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Item M1 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: September 16,2009 Division: Monroe County Sheriffs Office Bulk Item: Yes X No - Department: Bureau of Administration Staff Contact Person/Phone #: Chief Mike Rice 1 (305) 292-7090 17092 AGENDA ITEM WORDING: Approval of an MOU between Monroe County Board of County Commissioners and the Monroe County Sheriff's Office for the acceptance of a Stimulus Grant. ITEM BACKGROUND: MCSO has been awarded a four year grant which covers the salaries and benefits for five deputies for the first 3 years of the grant. The salaries and benefits for the fourth year of the grant period must be funded through a local match. Operational expenses for all 4 years of the grant must also come from a local match. Four of the deputies would work in the MCSO Marine Unit to patrol the waters surrounding Monroe County and the fifth deputy would patrol Higgs Beach and Astro Park. MCSO requires Monroe County's agreement to fund the additional expenses associated with this grant. PREVIOUS RELEVANT BOCC ACTION: None CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: Approval TOTAL COST: $1,695,050.00 INDIRECT COST: BUDGETED: Yes - No 1- COST TO COUNTY: $684.355.00 SOURCE OF FUNDS: County REVENUE PRODUCING: Yes ,No X AMOUNT PER MONTH - Year -~ - APPROVED BY: County Atty V OMB/Purchasing _ Risk Management _ DOCUMENTATION: Included X Not Required_ DISPOSITION: AGENDA ITEM # Revised 1/09 . . MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Monroe County Sheriff Effective Date: July 1, 2009 Expiration Date: June 30, 2013 Approval of an MOU between Monroe County Board of County Commissioners and the Monroe County Sheriff's Office. Contract Manager: Chief Mike Rice 292-7090 Monroe County Sheriffs Office (Name) (Ext. ) (Department) for BOCC meetinQ on Seotember 16,2009 AQenda Deadline: September 1, 2009 CONTRACT COSTS Total Dollar Value of Contract: $1,695,050.00 Current Year Portion: Budgeted? Yes No X Account Codes: -xxxxxx Grant: $1,010,715.00 County Match: $684,355.00 ADDITIONAL COSTS: $0.00 Estimated Ongoing Costs: $0.00 CONTRACT REVIEW Changes Date Out Date In Needed Reviewer Division Director - YesDNoD ~ "3 ~ - Risk Management 4M; YesD NoG:(". DY) 11-1:- . ~01 ~ ~~ YesD NoL:! r;~ tJiLPI OMB/Purchasing cr/~ County Attorney YesD N08" ~.... ,; .-.. . · t - - q J 09 Comments: - ~ lJt~bu~td VlI\::0d~ lWfu L . / ~ OMB Form Revised 9/11/95 MCP #2 -- MEMORANDUM OF UNDERSTANDING -- UNITED STATES DEPARTMENT OF JUSTICE COMMUNITY ORIENTED POLICING SERVICES, HIRING RECOVERY PROGRAM GRANT THIS AGREEMENT is made and entered into this day of , 2009, by and between The Monroe County Board of County Commissioners, a political subdivision of the State of Florida, whose address 1100 Simonton Street, Key West, FL 33040, is hereinafter referred to as "County," and the Monroe County Sheriff's Office, hereinafter referred to as "MCSO." WITNESSETH WHEREAS, MCSO applied for a federal stimulus grant offered by the United States Department of Justice Community Oriented Policing Services, COPS Hiring Recovery Program grant, which application sought funding for the hiring of five additional deputies; and WHEREAS, the United States Department of Justice Community Oriented Policing Services awarded the grant to MCSO for a total amount of $1,010,715 over the three year period, as shown on Attachment A; WHEREAS, the proposed grant will cover the salaries and benefit package for these five additional deputies for three years, but requires a commitment of match funds to cover the salaries for the fourth year of the grant, and also requires a commitment of match funds to cover other expenses during the term of the grant; and WHEREAS, MCSO proposes to use the grant funds to place four of the five deputies into the MCSO Marine Unit to patrol the waters surrounding Monroe County and the fifth deputy is to patrol Higgs Beach and Astro Park, county facilities within the City of Key West; and NOW THEREFORE, in consideration of the mutual understandings and agreements set forth herein, the County and the MCSO agree as follows: WITNESSETH 1. TERM - The term of this Agreement is from July 1, 2009, through June 30, 2013, the date of the signature by the parties notwithstanding, unless earlier terminated as provided herein. 2. SERVICES- (a) The MCSO will provide the services and programs as outlined in the grant contract / award continuation grant sheet (Attachment A). In particular, MCSO will use the grant funds to place four of the five deputies into the MCSO Marine Unit to patrol the waters surrounding Monroe County. The fifth deputy is to patrol Higgs Beach and Astro Park, County facilities within the City of Key West Page 1 of 4 (b) The MCSO will fulfill all programmatic and financial reporting responsibilities. 