit requirements. NOTE: It is up to the applicant to
determine how to use the total word limit in addressing each section,
howev er as a guide, the percent of total point v alue for each section
is prov ided in the ORT Prev ention Grant Proposal Instruction Packet
(refer to page 15).
Project Need The City of Palo Alto is located on the Peninsula in Santa Clara
County and is bisected by Highway 101, Interstate 280 and El Camino
Real (CA State Route 82). W ith its close proximity to multiple major
highways and abundance of retail opportunities, the City of Palo Alto
has been a prime target for organized retail crime and theft of
v ehicles and v ehicle parts. The below numbers reflect the v alue of
property loss ov er the course of the past fiv e years. These losses
are directly from cases originating from the Stanford Shopping
Center (SSC) and the Palo Alto downtown corridor. The source of this
information is based on reported loss to Palo Alto Police Department
(PAPD) that is extrapolated from the police department’s case
management system.
• Stolen property loss 2018 - $886,419
• Stolen property loss 2019 - $1,305,483
• Stolen property loss 2020 - $851.246
• Stolen property loss 2021 - $1,143,656.46
• Stolen property loss 2022 - $1,532,330.99
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
• Av erage Yearly Total = $1,143,827.09
The av erage yearly total of organized retail theft is $1,143,827 dollars,
which has a massiv e impact in a city with a population of roughly
67,000. The data shows that organized retail theft continues to rise
year on year, with the exception of 2020 during the height of the
COVID-19 pandemic, with stolen property loss reaching an all time
high last year of ov er $1.5M. This data only represents reported
losses, many retailers are beginning to stop reporting all losses due
to the cost of reporting and filing paperwork, and the numbers
continue to climb.
The below numbers reflect the calls for serv ice from the downtown
corridor and Stanford Shopping Center (SSC) alone. This information
is sourced directly from the police department’s Computer Aid
Dispatch (CAD) log that records all information reported to police.
These calls for serv ice reflect the heav y activ ity and reports to police
ov er a 5-year span.
• 2018 – 1,680 calls for serv ice
• 2019 – 1,697 calls for serv ice
• 2020 – 1,794 calls for serv ice
• 2021 – 1,570 calls for serv ice
• 2022 – 1,960 calls for serv ice
• Av erage Yearly Total = 1,740
The av erage yearly total calls for serv ice from the two identified “hot-
spot” ORT locations of Downtown Palo Alto and the Stanford
Shopping Center (SSC) total 1,740 calls, or nearly 5 calls for serv ices
related to organized retail theft a day.
From 2019-2021, the Palo Alto Police Department periodically had an
officer assigned to the Stanford Shopping Center and downtown
corridor, for the specific purpose of combatting organized retail
crime. Based on v alues of stolen property extrapolated from the
department’s case management system, in 2018 there was
$886,419.00 loss in property from downtown and SSC. In 2019, there
was $1,305,483.00 loss in stolen property. During most of the months
in 2020, Palo Alto PD had an officer assigned to downtown and SSC
on a more routine basis. The property loss for 2020 was $851,246.00.
The deployment of officers ended in early 2021, and the property loss
was $1,143,656.46. In 2022, the property loss was $1,532,330.99.
Based on the ov erall v alue of property loss ov er the last four years, it
is ev ident there was an increase in the loss of retailers at SSC and
downtown due to organized retail crime. Also noted, that there was a
34% reduction in loss from 2019 to the loss in 2020, when officers
were permanently assigned to downtown and SSC. W ithin a year of
canceling the detail in 2021, there was a 25% increase in loss. The
loss increased again by 25% in 2022, when no assigned officers were
present. This is quantitativ e ev idence that hav ing a dedicated officer
assigned to the SSC and the downtown corridor can decrease ov erall
loss to retailers.
W hile considering inflation and price increases, the calls for serv ice
were examined ov er the 5-year period. The most hours officers were
deployed at the SSC and downtown was for 5 months in 2021. During
that time, there was a 12% decrease in the calls for serv ice/cases at
both locations. Further prov ing the need to hav e officers
permanently deployed at both locations to decrease the reported
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
thefts and calls to police. This shows the effectiv eness of the
proposed project and why the bulk of this grant application requests
funding for staff time to expand upon this data driv en approach.
The Stanford Shopping Center is 1,347,935 square feet and located
at the most northern end of the city. The mall is open air and
accessible by multiple freeways. The site is incredibly hard to monitor
with one officer, and current staffing and calls for serv ice do not
allow for the mall to be monitored on a consistent basis. The mall
consists of high-end stores that no other mall in the region has,
making it a prime target for ORT. It is predicted that with the closure
of other malls in the Bay Area, organized retail crime will increase at
the Stanford Shopping Center.
In a 4-year rev iew of stolen v ehicle inv estigations by PAPD, less than
50% of v ehicles were recov ered. Factors that contribute to the low
recov ery rate include PAPD pursuit policies, that forbid the v ehicular
pursuit of stolen v ehicles, and lack of early detection dev ices that
can identify stolen v ehicles (i.e. Automated License Plate Readers).
In the last year, the Palo Alto Police Department has acquired a patrol
v ehicle equipped with automated license plate readers cameras, the
City of Palo Alto also installed license plate recognition cameras
(ALPRs) at v arious locations in the throughout the City. This
technology has allowed PAPD officers to quickly detect stolen
v ehicles, but there are few tools in place to recov er the stolen v ehicle
while still in the City of Palo Alto’s jurisdiction. This grant project is
requesting funding for StarChase technology to be installed on 25
PAPD patrol v ehicles, which will allow officers to safely locate a
v ehicle and deploy a puck from the patrol v ehicle to the stolen
v ehicle. The puck is equipped with GPS tracking and will continue to
track the stolen v ehicle ev en if it flees, thus allowing officers a safer
way to recov er the v ehicle for the owner, without putting the public at
risk.
There is a significant disparity of stolen v ehicles recov ered by
outside agencies other than Palo Alto PD. The Palo Alto Police
Departments estimates that through the installation of StarChase
technology in 25 v ehicles PAPD can recov er roughly 10% more
stolen v ehicles a year.
Project Description The proposed project “Palo Alto Organized Retail Theft and Motor
Vehicle Recov ery Project” will utilize data driv en and field tested
strategies to deter organized retail and v ehicle theft, and also arrest
those responsible. The project focuses on two primary components,
targeted ORT operations, and technology modernization through
StarChase. The City of Palo Alto is requesting $4,732,705 in staffing
costs for 10 hours a day of targeted ORT operations at key “hot-
spot” locations by teams of 3 sworn officers. The project also
includes a request for $350,693 for the installation of StarChase
technology on 25 Palo Alto Police Department Patrol Vehicles and the
corresponding training and software for the three year grant period.