3. FUNDS- (a) SOCC agrees to subsidize unfunded expenses associated with these five positions for the duration of the four years. These anticipated operational expenses such as uniforms, equipment, fuel, and vehicle/vessel maintenance are outlined below: Fiscal Year Match Required 2010 $76,889 2011 $76,889 2012 $76,889 2013 $453,688 Funds outlined above will be incorporated into MCSO's budget beginning with Fiscal Year 2010. 4. AGENCY BOND - MCSO shall be bound by all laws, rules, and regulations relating to the Stimulus Grant Program. 5. NOTICES - Whenever either party desires to give notice unto the other, it must be given by written notice, sent by registered United States mail, with return receipt requested, and sent to: FOR COUNTY FOR PROVIDER Monroe County Grants Administrator Sheriff Robert Peryam 1100 Simonton Street 5525 College Road Key West, FL 33040 Key West, FL 33040 Either of the parties may change, by written notice as provided above, the addresses or persons for receipt of notices. 6. UNAVAILABILITY OF FUNDS - If either the County or MCSO shall learn that funding from the Federal Government cannot be obtained or cannot be continued at a level sufficient to allow for the services specified herein, this Agreement may then be terminated immediately, at the option of either party, by written notice of termination delivered in person or by mail to the MCSO at its address specified above. The County shall not be obligated to pay for any services provided by the MCSO after the MCSO has received notice of termination. 7. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services pursuant to this Agreement, the MCSO shall abide by all statutes, ordinances, rules, and regulations pertaining to, or regulating the provision of, such services, including those now in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State of Florida and Article 1 of the United States Constitution, which provide that no revenue of the state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect or religious denomination or in aid of any sectarian institution. Any violation of said statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement immediately upon delivery of written notice of termination to the MCSO. If the Page 2 of 4 MCSO receives notice of material breach, it will have thirty days in order to cure the material breach of the contract. If, after thirty (30) days, the breach has not been cured, the contract will automatically be terminated. 8. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall assign this Agreement or any interest under this Agreement, or subcontract any of its obligations under this Agreement, without the written consent of the other. 9. EMPLOYEE STATUS - Persons employed by the MCSO in the performance of services and functions pursuant to this Agreement shall have no claim to pension, worker's compensation, unemployment compensation, civil service or other employee rights or privileges granted to the County's officers and employees either by operation of law or by the County except as otherwise provided to employees of the MCSO. 10. HOLD HARMLESS AND INDEMNIFICATION - County and MCSO are political subdivisions of the State of Florida and are covered under Chapter 768.28. Each agrees to be fully responsible for acts and omissions of their agents or employees to the extent permitted by law. Nothing herein is intended to serve as a waiver of sovereign immunity by any party to which sovereign immunity applies. Nothing herein shall be construed as consent by either party to be sued by third parties in any matter arising out of this Agreement 11. ENTIRE AGREEMENT (a) It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. (b) Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties. IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe County, Florida, on the day and year first written above. SIGNATURE PAGE FOLLOWS Page 3 of 4 THIS AGREEMENT IS ENTERED INTO THIS DAY OF ,2009. (SEAL) BOARD OF COUNTY COMMISSIONERS ATTEST: DANNY L. KOLHAGE, Clerk OF MONROE COUNTY, FLORIDA By: By: Deputy Clerk Mayor/Chairman MONROE COUNTY SHERIFF'S OFFICE ~. , Witness Title: Ctueh/ fv~ f 4JrtA'~~~~ MONROE COUNTY SHERIFf'S OFFICE ~VED AS TO FORM: ~~ ../ MARK L WILLIS ~RALCOUNSEL DATE: -E / a-o 0 'i Page 4 of 4 411S '4 ./1 , I IOU9 I - ~ . '.. "/ /'-~- ~/ r/ ~'J)!/ ....,. .-;--:"...=..~ /7~r~ ~ . . ",..s-:\~i't1"j' jj; \~ ~~. I' "/'. ::!'" ~,,~. -"/',;:::j lJJJ~!'"'V'-: U.S. Department of Justice l:~t:~~.'~'- Office of Community Oriented Policing Services (COPS) ..''f) Office of the Director ~ .,:. ~ '. 1100 Vermont Avenue. N W ~ .- -;lO Washington. DC 20530 ~,- (<'\ c> ;;,0 \ r-~ July 28, 2009 s;- "''<;'~ .:~ ..