The proposed project will include quarterly meetings with key PAPD
personnel to rev iew the ongoing implementation and success of the
targeted ORT operations and if necessary make tweaks to the hours
and location of deployment of officers to be reactiv e to current theft
conditions and ensure effectiv eness of the project.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
One of the two “hot-spot” locations that will be the site of targeted
ORT operations is the Stanford Shopping Center (SCC). From 2019-
2021, the Palo Alto Police Department periodically had an officer
assigned to the Stanford Shopping Center and downtown corridor,
for the specific purpose of combatting organized retail crime. Based
on v alues of stolen property extrapolated from the department’s
case management system, in 2018 there was $886,419.00 loss in
property from downtown and SSC. In 2019, there was $1,305,483.00
loss in stolen property. During most of the months in 2020, Palo Alto
PD had an officer assigned to downtown and SSC on a more routine
basis. The property loss for 2020 was $851,246.00. The deployment
of officers ended in early 2021, and the property loss was
$1,143,656.46. In 2022, the property loss was $1,532,330.99. Based
on the ov erall v alue of property loss ov er the last four years, it is
ev ident there was an increase in the loss of retailers at SSC and
downtown due to organized retail crime. Also noted, that there was a
34% reduction in loss from 2019 to the loss in 2020, when officers
were permanently assigned to downtown and SSC. W ithin a year of
canceling the detail in 2021, there was a 25% increase in loss. The
loss increased again by 25% in 2022, when no assigned officers were
present. This is quantitativ e ev idence that hav ing a dedicated officer
assigned to the SSC and the downtown corridor can decrease ov erall
loss to retailers.
W hile considering inflation and price increases, the calls for serv ice
were examined ov er the 5-year period. The most hours officers were
deployed at the SSC and downtown was for 5 months in 2021. During
that time, there was a 12% decrease in the calls for serv ice/cases at
both locations. Further prov ing the need to hav e officers
permanently deployed at both locations to decrease the reported
thefts and calls to police. This shows the effectiv eness of the
proposed project and why the bulk of this grant application requests
funding for staff time to expand upon this data driv en approach.
The SCC is 1,347,935 square feet and located at the most northern
end of the city. The mall is open air and accessible by multiple
freeways. The site is incredibly hard to monitor with one officer, and
current staffing and calls for serv ice do not allow for the mall to be
monitored on a consistent basis. The mall consists of high-end
stores that no other mall in the region has, making it a prime target
for ORT. It is predicted that with the closure of other malls in the Bay
Area, organized retail crime will increase at the Stanford Shopping
Center.
Giv en the data resulting from prev ious PAPD ORT operations, the
utilization of three officers projects that ORT can be reduced at
increments of 15% per year. The project proposes to hav e team of 3
sworn officers rotating between the two “hot-spot” locations for 10
hours a day, for the entire three year grant period and for 60 days of
Nov ember and December 2023. This would total 1,155 days of
targeted ORT operations. Counting three officers for 10 hours a day
for the 1,155 days it would total roughly 34,650 indiv idual hours of
sworn officer time dedicated to ORT operations. During the grant
performance period, officers will be a v isual deterrent in v ehicles and
on foot. They will collaborate with retailers, loss prev ention, and mall
security deterring organized retail crime. They will respond to
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
suspicious activ ity, conduct both uniformed and plain clothes
operations to apprehend suspects of organized retail theft. Officers
assigned to this detail will conduct quarterly meetings that will
consist of the dissemination of intelligence bulletins on retail thiev es
that hav e occurred both locally and regionally. Collaborativ e
meetings will discuss new and ev olv ing tactics that retail thiev es are
doing. Training on this information will allow for retailers to better
identify theft tactics. In 3 years, the collaboration will allow for
retailers and mall security to better act as a deterrent for retail theft
that will continue the decrease in thefts.
In a 4-year rev iew of stolen v ehicle inv estigations by PAPD, less than
50% of v ehicles were recov ered. Factors that contribute to the low
recov ery rate include PAPD pursuit policies, that forbid the v ehicular
pursuit of stolen v ehicles, and lack of early detection dev ices that
can identify stolen v ehicles (i.e. Automated License Plate Readers).
In the last year, the Palo Alto Police Department has acquired a patrol
v ehicle equipped with automated license plate readers cameras, the
City of Palo Alto also installed license plate recognition cameras
(ALPRs) at v arious locations in the throughout the City. This
technology has allowed PAPD officers to quickly detect stolen
v ehicles, but there are few tools in place to recov er the stolen v ehicle
while still in the City of Palo Alto’s jurisdiction. This grant project is
requesting funding for StarChase technology to be installed on 25
PAPD patrol v ehicles, which will allow officers to safely locate a
v ehicle and deploy a puck from the patrol v ehicle to the stolen
v ehicle. The puck is equipped with GPS tracking and will continue to
track the stolen v ehicle ev en if it flees, thus allowing officers a safer
way to recov er the v ehicle for the owner, without putting the public at
risk.
The below numbers reflect motor v ehicle theft inv estigations by Palo
Alto PD. There is a significant disparity of stolen v ehicles recov ered
by outside agencies other than Palo Alto PD. The data cov ers 2018-
2021. The source of this information is based on police reports that
were obtained from the police department’s case management
system.
2018
• Recov ered by PAPD 36
• Recov ered for PAPD 73
Total Stolen Vehicles Recov ered: 109
2019
• Recov ered by PAPD 35
• Recov ered for PAPD 73
Total Stolen Vehicles Recov ered: 108
2020
• Recov ered by PAPD 43
• Recov ered for PAPD 88
Total Stolen Vehicles Recov ered: 131
2021
• Recov ered by PAPD 27
• Recov ered for PAPD 56
Total Stolen Vehicles Recov ered: 83
High-risk v ehicle ev ents such as pursuits are a constant public
safety challenge. StarChase Technology addresses this challenge
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
with prov en tools that reduce risk to life and property. StarChase
technology prov ides law enforcement with the ability to tag, track,
and safely apprehend a suspect without the need to engage in a
deadly high speed pursuit. StarChase law enforcement partners hav e
prov en they gain v aluable time to assess, organize, and effect a safe
arrest while av oiding the need for deadly pursuit. W ith ov er 10,000
tags deployed, liv es sav ed, and millions of dollars in recov ered
assets, our technology is prov ing to be a v aluable tool towards
increased community safety. The Palo Alto Police Departments
estimates that through the installation of StarChase technology in 25
v ehicles PAPD can recov er roughly 10% more stolen v ehicles a year.
The proposed project includes training for all PAPD sworn officers in
driv ing and use of the system to ensure the highest rates of
success.
The proposed project will also include two additional computer work
stations, including monitors and necessary software, to aid in the
implementation of the grant project and required
ev aluation/reporting.
The City of Palo Alto is committed to cov ering any ongoing costs
associated with the StarChase technology beyond the grant
performance period, including by seeking additional grant funding if
necessary. Additionally, after the project ev aluation is complete and
the increased enforcement efforts hav e shown their v alue, the City
will aim to financially support continued operations as needed.