-() -:-.0 Sheriff Robert Peryam -::f.. -, /* .t..... Monroe County Sheriffs Department .' -:;;. ~ <<' 5525 College Road "" -:A Key West, FL 33040 Re: COPS Hiring Recovery Program Grant # 2009RKWX0233 ORI#: FL04400 Dear SheriffPeryam: Once again, I would like to congratulate you on receiving a COPS Hiring Recovery Program (CHRP) award. Your award is for 5 officer positions and $1,010,715 in federal funds over a three- year grant period. Your agency may now begin hiring or rehiring officers to fill CHRP grant-funded positions. Enclosed in this package is your grant award. The Award Document must be signed and returned to the COPS Office within 90 days to officially accept your grant. The Frequently Asked Questions (F AQ) document included in this package should be helpful in answering any questions you may have about accepting your award, or requesting additional time to do so. Beginning on the reverse side of your A ward Document, you will find a total of three pages ofCHRP Grant Terms and Conditions. You should read and familiarize yourself with all 16 terms and conditions that apply to your CHRP award. A supplemental online award package for CRR? grantees can be found at http://www.cops.usdoi.govlDefault.asp?Item=2271. We strongly encourage you to visit this site immediately to access a variety of important and helpful documents associated with your award, including the CHRP Grant Owner's Manual, which specifies the terms, conditions, and requirements of your grant. Also, within a few weeks you should receive an important package from the Office of the Chief Financial Officer, Office of Justice Programs, which will contain the forms and instructions necessary to begin drawing down funds for your grant. As mentioned at the time of announcement, each CHRP application was subject to a thorough review, and some of your application information may have been updated or corrected from the original version submitted to COPS. If you have not yet done so, please access your application at http://www.cops.usdoi.govlDefault.asp?Item=464, and print and maintain a final copy for your records (if you are unable to print a copy of your application, please contact the COPS Office at 800.421.6770). The Financial Clearance Memorandum (FCM) and Final Funding Memorandum (FFM) included in this package reflect allowable costs and amounts under your award. The FCM specifies the amount of COPS Hiring Recovery Program funds awarded to your agency for officer salaries and approved benefits, while the FFM contains the final officer salary and fringe benefit categories and ! amounts for which your agency was approved. Please review both documents carefully, as your agency may only be reimbursed for the amounts and approved cost categories indicated. As a reminder, under CHRP all positions awarded (or an equal number of veteran officers) must initiate or enhance community policing in accordance with the community policing plan as described within Section 5 of your application. If for any reason your agency fmds that your community policing plans have significantly changed from those outlined in your application (e.g., because you received fewer officers than originally requested and thus must alter the scope of your community policing plans), please revise the plan accordingly and submit it to the COPS Office for review and approval. You should also contact the COPS Office if, for any reason, you need to modify your grant award. This includes any reallocation of your awarded positions across the three primary hiring categories (Le., new hires, rehires of officers laid off pre-application, and rehires of officers laid off or scheduled to be laid off post-application). As explained at the time of grant application, there are significant reporting requirements on the use of CHRP funds. In addition to quarterly financial and programmatic progress reports submitted to the COPS Office, CHRP grantees are also required to submit quarterly Recovery Act reports within 10 days after the end of each calendar quarter to www.FederaIReporting.gov. These Recovery Act reports will be made available to the public on www.Recoverv.gov. All grantees must be registered as authorized users prior to submitting reports to www.FederaIReporting.gov. The registration function on www.FederaIReporting.gov will be available no later than August 26,2009. Please note that registration with this website also requires users to be registered with the Central Contractor Registration (CCR) and have a Dun & Bradstreet Data Universal Numbering System (DUNS) number. Registering with CCR and obtaining a DUNS number take additional processing time, so your agency should take immediate steps to meet these requirements in advance of registration with www.FederaIReporting.gov. For additional infonnation on CCR and DUNS, please refer to the CHRP Grant Owner's Manual at http://www.cops.usdoi.gov/Default.asp?Item=2270. Finally, please remember that grantees must retain all sworn officer positions awarded under the CHRP grant for a minimum of 12 months following the 36-month federal funding period. The retained CHRP-funded position(s) should be added to your law enforcement budget with state and/or local funds, over and above the number oflocally-funded positions that would have existed in the absence of the grant. In your CHRP grant application, your agency was required to affinn that it plans to retain the additional officer positions awarded following the expiration of the grant, and to identify the planned sources of retention funding. If, during the life of the grant, you have questions regarding the retention requirement or your retention funding sources, please contact the COPS Office for assistance. Once again, congratulations on your CHRP award. If you have any questions about your grant, please do not hesitate to call the COPS Office Response Center at 800.421.6770. Sincerely, ~. David M. Buchanan Acting Director ,..'. . .. D.,S: D~el'~rtmeb(Or;Justice .1,11 . ,.. ."..... Comm.unlty,J}rrentef/'Policlng Servl.'#i~., 7.';-' . .' _ _ ~~:~l" " Grants Administration Division ~~ COPS Hiril!g !i~c~~.gry Program, , I. , >';6 =~~~. = I';" "',I, I '1'r~asury ~~i:~~mhif @:IS) 15-0~~~q~,~ti~~ Grant #: 2009RKWX0233 ,'. ;-1. 'I' __ ... '.. .,'()R! #: FLQ4400. 'I , . .,.,11 Applicant Orgat$ation'$cLegalName: Mon,ge COljlltyShetiffs Departm~~" OJP Vendor #: 000000375 '0 D~~ 'i434J4089 I ... - "-._ " Law Enforce~e;Eie~tive-~ ~eriffRobert P. ~~~~~ >\,ii~1~ress: 55f5 Col1ef~~l)o,~, Stqt~)z,WiCode: K~ V(esh1@;4 3304Q ..'T~lephone: (~P5)292-700r ' II! ~ !ax: (~~5~-7070 Go*ernmen.tEJ:~l.iti~~~,,~'1or .George Ne'~lw~llll\' I . AifiMss.;25 ShIps Way ,'~nl '~,I City, State,f.ip Code: Big Pine Key, FL 33043 ," "Teliphone: (305) 292-4512" ::JI Fax: (305) 872-9195 ~4t..it . iJi}!" ~-~~ '. . "':J. .' .,' ",' = ~~CC ~_ '_, Award,~~rt Da~~;. }. 'X!/Z.ODQ", .~~ ~ ~-; WlvJil End Date: 6/3~)~.of,2'i ,: ," =-= ~ '11'1 Full Time Offi~'ers Funded: 5 -- New Hires: .5 Rehires - Pre-Application LaY9ffs:'0 ~1;Ur~~i(ei\ost-Ap?lication l1,1??f~~: . 0 = = -- ~. ~.~ ~ A" 'e'..l A~ .J;~4': ',.'.' "'.i," '$ 1 010 715 Oo-n~' -: _..~ == '" w~r~~~.oum"{. ,,\;, , e,I,,.. , '." ~ ~='::. _ ~ " - :7~ . ~ -- '--~: --= - ~~, ~ - ~ :;: 'JUt - '20m9'j An dOO "... \ . =-::.- -'-- -~~ ~ -'-=-=- D' "d,'D:JJrt. .. ~.t~ . '. ,:Ii:~;I~' .. . c."" s,~c;.. · . aVlf'>~~anan, , == = ~~ ~ "I" ~;~';l~' ~H ~'" ~ ~ ~......,"~~ .'" '; i-'_: I>T"'..", '\~:) :,:.':" I, I ' ~= ~--=:; -= :~~l~ -J-.'{:: ~ 'l/.i ':!~: '~:-' ~~' -~-~ ~~ ActiJig~~ector:':: .".. "., ".,..' ~~-~-:- =:c ~~,t:\ ,1~rl,Dl ,,:, illl~'1 A ~.~~'..~ ; B~ si~g this l~w~(I'DbcumJnt, the grantee ~ees to',;ibideoy all 16 Grant TeI~ij~~~, ~~f~~n~ ~n the rever' s1bWi;~~ document and the attached pages: _ .- d~' ,.~ .-.~~~.~ .0.. . U ~ :." ,."','" ,'_'''_': . --.. ,-I" _ _ _,-~ Sign. . atute ofLaw;~w.. o.r..~em..,..'. t;?t <;J:fficialwith the --.. ~ '-..TYP'ea:NlUne and TitJ..,~lo. f. ..L"."'~".'I,I.'- ~rif0rsemen~ :"Date~~.n;":' fI;.~.'~.c~:fif'y. A' th. "f1"ty' 'to A ,'tthis. .....,....;. I, .t A, 'd ~ -O~CL~1 -. ,C',;'J. ~T",lj\l "1 ,.~~, ~. 11 O. ccep Vl.an .n.war ~, ~ -- III Iou ~ ".ii',?'1 i'I' He ~ :C, ~ -"'~- ~- ..~ ,1'.1' ,f,t,,!l'1'" "'~ ~ ~~-'- ~JI_-li~ Signature of Government Official with the Authority to Typed Name and Title of GovernmeA~ ~a 6t" Accept this Grant A ward ~ __ ._-' ==- ~~. a= , _ ~ ~ ~ >/:i:i+,~ i'Y-::\:~,~ .;r!";~'11 ,:'\',',0 ~,:~;~:,!:~;::,': False statements or claims made in connection with COPS~g1'lmfS may resUlt in filles, irnPnsohfi'lent; 'debarm.ent from ,Rllrticipating in federal grants or contracts, and/or any remedy available by law to the Fedl.lral Government. _ ".,.," n"~ ,.II" _. ..... .... ....._...~.... ~...." - ., ,...... ~ ~~=,-= .n ~I ~~c ;:;"'.'i--~ '-) ) u. S. Department of Justice Office of Community Oriented Policing Services COPS Hiring Recovery Program Grant Terms and Conditions By signing the Award Document to accept this COPS Hiring Recovery Program (CHRP) grant, the grantee agrees to abide by the following grant terms and conditions: 1. The grantee agrees to comply with the terms and conditions in this COPS Hiring Recovery Program Grant Owner's Manual; COPS statute (42 U.S,c. g, 3796dd, et seq.); 28 C.F.R. Part 66 or 28 C.F,R, Part 70 as applicable (governing administrative requirements for grants and cooperative agreements); 2 C.F.R, Part 225 (OMB Circular A-87), 2 C,F.R. Part 220 (OMB Circular A-21), 2 C,F,R, Part 230 (OMB Circular A-122) and 48 C,F,R. Part 31.000 et seq. (FAR 31.2) as applicable (governing cost principles); OMB Circular A- 133 (governing audits); American Recovery and Reinvestment Act (Recovery Act) of 2009, P.L.1l1-5; representations made in the COPS Hiring Recovery Program grant application; and all other applicable program requirements, Jaws, orders, regulations, or circulars, 2. The grantee agrees to comply with the Assurances and Certifications forms that were submitted as part of its COPS Hiring Recovery Program application. 3. The funding under this project is for the payment of approved full-time entry-level sworn officer salaries and fringe benefits over three years (for a total of 36 months of funding) for new or rehired additional, career law enforcement officer positions, hired on or after the award start date. The Financial Clearance Memorandum included in your award packet specifies the costs that the grantee is allowed to fund with your CHRP award. It will also describe any costs which have been disallowed after review of your proposed budget. The grantee may not use CHRP funds for anything not identified as allowable in the Financial Clearance Memorandum, 4. CHRPgrant funds may not be used to replace state or local funds (or, for tribal grantees, Bureau ofIndian Affairs funds) that would, in the absence of federal aid, be made available for hiring and/or rehiring full-time career law enforcement officer positions. 