If the grant request for officer ov ertime, StarChase technology and
software is approv ed, it is assured that the City, through the Palo Alto
Police Department, will be able to reduce instances of organized retail
theft and v ehicle recov ery. This will be completed v ia ORT
operations, increased surv eillance, and a known increase in PAPD
presence and enforcement. This will deter and prev ent instances of
organized theft and v ehicle theft from occurring in the first place and
will also allow for a more thorough inv estigation when instances do
occur.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Project
Organizational
Capacity and
Coordination
Both the City of Palo Alto and the Palo Alto Police Department hav e
the capacity to successfully execute this comprehensiv e project.
PAPD has already obtained quotes for the identified equipment, and
will follow the City’s formal bid process to procure the equipment.
Furthermore, all officers inv olv ed in the ov ertime activ ities (additional
retail/v ehicle theft enforcement, undercov er operations,
inv estigation, etc.) hav e experience in this field.
Personnel selected to work the retail / v ehicle theft grant operations
will primarily consist of indiv iduals who are currently detectiv es or
hav e prev ious surv eillance or theft detection experience. These
indiv iduals hav e training in undercov er and mobile surv eillance
tactics. The Department’s current Property Crime Detectiv es hav e
strong relationships with loss prev ention personnel from many of the
retail establishments at the Stanford Shopping Center (SSC) and the
Palo Alto downtown corridor. They work with these retail loss
prev ention officers and store managers on a regular basis to obtain
statements, gather ev idence, and v iew store surv eillance footage.
Detectiv e personnel also work with these retail establishments to
organize security inspections and prov ide recommendations for theft
prev ention. These activ ities will continue but at an increased capacity
if funding from the Organized Retail Theft Prev ention grant program
is receiv ed.
Additionally, personnel working this assignment will be managed by
an Inv estigativ e Lieutenant who has experience with surv eillance
tactics and theft inv estigations. The Palo Alto Police Department’s
Crime Analyst will work in conjunction with this team to prov ide
current statistics and data on retail, v ehicle and v ehicle part thefts
occurring within the city. The Crime Analyst will prov ide timely and
accurate data to help direct resources and identify areas in which
surv eillance equipment should be deployed.
The day-to-day operation will be ov erseen by the Inv estigativ e
Superv isor in conjunction with the on-duty Patrol Superv isor. The
Inv estigativ e Superv isor or designee will disseminate daily updates
on trends, identified suspects/v ehicles, and special requests from
retailers that are organized retail theft related. The Inv estigativ e
Superv isor or designee will handle the intake of information from
retailers and disseminate it accordingly. Ev ery quarter, the
Inv estigativ e Superv isor or designee will rev iew the data and ensure
the cov erage is meeting the needs to be successful.
A department Crime Analyst will export data and prov ide quarterly
reports during the period of the grant. The grant is outside the
normal duties of the crime analyst so ov ertime will hav e to be used.
Each quarter, it takes approximately 4-hours to rev iew all the reports
and associated activ ities related to the grant.
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Project Evaluation
and Monitoring
The Palo Alto Police Department will track specific crime rates for the
target project areas and compare those to crime rates prior to the
implementation of the project. These crime rates will focus on reports
of shoplifting, v ehicle theft, theft of motor v ehicle parts, and robbery.
PAPD already tracks this data and thus will hav e no difficulty in
continuing to do so to ensure that the project is showing success.
The project will utilize data ov er the performance period of the grant
including total stolen property loss and calls for serv ice in the
targeted “hot-spot” areas and compare this data from the
performance period of the grant to prev ious years to measure
programs effectiv eness. It is the intention that with the increased
presence of PAPD officers, calls for serv ice relating to shoplifting or
theft will decrease ov er the grant period. Likewise, PAPD will also
track how many retail theft or motor v ehicle theft inv estigations are
closed during the grant period, and in how many of those inv olv ed
the targeted daily ORT operations or StarChase systems. Ev aluations
will also track the number and type of enforcement and “sting”
operations in comparison to the number of reports of retail and
v ehicle thefts. It is the expectation that an increase in operations or
other law enforcement presence in certain locations will correlate to a
reduction in reported instances of retail theft or motor v ehicle theft in
those same areas.
Project monitoring and ev aluation will also include conv ersations
with retail managers and property owners to ensure that police
operations are not negativ ely impacting retail operations. This
communication will prov ide feedback to the police department on
how efforts can be improv ed, and will keep retailers apprised of the
department’s efforts to deter retail theft.
As prev iously mentioned, the PAPD Crime Analyst will collect and
analyze the latest retail, v ehicle, and v ehicle parts theft in the City.
This real-time analysis will help the Department and the City measure
the success of the project, and make adjustments or piv ot as
needed. This will also ensure the Department and the City can easily
comply with all of the reporting requirements associated with a grant
award.
Budget Instructions Applicants are required to submit a Proposal Budget and Budget
Narrativ e (Budget Attachment). Upon submission the Budget
Attachment will become Section 5: Budget (Budget Tables &
Narrativ e) making up part of the official proposal. The Budget
Attachment must be filled out completely and accurately. Applicants
are solely responsible for the accuracy and completeness of the
information entered in the Proposal Budget and Budget Narrativ e.
The Proposal Budget must cov er the entire grant period. For
additional guidance related to grant budgets, refer to the BSCC Grant
Administration Guide. The Budget Attachment is prov ided as a
stand-alone document on the BSCC website.
Budget Attachment
Palo_Alto_ORT-Grant-Program-Budget-Attachment-Final.xlsx
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SECTION V -
ATTACHMENTS
This section list the attachments that are required at the time of
submission, unless otherwise noted. Project W ork Plan (Appendix B)
- Mandatory Grantee Assurance for Non-Gov ernmental Organizations
(Appendix D) - Mandatory Local Impact Letter(s) (Appendix E) -
Mandatory Letter(s) of Commitment (Appendix F) - If Applicable
Policies Limiting Racial Bias - Refer to page 9 of the Proposal
Instruction Packet - Mandatory Policies on Surv eillance Technology -
Refer to page 9 of the Proposal Instruction Packet - If Applicable
Certification of Compliance with BSCC Policies on Debarment, Fraud,
Theft, and Embezzlement (Appendix G) - Mandatory Gov erning Board
Resolution (Appendix H) - Optional
Project W ork Plan (Appendix B)
Palo_Alto_Project-W ork-Plan-ORT.docx
Grantee Assurance for Non-Governmental Organizations (Appendix D)
03._Grantee-Assurance-for-Non-Gov ernmental-Organizations-ORT_Signed.pdf
Local Impact Letter(s) (Appendix E)
Letter_of_Intent_-_PAPD_Orgainzed_Retail_Grant_Signed.pdf
PAPD_Letter_of_Support.pdf
SSC_Letter_of_Support_PAPD_ORC_Grant.pdf
Letter_of_Support_-_Chamber_of_Commerce.pdf
Letter(s) of
Commitment,
(Appendix F)
n/a
Policies Limiting Racial Bias
PAPD_Bias-Based_Policing.pdf
Policies on Surveillance Technology
PAPD_Public_Safety_Video_Surv eillance_System.pdf
Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft, and Embezzlement
(Appendix G)
08._Certification-of-Compliance-with-BSCC-Policies-on-Debarment_-Fraud_-Theft_-and-
Embezzlement-ORT_PAPD_Signed.pdf
OPTIONAL:
Governing Board
Resolution (Appendix
H)
n/a
OPTIONAL:
Bibliography
n/a
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CONFIDENTIALITY
NOTICE:
All documents submitted as a part of the Organized Retail Theft
Prev ention Grant Program proposal are public documents and may
be subject to a request pursuant to the California Public Records Act.
The BSCC cannot ensure the confidentiality of any information
submitted in or with this proposal. (Gov . Code, § 6250 et seq.)
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Organized Retail Theft Prevention Grant Program
Applicants must complete a Project Work Plan. This Project Work Plan identifies measurable goals and objectives, process
and outcome measures, activities and services, responsible parties for those activities and services, data sources and
estimated timelines. Completed plans should (1) identify the project’s top goals and objectives; (2) identify how the goal(s) will
be achieved in terms of the activities, responsible staff/partners, and start and end dates, process and outcome measures; and
(3) provide goals and objectives with a clear relationship to the need and intent of the grant. As this grant term is for three (3)
years, the Project Work Plan must attempt to identify activities/services and estimate timelines for the entire grant term. A
minimum of one goal and corresponding objectives, process measures, etc. must be identified.
Applicants must use the Project Work Plan provided below. You will be prompted to upload this document to the
BSCC-Submittable Application.
(1) Goal: > Increase Apprehension of Organized Retail or Vehicle Theft Suspects and Vehicles
Objectives (A., B., etc.) A. Enhance the police department's ability to identify suspects and vehicles through the use of StarChase
technology;
B. Utilize targeted organized retail theft and vehicle theft operations at hot-spot locations to deter theft or increase
the likelihood of immediate apprehension of suspects engaged in organized retail theft or vehicle theft;
Process Measures and
Outcome Measures:
Palo Alto PD will be able to measure success of this goal by tracking the number of reported instances of organized retail
or vehicle theft in the City as well as the number of suspects apprehended/cases closed and vehicles recovered and
compare that with data prior to the start of the grant performance period.
Project activities that support the identified goal and objectives: Responsible staff/partners Timeline
Start Date End Date
• Install StarChase to aid officers in the apprehension of
organized retail theft or vehicle theft suspects.
• Conduct daily targeted organized retail theft and vehicle
theft operations.
Palo Alto Police Department
November 1, 2023 December 31, 2026
Appendix B: Project Work Plan
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Organized Retail Theft Prevention Grant Program
List data and sources to be used to measure outcomes: PAPD will track the success rate of closed investigations, total losses from stolen property,
vehicles recovered as well as the number of cases in which evidence or information from operations and StarChase was utilized.
(2) Goal: Reduce Instances of Calls for Service and Reported Organized Retail Theft and Vehicle Theft in the City
Objectives (A., B., etc.) A. Utilize targeted organized retail theft and vehicle theft operations at hot-spot locations to deter theft or increase
the likelihood of immediate apprehension of suspects engaged in organized retail theft or vehicle theft;
B. Work with the City of Palo Alto and other potential partners to engage in a public information campaign to publicize
the grant award and subsequent law enforcement activities aimed at reducing instances of reported organized
retail theft and vehicle theft in Palo Alto;
Process Measures and
Outcome Measures:
Palo Alto PD will be able to measure success of this goal by tracking the number of calls for service regarding instances
of organized retail or vehicle theft in the City and compare that with data prior to the start of the grant performance period.
Project activities that support the identified goal and objectives: Responsible staff/partners Timeline
Start Date End Date
• Conduct daily targeted organized retail theft and vehicle
theft operations.
• Issue press releases, work with local media outlets and
utilize social media to engage in a public information
campaign to publicize the grant award and subsequent law
enforcement activities aimed at reducing instances of
reported organized retail theft and vehicle theft in Palo Alto.
Palo Alto Police Department
November 1, 2023 December 31, 2026
List data and sources to be used to measure outcomes: PAPD will track the number of calls for service for suspected and actual retail and motor
vehicle theft to ensure that the number of calls is decreasing and the project is successful. PAPD will also monitor social media and other outlets
that suspects use for planning and communication regarding ORT to see if the public information campaign is having an impact on potential theft.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Total
$4,732,705.00
$4,000.00
$0.00
$0.00
$79,414.00
$329,515.00
$5,885.00
$25,293.00
$0.00
$5,176,812.00
Total
$4,732,705.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$4,732,705.00
Total
$2,600.00
$1,200.00
$200.00
$0.00
$0.00
$0.00
$0.00
$0.00
$4,000.00
TOTAL
1b. Salaries & Benefits Narrative:
o TOP STEP OFFICER OT = $124.95
o TOP STEP AGENT OT = $134.98
o TOP STEP SERGEANT OT = $143.79
o NIGHT DIFFERENTIAL 5% 6PM – 8AM
o AVERAGE OT(Ofc/Agt/Sgt) = $134.57 X 7 hours Day = $941.99*
134.57 x 5% (night differential) =141.29 x 3 hours Night = $423.87
423.87 (night pay OT) + 941.99 (day pay OT) = $1365.86
*Effective July 2024 with pay raise.
o $1,365.86 X 3 Officers = $4,097.58 (Daily costs)
o 1,155 (Days of service for 3-year period) x 4,097.58 = $4,732,704.90 = COST FOR STAFFING 3 OFFICERS ON OT FOR 10 HOURS A DAY PER OFFICER, FOR 3 YEARS (24’,25’,26’) AND 60 DAYS
Computer Workstation
Computer Monitor
1. Salaries & Benefits
4. Non-Governmental Organization (NGO) Subcontracts
6. Equipment/Fixed Assets
7. Financial Audit (Up to $25,000)
8. Other (Travel, Training, etc.)
1a. Salaries & Benefits
Description of Salaries & Benefits (% FTE or Hourly Rate) & Benefits
3 Officers for Targeted ORT Operations Included in Salary & Benefit Narrative Below
2. Services and Supplies
3. Professional Services or Public Agencies
5. Data Collection and Evaluation
9. Indirect Costs
Organized Retail Theft Prevention Grant Program - Project Budget and Budget Narrative
44-Month Budget: October 1, 2023 to June 1, 2027
City of Palo Alto Police Department
2a. Services and Supplies
Name of Applicant:
(i.e., County Sheriff's Office, County Probation Department, or City Police Department)
Office Supplies Printer Ink, Paper, Etc.