5. At the time of grant application, the grantee committed to retaining all CHRP officer positions awarded with state and/or local funds for a minimum of 12 months at the conclusion of 36 months of federal funding for each position, over and above the number of locally-funded positions that would have existed in the absence of the grant. You cannot satisfy the retention requirement by using CHRP positions to fill vacancies from attrition. 6. The grantee may request an extension of the grant award period to receive additional time to implement the grant program Such extensions do not provide additional funding. Only those grantees that can provide a reasonable justification for delays will be granted no-cost extensions, Reasonable justifications may include delays in hiring COPS-funded positions, officer turnover, or other circumstances that interrupt the 36-month grant funding period. An extension allows the grantee to compensate for such delays by providing additional time to complete the full 36 months of funding for each position awarded, Extension requests must be received vrior to the end date o(the award. as extension requests received a(ter an award has exvired will be avvroved only under very limited circumstances, 7. During the CHRP grant award period, it may become necessary for an agency to modify its CHRP grant award due to changes in an agency's fiscal or law enforcement situation. For instance, modification requests should be submitted to the COPS Office when an agency determines that it will need to shift officer positions awarded in one hiring category into a different hiring category or reduce the total number of positions awarded. Grant modifications under CHRP are evaluated on a case-by-case basis. All modification requests must be approved, in writing, by the COPS Office prior to their implementation. In addition, please be aware that the COPS Office will not approve any modification request that results in an increase of federal funds. 8. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Hiring Recovery Program. The grantee agrees to cooperate with the monitors and evaluators, 9. To assist the COPS Office in the monitoring of your award, the grantee agrees to submit quarterly programmatic progress reports and quarterly financial reports in addition to any reports required by the Recovery Act. The grantee also agrees to submit all requested reports in a timely manner, 10. The COPS Office performs various functions to ensure compliance with all grant requirements, to assess the implementation of conununity policing in awarded jurisdictions, and to provide technical assistance to grantees. Grant monitoring activities are routine during the grant period and may occur up to three years following the official closure of the grant award, These functions, and others, often require the production of grant-related documentation and other materials. As a COPS CHRP grantee, you agree to cooperate with any such requests for information. 11. The grantee agrees to comply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan (28 C,F,R. Part 42 subpart E), For assistance, grantees should consult the Office of Justice Programs, Office for Civil Rights web site at WWW.OiD.Usdoj,gov/aboutJocr/eeop,htm, 12. The grantee agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Inunigration Services Employment Eligibility Verification Form (1-9), This form is to be used by recipients of federal funds to verify that persons are eligible to workin the United States. 13. All newly hired, additional officers (or an equal number of redeployed veteran officers) funded under CHRP must engage in conununity policing activities, Conununity policing activities to be initiated or enhanced by the grantee were identified and described in your CHRP grant application, with reference to each of the following elements of community policing: a) conununity Page 1 of3 U. S. Department of Justice Office of Community Oriented Policing Services COPS Hiring Recovery Program Grant Terms and Conditions partnerships and support; b) related governmental and community initiatives that complement the grantee's proposed use of CHRP funding; and c) how the grantee will use the funds to reorient its mission or enhance its commitment to community policing. 14. Grantees that provide law enforcement services to another jurisdiction through a contract must ensure that officers funded under this CHRP grant do not service the other jurisdiction, but will only be involved in activities or perform services that exclusively benefit the grantee's own jurisdiction. Grantees cannot use CHRP funds to pay for a contract to receive law enforcement services from another agency. 