Budget Line Item
Note: Rows 7-16 will auto-populate based on the information entered in the budget line items (Salaries and Benefits, Services and Supplies, etc.)
Office Supplies
TOTAL
Description of Services or Supplies Calculation for Expenditure
$1,300 Workstation x 2
Set up substation with capabilities to access case management system, write reports, and research information. The location is already set, but no computers are in place. By allowing the two
workstations, officers assigned to this detail can remain in the field while conducting computer searches for investigative follow up. The Technical Services Division Director in conjunction with I.T.
estimated the cost for two computer workstations below:
Workstation: $2,600 ($1,300 each)
Monitor: $1200 ($300 each)
TOTAL
$300 Computer Monitor x 4
2b. Services and Supplies Narrative:
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Description of Professional Service(s)Total
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
3b. Professional Services Narrative
Total
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total
$4,414.00
$75,000.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$79,414.00
Description of Equipment/Fixed Assets Total
5b. Data Collection and Evaluation Narrative
A PAPD department Crime Analyst will export data and provide quarterly reports during the period of the grant. The grant is outside the normal duties of the crime analyst so overtime will have to be used.
Each quarter, it takes approximately 4-hours to review all the reports and associated activities related to the grant. As required by the grant guidelines $75,000 has been set aside for the development of
an evaluation plan due by April 2024. In the event that not all $75,000 is required to develop this plan, PAPD will either return funding or increase the scope of the grant through additional staff time for
operations.
4a. Non-Governmental Organization (NGO) Subcontracts
Calculation for Expense
N/A
TOTALS
Crime Analyst Quarterly Reporting $367.84 (4 hours of OT) per quarter x 12 (3 years of reports) = $4,414.08
Development of Evaluation Plan and Reporting One Time Required $75,000 Set Aside
5a. Data Collection and Evaluation
Calculation for Expense
TOTALS
4b. Non-Governmental Organization (NGO) Subcontracts Narrative
N/A
Description of Non-Governmental Organization
(NGO) Subcontracts
Description of Data Collection and Evaluation
3a. Professional Services
TOTAL
N/A
N/A
6a. Equipment/Fixed Assets
Calculation for Expense
Calculation for Expenditure
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
$329,515.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$329,515.00
Total
$5,885.00
$0.00
$0.00
$0.00
$0.00
$0.00
$5,885.00
Total
$15,293.00
$10,000.00
$0.00
$0.00
$0.00
$0.00
$25,293.00
TOTAL
7b. Financial Audit) Narrative:
The City of Palo contracts with internal financial auditors that will review all use of funds during the grant program. PAPD will make available all documentation/receipts/invoices to the auditor(s). An
agreement with this office of is already used/retained by the City of Palo Alto.
9a. Indirect Costs
8b. Other (Travel, Training, etc.) Narrative:
TRAINING
3 Driving Instructors at 10 hours Overtime = $4097.58
THREE 10-hours sessions to train the entire department = $12,292.74
Equipment / Room rentals = $3000
• TOTAL $15,292.74
TOTAL
7a.Financial Audit
Description Calculation for Expense
Financial Audit Financial Audit Cost
Quarterly Internal Training Costs for Room Rentals, Projectors, Flyers, Food, Unforseen Equipment Costs for Three Years
8a.Other (Travel, Training, etc.)
Description Calculation for Expense
Starchase Training 3 Driving Instructors at 10 hours Overtime = $4097.58, THREE 10-hours sessions to train the entire
department = $12,292.74, Room rentals = $3000
Starchase Equipment
TOTALS
6b. Equipment/Fixed Assets Narrative
High-risk vehicle events such as pursuits are a constant public safety challenge. StarChase Technology addresses this challenge with proven tools that reduce risk to life and property. Our technology
provides law enforcement with the ability to tag, track, and safely apprehend a suspect without the need to engage in a deadly high speed pursuit.
StarChase law enforcement partners have proven they gain valuable time to assess, organize, and effect a safe arrest while avoiding the need for deadly pursuit. With over 10,000 tags deployed, lives
saved, and millions of dollars in recovered assets, our technology is proving to be a valuable tool towards increased community safety.
Starchase Equipment, 3-year warranty, taxes, installation - $13,180.60 per vehicle x 25 vehicles
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Grant Funds Total
$0 $0
$0
$0 $0
$0
TOTAL $0 $0
9b. Indirect Costs Narrative:
Enter narrative here. You may expand cell height if needed. If using a federally approved indirect cost rate, please include the rate in the narrative.
Please see instructions tab for additional information regarding Indirect Costs. If the amount
exceeds the maximum allowed and/or turns red , please adjust it to not exceed the line-item
noted.
For this grant program, indirect costs may be charged using only one of the two options below:
1) Indirect costs not to exceed 10 percent (10%) of the total grant award. Applicable if the organization does not have a
federally approved indirect cost rate.
If using Option 1) grant funds allocated to Indirect Costs may not exceed:
2) Indirect costs not to exceed 20 percent (20%) of the total grant award. Applicable if the organization has a federally approved
indirect cost rate. Amount claimed may not exceed the organization's federally approved indirect cost rate.
If using Option 2) grant funds allocated to Indirect Costs may not exceed:
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
PALO ALTO POLICE DEPARTMENT
275 Forest Avenue
Palo Alto, CA 94301
650.329.2406
CITY OF PALO ALTO | 250 HAMILTON AVENUE, PALO ALTO, CA. 94301 | 650-329-2100
June 29, 2023
Board of State and Community Corrections (BSCC)
Organized Retail Theft Prevention Program
2590 Venture Oaks Way, Suite 200
Sacramento, CA 95833
Re: City of Palo Alto Organized Retail Theft (ORT) Prevention Grant: Letter of Intent
To Whom It May Concern,
I am writing on behalf of the City of Palo Alto and Palo Alto Police Department regarding the City of Palo
Alto’s Organized Retail Theft (ORT) Prevention grant application to help eliminate organized retail theft
and motor vehicle theft to protect our community members and businesses.
If funded, the project would mitigate these issues by:
• Installation of new video surveillance technology and software
• Installation of Starchase technology and equipment
• Increased staff time for retail and auto theft operations
As the Lead Public Agency for this application, we have determined that the proposed project will not
impact any other agency. The project will take place entirely on public property within the Lead Public
Agency’s jurisdiction.
Sincerely,
Eric Bulatao
Sergeant – Field Services Division
Palo Alto Police Department
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
June 27, 2023
Board of State and Community Corrections (BSCC)
Organized Retail Theft Prevention Program
2590 Venture Oaks Way, Suite 200
Sacramento, CA 95833
Re: City of Palo Alto Organized Retail Theft Prevention Grant: Letter of Support
To Whom It May Concern,
I am writing on behalf of the Palo Alto Chamber of Commerce in support of the City of Palo Alto’s
Organized Retail Theft Prevention grant application to help eliminate organized retail theft and
motor vehicle theft to protect our community members and businesses.