15. False statements or claims made in connection with COPS grants may result in fines, imprisonment, or debarment from participating in federal grants or contracts, and/or any other remedy available by law. 16, The grantee understands that the COPS Hiring Recovery Program is funded through the American Recovery and Reinvestment Act (Recovery Act) of 2009 and agrees to comply with the extensive accountability and transparency requirements on the use of Recovery Act funds: (A) Recoverv Act Transactions Listed in Schedule of Expenditures of Federal Awards and Recipient Responsibilities for Informing Subrecipients (1) To maximize the transparency and accountability of funds authorized under the American Recovery and Reinvestment Act of 2009 (Public Law 111-5) (Recovery Act) as required by Congress and in accordance with 28 C.F.R 70 "Uniform Administrative Requirements for Grants and Agreements for Institutions of Higher Education, Hospitals and Other Non-Profit Organizations" and 28 C.F.R. 66 "Uniform Administrative Requirements for Grants and Agreements for State and Local Governments," the recipient agrees to maintain records that identify adequately the source and application of Recovery Act funds. (2) For a recipient covered by the Single Audit Act Amendments of 1996 and OMB Circular A-l33, "Audits of States, Local Governments, and Non-Profit Organizations," the recipient agrees to separately identify the expenditures for federal awards under the Recovery Act on the Schedule of Expenditures of Federal Awards (SEFA) and the Data Collection Form (SF-SAC) required by OMB Circular A-133. This shall be accomplished by identifying expenditures for federal awards made underthe Recovery Act separately on the SEFA, and as separate rows under Item 9 of Part III on the SF-SAC by CFDA number, and inclusion of the prefix "ARRA-" in identifying the name of the federal program on the SEFA and as the first characters in Item 9d of Part 1lI on the SF-SAC. (3) The recipient agrees to separately identify to each sub-recipient (if any) and document at the time of sub-award and at the time of disbursement of funds, the federal award number, CFDA number, and amount of Recovery Act funds. When a recipient awards Recovery Act funds for an existing program, the information furnished to sub-recipients shall distinguish the sub-awards of incremental Recovery Act funds from regular sub-awards under the existing program. (4) The recipient agrees to require their sub-recipients (if any) to include on their SEF A information to specifically identify Recovery Act funding similar to the requirements for the recipient SEF A described above. This information is needed to allow the recipient to properly monitor sub-recipient expenditure of Recovery Act funds as well as oversight by the Department of Justice, Office of the Inspector General and Government Accountability Office. (B) Recipient Reports and Central Contractor Registration (1) The recipient agrees to complete projects or activities which are funded under the Recovery Act and to report on use of Recovery Act funds provided through this award. Information from these reports will be made available to the public. (2) The reports are due no later than ten calendar days after each calendar quarter in which the recipient receives the assistance award funded in whole or in part by the Recovery Act. (3) The recipient and their first-tier recipients (if any) must maintain current registrations in the Central Contractor Registration (www.ccr.gov) at all times during which they have active federal awards funded with Recovery Act funds. A Dun and Bradstreet Data Universal Numbering System (DUNS) Number (www.dnb.com) is one of the requirements for registration in the Central Contractor Registration. (4) The recipient shall report the information described in section 1512(c) of the Recovery Act using the reporting instructions and data elements that will be provided online at www.FederalReporting.gov and ensure that any information that is pre-filled is corrected or updated as needed. (C) Data Elements of Recipient Reports In accordance with section 1512(c) of the Recovery Act, the recipient agrees that not later than 10 days after the end of each calendar quarter, each recipient that received Recovery Act funds from a federal agency shall submit a report to that agency that contains - (I) the total amount of recovery funds received from that agency; (2) the amount of recovery funds received that were expended or obligated to projects or activities; and (3) a detailed list of all projects or activities for which recovery funds were expended or obligated, including- (a) the name of the project or activity; (b) a description of the project or activity; Page 2 of3 i '\ i U. S. Department of Justice Office of Community Oriented Policing Services COPS Hiring Recovery Program Grant Terms and Conditions (c) an evaluation ofthe completion status of the project or activity; (d) an estimate of the number of