The City of Palo Alto and surrounding areas have experienced an uptick in organized retail theft
over the past several years, and auto theft remains an ongoing challenge. In order to increase
the Palo Alto Police Department’s (PAPD) ability to meet these challenges, we strongly support
their grant application for necessary equipment to provide real-time information to their officers,
as well as funding for expanded retail and auto theft operations. These resources will bolster
PAPD’s ability to respond to instances of organized retail theft and motor vehicle theft and to
coordinate with surrounding jurisdictions for the betterment of the overall region.
If funded, the project would mitigate these issues by:
• Installation of Starchase technology and equipment in PAPD vehicles
• Increased staff time for retail and auto theft operations
We look forward to the opportunity that this grant award would provide to protect our community
members and businesses.
Sincerely,
Charlie Weidanz
President / CEO
Palo Alto Chamber of Commerce
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
June 28, 2023
Board of State and Community Corrections (BSCC)
Organized Retail Theft Prevention Program
2590 Venture Oaks Way, Suite 200
Sacramento, CA 95833
Re: City of Palo Alto Organized Retail Theft Prevention Grant: Letter of Support
To Whom It May Concern,
I am writing on behalf of Stanford Shopping Center in support of the City of Palo Alto’s Organized
Retail Theft Prevention grant application to help eliminate organized retail theft and motor vehicle
theft to protect our community members and businesses.
The City of Palo Alto and surrounding areas have experienced an uptick in organized retail theft
over the past several years, and auto theft remains an ongoing challenge. In order to increase
the Palo Alto Police Department’s (PAPD) ability to meet these challenges, we strongly support
their grant application for necessary equipment to provide real-time information to their officers,
as well as funding for expanded retail and auto theft operations. These resources will bolster
PAPD’s ability to respond to instances of organized retail theft and motor vehicle theft and to
coordinate with surrounding jurisdictions for the betterment of the overall region.
If funded, the project would mitigate these issues by:
• Installation of Starchase technology and equipment in PAPD vehicles
• Increased staff time for retail and auto theft operations
We look forward to the opportunity that this grant award would provide to protect our community
members and businesses.
Sincerely,
Angie Pyszczynski
General Manager
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Policy
402
Palo Alto Police Department
Policy Manual
Copyright Lexipol, LLC 2023/06/15, All Rights Reserved.
Published with permission by Palo Alto Police Department
Bias-Based Policing - 1
Bias-Based Policing
402.1 PURPOSE AND SCOPE
This policy provides guidance to [department/office] members that affirms the Palo Alto Police
Department's commitment to policing that is fair and objective.
Nothing in this policy prohibits the use of specified characteristics in law enforcement activities
designed to strengthen the [department/office]'s relationship with its diverse communities
(e.g., cultural and ethnicity awareness training, youth programs, community group outreach,
partnerships).
402.1.1 DEFINITIONS
Definitions related to this policy include:
Bias-based policing - An inappropriate reliance on actual or perceived characteristics
such as race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or
expression, economic status, age, cultural group, disability, or affiliation with any non-criminal
group (protected characteristics) as the basis for providing differing law enforcement service or
enforcement (Penal Code § 13519.4).
402.2 POLICY
The Palo Alto Police Department is committed to providing law enforcement services to the
community with due regard for the racial, cultural or other differences of those served. It is the
policy of this [department/office] to provide law enforcement services and to enforce the law
equally, fairly, objectively and without discrimination toward any individual or group.
402.3 BIAS-BASED POLICING PROHIBITED
Bias-based policing is strictly prohibited.
However, nothing in this policy is intended to prohibit an officer from considering protected
characteristics in combination with credible, timely and distinct information connecting a person or
people of a specific characteristic to a specific unlawful incident, or to specific unlawful incidents,
specific criminal patterns or specific schemes.
402.3.1 CALIFORNIA RELIGIOUS FREEDOM ACT
Members shall not collect information from a person based on religious belief, practice, affiliation,
national origin or ethnicity unless permitted under state or federal law (Government Code §
8310.3).
Members shall not assist federal government authorities (Government Code § 8310.3):
(a)In compiling personal information about a person’s religious belief, practice, affiliation,
national origin or ethnicity.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Palo Alto Police Department
Policy Manual
Bias-Based Policing
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Published with permission by Palo Alto Police Department
Bias-Based Policing - 2
(b)By investigating, enforcing or assisting with the investigation or enforcement of any
requirement that a person register with the federal government based on religious
belief, practice, or affiliation, or national origin or ethnicity.
402.4 MEMBER RESPONSIBILITIES
Every member of this [department/office] shall perform his/her duties in a fair and objective manner
and is responsible for promptly reporting any suspected or known instances of bias-based policing
to a supervisor. Members should, when reasonable to do so, intervene to prevent any biased-
based actions by another member.
402.4.1 REASON FOR CONTACT
Officers contacting a person shall be prepared to articulate sufficient reason for the
contact, independent of the protected characteristics of the individual.
To the extent that written documentation would otherwise be completed (e.g., arrest report, field
interview (FI) card), the involved officer should include those facts giving rise to the contact, as
applicable.
Except for required data-collection forms or methods, nothing in this policy shall require any officer
to document a contact that would not otherwise require reporting.
402.5 SUPERVISOR RESPONSIBILITIES
Supervisors should monitor those individuals under their command for compliance with this policy
and shall handle any alleged or observed violations in accordance with the Personnel Complaints
Policy.
(a)Supervisors should discuss any issues with the involved officer and his/her supervisor
in a timely manner.
1.Supervisors should document these discussions, in the prescribed manner.
(b)Supervisors should refer to Policy 446, Field-Based Video Policy, for the conditions of
reviewing associated body-worn camera and MAV video for biased-based complaint
allegations.
(c)Supervisors shall initiate investigations of any actual or alleged violations of this policy.
(d)Supervisors should take prompt and reasonable steps to address any retaliatory
action taken against any member of this [department/office] who discloses information
concerning bias-based policing.
402.6 TRAINING
Training on fair and objective policing and review of this policy should be conducted as directed
by the Personnel and Training Unit.
(a)All sworn members of this [department/office] will be scheduled to attend Peace
Officer Standards and Training (POST)-approved training on the subject of bias-based
policing.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Palo Alto Police Department
Policy Manual
Bias-Based Policing
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Published with permission by Palo Alto Police Department
Bias-Based Policing - 3
(b)Pending participation in such POST-approved training and at all times, all members
of this [department/office] are encouraged to familiarize themselves with and consider
racial and cultural differences among members of this community.
(c)Each sworn member of this [department/office] who received initial bias-based policing
training will thereafter be required to complete an approved refresher course every
five years, or sooner if deemed necessary, in order to keep current with changing
racial, identity and cultural trends (Penal Code § 13519.4(i)).