jobs created and the number of jobs retained by the project or activity; and (e) for infrastructure investments made by state and local governments, the purpose, total cost, and rationale of the agency for funding the infrastructure investment with funds made available under this Act, and name of the person to contact at the agency if there are concerns with the infrastructure investment (4) Detailed information on subcontracts or subgrants (if any) awarded by the recipient to include the data elements required to comply with the Federal Funding Accountability and Transparency Act of 2006 (public Law 109-282), allowing aggregate reporting on awards below $25,000 or to individuals, as prescribed by the Director ofthe Office of Management and Budget. These reports are in addition to other financial and programmatic reports required by the COPS Office. (D) Access to Records and Interviews The recipient agrees that the Department of Justice(DOJ) and its representatives (including COPS and the Office of the Inspector General (OlG)) and the Government Accountability Office (GAO) shall have access to and the rightto examine all records (including, but not limited to, books, papers, and documents) related to this Recovery Act award. The recipient also agrees that DOl and the GAO are authorized to interview any officer or employee of the recipient regarding transactions related to this Recovery Act award, (E) Reporting Potential Fraud. Waste. and Abuse. and Similar Misconduct The recipient agrees to promptly refer to the Office of the Inspector General (OlG) any credible evidence that a principal, employee, agent, contractor, sub-grantee, subcontractor, or other person has submitted a false claim under the False Claims Act or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving Recovery Act funds. The OlG may be contacted at OIG.hotline@usdoi.gov. www.usdoj.gov/oigIFOIAJhotline.htm, and 800.869.4499. (F) Protecting State and Local Government and Contractor Whistleblowers The recipient agrees that the Recovery Act provides certain protections against reprisals for employees of non-federal employers (state and local governments or private contractors) who disclose information to federal officials reasonably believed to be evidence of gross management, gross waste, substantial and specific danger to public health or safety, abuse of authority, or violations of law related to contracts or grants using Recovery Act funds. (G) Separate Tracking and Reporting of Recovery Act Funds and Outcomes The recipient agrees to maintain accounting systems and records that adequately track, account for, and report on all funds from this Recovery Act award (including officers hired, salaries and fringe benefits paid, and the number of jobs created and jobs preserved) separately from all other funds (including other COPS and federal grants awarded for the same or similar purposes). (H) Additional Requirements and Guidance The recipient agrees to comply with any modifications or additional requirements that may be imposed by law and future COPS (including government-wide) guidance and clarifications of Recovery Act requirements. Page 3 of3 U.S. Department of Justice Community Oriented Policing Services (COPS) Grants Administration Division COPS Hiring Recovery Program 1100 Vermont Avenue, NW Washington, DC. 20530 MEMORANDUM To: Sheriff Robert Peryam Monroe County Sheriffs Department From: Andrew A. Dorr, Assistant Director for Grants Administration Re: COPS Hiring Recovery Program (CHRP) Final Funding Memorandum The COPS Office has completed the financial analysis of your agency's budgeted costs. This Final Funding Memorandum (FFM) reflects your agency's final approved officer salary and fringe benefit categories and approved salary and benefits amounts. Please note that the salary and benefit costs requested in your original application may have been updated or corrected from the original version submitted to COPS based on communication with your agency. Therefore, you should carefully review this FFM, as your agency will only be reimbtm;ed for the approved cost categories that are shown within this document. OJP Vendor #: 375 OR! #: FL04400 Grant #: 2009RKWX0233 DUNS#: 143414089 FuIl- Time Sworn Officer Information Current First Year Entry-Level Base Salary for One Sworn Officer Position: $36129.00 Frilll:!e Benefits Cost Additional Information Social Security: $2383.00 Exempt: 0 Fixed Rate: 0 Medicare: $524.00 Exempt: 0 Fixed Rate: 0 Health Insurance: $8880.00 Life Insurance: $36.00 J i Vacation: $2382.00 Number of Hours Annually: Sick Leave: $2383.00 Number of Hours Annually: Retirement: $8347.00 Worker's Comp: $1158.00 Exempt: 0 Unemployment Ins: $0.00 Exempt: 0 Other: Holiday Pay - $1390.00 Describe: Holiday Pay Other: - Describe: Wellness Pay (disallowed) Other: Professional Liability Insurance - Describe: Professional Liability Insurance/Statutory Ins. Total Current First Year Entry-Level Benefits for One Sworn Officer Position = $28300.00 Total Yearl Salary $ + Total Year 1 Benefits = $64429.00 Total Year 2 entry-level salary for one sworn officer position: $37935.00 Total Year 2 entry-level benefits for one sworn officer position: $29395.00 Total Year 3 entry-level salary for one sworn officer position: $39832.00 Total Year 3 entry-level benefits for one sworn officer position: $30552.00 . U. S. Department of Justice Community Oriented Policing Services Grants Administration Division COPS Hiring Recovery Program 1100 Vermont Avenue, NW Washingtan, DC 20530 Memorandum To: Sheriff Robert P. Peryam Monroe County Sheriffs Department From: Andrew A. Dorr, Assistant Director for Grants Administration Re: COPS Hiring Recovery Program Financial Clearance Memo OJP Vendor #: 000000375 ORI #: FL04400 DUNS #: 143414089 Grant #: 2009RKWX0233 Total Number of Full Time Officers Funded 5 Costs Per Officer: $202,143.00 Total Cost: $1,010,715.00 New Hires: 5 Rehires- Pre-Application Layoffs: 0 Rehires- Post-Application Layoffs: 0 Budget Category Proposed Budget Approved Budget Adjustments Disallowed/Adjusted - Reasons/Comments Full Time Officer Salary $441,235.00 $441,235.00 $0.00 Full Time Officer Fringe $569,480.00 $569,480.00 $0.00 Benefits Officer Salary and Fringe Benefits for Three Years $1,010,715.00 $1,010,715.00 $0.00 Total CHRP Funding for 5 Officers $1,010,715.00 $1,010,715.00 $0,00 Total CHRP Funding for 5 Officers Federal Share: $1,010,715.00 Cleared Date: 6/29/2009 Overall Comments: A fmancial analysis of budgeted costs has been completed, and this Financial Clearance Memorandum reflects the amount of COPS Hiring Recovery Program funds awarded to your agency for officer salaries and approved benefits. Please note that the salary and benefit costs requested in your original application may have been updated or corrected from the original version submitted to COPS. You should carefully review your Final Funding Memo (FFM), which is enclosed in your award package. The FFM contains the final officer salary and fringe benefit categories and amounts for which your agency was approved. You will note that some costs may have been adjusted or removed. Your agency may only be reimbursed for the approved cost categories that are documented within the FFM, up to the amounts specified in this Financial Clearance Memorandum. . , :Jvlonroe County SFieriffs Office CJ?g6ert P. Peryam, S Ii e riff 5525 College rR,paa 1Vry 'West, pforU{a 33040 (305) 292-7000 P;U: (305) 292-7070 1-800-273-COPS WWW.kosso. net SliBST A TlONS Freeman Substation 20950 Overseas Hwy. Cudjoe Key, FL 33042 August 20, 2009 (305) 745-3184 FAX (305) 745-3761 Honorable Members Marathon Substation Monroe County Board of Commissioners 3103 Overseas Hwy, 1100 Simonton Street Marathon, FL 33050 Suite 205 (305) 289-2430 Key West, FL 33040 FAX (305) 289-2497 Islamorada Substation Dear Commissioners: 87000 Overseas Hwy. Islamorada, FL 33036 The Monroe County Sheriff Office (MCSO) has been awarded a federal stimulus grant (305) 853-7021 FAX (305) 853-9372 through a program called the COPS Hiring Recovery Program, This grant will cover the salary and benefit costs associated with employing five law enforcement officers Roth Building for three years. This grant amount totals $1,010,715 over the three year period. 50 High Point Road Tavernier, FL 33070 The implementation of this grant program would have MCSO re-hire the four marine (305) 853-32] I FAX (305) 853-3205 officer positions which were removed in the past due to budget cuts, Hiring the fifth DETENTION CENTERS position would allow the Sheriff's Office to dedicate a full time person to patrol Higg's Beach and Astro Park in Key West. Key West Del. Center 5501 College Road Should we accept this grant we will be required to completely fund these positions in Key West. FL 33040 the fourth year. In addition, we will have operational expenses not covered by the (305) 293-7300 grant in each of the four years of the program. The anticipated costs associated with FAX (305) 293-7353 accepting this grant are outlined below: Marathon Del. Facility 398] Ocean Terrace Fiscal Year Match Required Marathon. FL 33050 (305) 289-2420 2010 $ 76,889 FAX (305) 289-2424 2011 $ 76,889 Plantation Del. Facility 2012 $ 76,889 53 High Point Road 2013 $453,688 Plantation Key, FL 33070 (305) 853-3266 FAX (305) 853-3270 I believe the implementation of this grant would benefit all residents and visitors of Monroe County. I would like to ask for your support on this project. In order to SPECIAL OPERATIONS proceed with this grant I will require a commitment from the Commission to fund the P.O. Box 500975 expenses outlined above, Marathon. FL 33050 (305) 289-2410 Please feel free to contact me if I can provide you with any additional information FAX (305) 289-2498 A VIA TlON DIVISION &zt }?& 10100 Overseas Hwy. Marathon, FL 33050 (305) 289-2777 FAX (305) 289-2776 Robert P. Peryam ~ Sheriff of Monroe Count COMMUNICATIONS 2796 Overseas Hwy, ~ . Marathon, FL 33050 ".::, (305) 289-2351 ~~ -~: ;.\1!. .....!.'~ ~ FAX (305) 289-2493 - ~.,"