402.7 REPORTING TO CALIFORNIA DEPARTMENT OF JUSTICE
The Internal Affairs Unit Manager shall ensure that all data required by the California Department
of Justice (DOJ) regarding complaints of racial bias against officers is collected and provided
to the Records Manager for required reporting to the DOJ (Penal Code § 13012; Penal Code §
13020). See the Technical Services Division Policy.
Supervisors should ensure that data stop reports are provided to the Records Manager for required
annual reporting to the DOJ (Government Code § 12525.5) (See Records Bureau Policy).
402.8 RACIAL IDENTITY PROFILING ACT (RIPA)
Beginning October 1, 2021, sworn department members shall collect and report data for all
individuals detained or searched during a call for service or self-initiated activity, in accordance
with the Racial and Identity Profiling Act (Government Code § 12525.5). When multiple officers
conduct a stop, the officer with the highest level of engagement with the person shall collect the
data elements and prepare the report. If multiple agencies are involved in a stop and the Palo
Alto Police Department is the primary agency, the Palo Alto Police Officer shall collect the data
elements and prepare the stop data report.
This data shall be collected through the department’s selected application that can be found on
department-issued electronic equipment and should be submitted upon completion of the activity
and unless prior approved, before the end of shift.
Supervisors are responsible for ensuring that shift officers complete their stop data
records. Supervisors shall review and ensure that personal identifying information is not included
in the RIPA information before approval. Approval of RIPA data shall be completed in most cases
before the end of the shift.
402.8.1 REPORTING TO CALIFORNIA DEPARTMENT OF JUSTICE
The Custodian of Records or his/her designee shall ensure that all data required by the California
Department of Justice (DOJ) regarding complaints of racial bias against officers is collected and
provided to the DOJ as required for reporting (Penal Code § 13012; Penal Code §13020).
402.9 POLICY UPDATES
Updated: 9-7-21
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Policy
378
Palo Alto Police Department
Policy Manual
Copyright Lexipol, LLC 2023/06/15, All Rights Reserved.
Published with permission by Palo Alto Police Department
Public Safety Video Surveillance System - 1
Public Safety Video Surveillance System
378.1 PURPOSE AND SCOPE
This policy provides guidance for the placement and monitoring of [department/office] public safety
video surveillance, as well as the storage and release of the captured images.
This policy only applies to overt, marked public safety video surveillance systems operated by
the [Department/Office]. It does not apply to mobile audio/video systems, covert audio/video
systems or any other image-capturing devices used by the [Department/Office].
378.2 POLICY
The Palo Alto Police Department operates a public safety video surveillance system to
complement its anti-crime strategy, to effectively allocate and deploy personnel, and to enhance
public safety and security in public areas. Cameras may be placed in strategic locations throughout
the City to detect and deter crime, to help safeguard against potential threats to the public, to help
manage emergency response situations during natural and man-made disasters and to assist City
officials in providing services to the community.
Video surveillance in public areas will be conducted in a legal and ethical manner while recognizing
and protecting constitutional standards of privacy.
378.3 OPERATIONAL GUIDELINES
Only [department/office]-approved video surveillance equipment shall be utilized. Members
authorized to monitor video surveillance equipment should only monitor public areas and public
activities where no reasonable expectation of privacy exists. The Chief of Police or the authorized
designee shall approve all proposed locations for the use of video surveillance technology and
should consult with and be guided by legal counsel as necessary in making such determinations.
378.3.1 PLACEMENT AND MONITORING
Camera placement will be guided by the underlying purpose or strategy associated with the overall
video surveillance plan. As appropriate, the Chief of Police should confer with other affected City
divisions and designated community groups when evaluating camera placement. Environmental
factors, including lighting, location of buildings, presence of vegetation, or other obstructions,
should also be evaluated when determining placement.
The cameras shall only record video images and not sound. Recorded images may be used for
a variety of purposes, including criminal investigations and monitoring of activity around high-
value or high-threat areas. The public video surveillance system may be useful for the following
purposes:
(a)To prevent, deter, and identify criminal activity.
(b)To target identified areas of gang and narcotics complaints or activity.
(c)To respond to critical incidents.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Palo Alto Police Department
Policy Manual
Public Safety Video Surveillance System
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Public Safety Video Surveillance System - 2
(d)To assist in identifying, apprehending, and prosecuting offenders.
(e)To document officer and offender conduct during interactions to safeguard the rights
of the public and officers.
(f)To augment resources in a cost-effective manner.
(g)To monitor pedestrian and vehicle traffic activity.
Images from each camera should be recorded in a manner consistent with the underlying
purpose of the particular camera. Images should be transmitted to monitors installed in the
Watch Commander’s office and the Communications Center. When activity warranting further
investigation is reported or detected at any camera location, the available information should be
provided to responding officers in a timely manner. The Watch Commander or trained personnel
in the Communications Center are authorized to adjust the cameras to more effectively view a
particular area for any legitimate public safety purpose.
The Chief of Police may authorize video feeds from the public safety video surveillance system to
be forwarded to a specified location for monitoring by other than police personnel, such as allied
government agencies, road or traffic crews, or fire or emergency operations personnel.
Unauthorized recording, viewing, reproduction, dissemination, or retention is prohibited.
378.3.2 CAMERA MARKINGS
All public areas monitored by public safety surveillance equipment shall be marked in a
conspicuous manner with appropriate signs to inform the public that the area is under police
surveillance. Signs should be well lit, placed appropriately and without obstruction to ensure
visibility.
378.3.3 INTEGRATION WITH OTHER TECHNOLOGY
The [Department/Office] may elect to integrate its public safety video surveillance system with
other technology to enhance available information. Systems such as gunshot detection, incident
mapping, crime analysis, license plate recognition, facial recognition and other video-based
analytical systems may be considered based upon availability and the nature of [department/
office] strategy.
The [Department/Office] should evaluate the availability and propriety of networking or otherwise
collaborating with appropriate private sector entities and should evaluate whether the use
of certain camera systems, such as pan-tilt-zoom systems and video enhancement or other
analytical technology, requires additional safeguards.
378.4 VIDEO SUPERVISION
Supervisors should monitor video surveillance access and usage to ensure members are
within [department/office] policy and applicable laws. Supervisors should ensure such use and
access is appropriately documented.
DocuSign Envelope ID: C64DECB1-BFB9-4140-936E-2AAD0EF1FEBB
Palo Alto Police Department
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Public Safety Video Surveillance System
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Published with permission by Palo Alto Police Department
Public Safety Video Surveillance System - 3
378.4.1 PROHIBITED ACTIVITY
Public safety video surveillance systems will not intentionally be used to invade the privacy of
individuals or observe areas where a reasonable expectation of privacy exists.
Public safety video surveillance equipment shall not be used in an unequal or discriminatory
manner and shall not target individuals or groups based solely on actual or perceived
characteristics such as race, ethnicity, national origin, religion, sex, sexual orientation, gender
identity or expression, economic status, age, cultural group, or disability.
Video surveillance equipment shall not be used to harass, intimidate, or discriminate against any
individual or group.
378.5 STORAGE AND RETENTION OF MEDIA
All downloaded media shall be stored in a secure area with access restricted to authorized
persons. A recording needed as evidence shall be copied to a suitable medium and booked into
evidence in accordance with established evidence procedures. All actions taken with respect to
retention of media shall be appropriately documented.
The type of video surveillance technology employed and the manner in which recordings are
used and stored will affect retention periods. The recordings should be stored and retained in
accordance with the established records retention schedule and for a minimum of one year. Prior to
destruction, written consent shall be obtained from the City Attorney. If recordings are evidence in
any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved
(Government Code § 34090.6).
Any recordings needed as evidence in a criminal or civil proceeding shall be copied to a suitable
medium and booked into evidence in accordance with current evidence procedures.
378.5.1 EVIDENTIARY INTEGRITY
All downloaded and retained media shall be treated in the same manner as other evidence.
Media shall be accessed, maintained, stored and retrieved in a manner that ensures its integrity
as evidence, including strict adherence to chain of custody requirements. Electronic trails,
including encryption, digital masking of innocent or uninvolved individuals to preserve anonymity,
authenticity certificates and date and time stamping, shall be used as appropriate to preserve
individual rights and to ensure the authenticity and maintenance of a secure evidentiary chain of
custody.
378.6 RELEASE OF VIDEO IMAGES
All recorded video images gathered by the public safety video surveillance equipment are for the
official use of the Palo Alto Police Department.
Requests for recorded video images from the public or the media shall be processed in the same
manner as requests for [department/office] public records.
Requests for recorded images from other law enforcement agencies shall be referred to the Watch
Commander for release in accordance with a specific and legitimate law enforcement purpose.
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Recorded video images that are the subject of a court order or subpoena shall be processed in
accordance with the established [department/office] subpoena process.
378.7 TRAINING
All [department/office] members authorized to operate or access public video surveillance systems
shall receive appropriate training. Training should include guidance on the use of cameras,
interaction with dispatch and patrol operations and a review regarding relevant policies and
procedures, including this policy. Training should also address state and federal law related to the
use of video surveillance equipment and privacy.
378.8 POLICY ISSUE DATE
Updated 1-25-19
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APPENDIX A: Organized Retail Theft Grant Program Scoring Panel Roster
Name Title Organization / Agency
1 Ryan Allain Director Government Affairs, California Retailers
Association
2 Chesa Boudin Executive Director Criminal Law & Justice Center – UC
Berkeley School of Law
3 Michelle Brown Retired Chief Probation Officer San Bernardino County
4 Derek Casebeer Chief Deputy Sacramento County Probation
Department
5 Tracie Cone Public Information Officer Board of State and Community
Corrections
6 Jason Craven Officer CA Highway Patrol Organized Retail
Crime Task Force & Sacramento County
Auto Theft Suppression Task Force
7 Jason Daughrity Retired CHP Captain Commander of Field Support Section
8 Sandra Dinong Associate Governmental Program
Analyst
Board of State and Community
Corrections
9 Evonne Garner Retired Deputy Director Board of State and Community
Corrections
10 Mary Jolls Retired Deputy Director Board of State and Community
Corrections
11 Nicole Kirkaldy Restorative Justice and Diversion
Program Director
Yolo County District Attorney's Office
12 Mercedes Morales Associate Governmental Program
Analyst
Board of State and Community
Corrections
13 Ryan Okimura Staff Services Manager I Board of State and Community
Corrections
14 Nancy O’Malley Retired District Attorney Alameda County
15 Chelsea Paez Staff Services Manager I Board of State and Community
Corrections
16 Bao Phan Associate Governmental Program
Analyst
Board of State and Community
Corrections
17 Rodney Rego Captain Elk Grove Police Department
18 Michelle Solorzano Sr. Project Manager City of El Monte
19 Ashley Taylor Associate Governmental Program
Analyst
Board of State and Community
Corrections
20 Eric Taylor Sheriff San Benito County
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APPENDIX B: Grantee Assurance for Non-Governmental Organizations
The Organized Retail Theft Grant Program Request for Proposals (RFP) includes requirements that apply
to non-governmental organizations (NGOs)1 providing services with grant funds. Grantees are
responsible for ensuring that all contracted third parties continually meet these requirements as a
condition of receiving funds. The RFP describes these requirements as follows:
Any non-governmental organization that receives Organized Retail Theft Grant Program Grant funds (as
either a subgrantee or subcontractor) must:
• Have been duly organized, in existence, and in good standing for at least six (6) months prior to
the effective date of its fiscal agreement with the BSCC or with the Organized Retail Theft Grant
Program grantee;
o Non-governmental entities that have recently reorganized or have merged with other
qualified non-governmental entities that were in existence prior to the six (6) month date
are also eligible, provided all necessary agreements have been executed and filed with
the California Secretary of State prior to the start date of the grant agreement with the
BSCC or the start date of the grantee subcontractor fiscal agreement;
• Be registered with the California Secretary of State’s Office, if applicable;
• Have a valid Employer Identification Number (EIN) or Taxpayer ID (if sole proprietorship);
• Have a valid business license, if applicable;
• Have no outstanding civil judgments or liens;
• Have any other state or local licenses or certifications necessary to provide the services requested
(e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address within California. (An agent for service of process with a California
address is insufficient.)
Completing the NGO Assurance (Following Page)
1. Provide the name of the Applicant Agency (the Grantee),
2. List all contracted parties (if known),
3. Check Yes or No to indicate if each contracted part meets the requirements
4. Sign and Submit to the BSCC
NOTE: If the name of the contracted party is unknown or if there will be no contracted parties. Write
N/A in the “Name of Contracted Party” field and sign the document.
1 For the purposes of this RFP, NGOs include nonprofit and for-profit community-based organizations, faith-based organizations, evaluators
(except government institutions such as universities), grant management companies, and any other non-governmental agency or individual.
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APPENDIX B: Grantee Assurance for Non-Governmental Organizations
Provide your agency name and in the table list information for all contracted parties.
Grantee:
*Grantees are required to update this list and submit it to BSCC any time a new third-party contract is
executed after the initial assurance date. Grantees shall retain (on-site) applicable source documentation
for each contracted party that verifies compliance with the requirements listed in the RFP. The BSCC will
not reimburse for costs incurred by any third party that does not meet the requirements listed above and
for which the BSCC does not have a signed grantee assurance on file.
A signature below is an assurance that all requirements listed above have been met.
AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)
NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER
STREET ADDRESS CITY STATE ZIP CODE
EMAIL ADDRESS
SIGNATURE DATE
X
Name of Contracted Party Address Email / Phone Meets All
Requirements
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
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