FY2008 1st Amendment 08/18/2010
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DA TE:
September J 0, 2010
TO:
Sheriff Robert P. Peryam
Monroe County Sheriffs Office
FROM:
Tamara Snider
Grants Administrator
Pamela G. Hanc$c.
A TTN:
At the August 18, 2010, Board of County Commissioner's meeting the Board granted
approval and authorized execution of First Amendment to MOU between the Monroe County
Sheriff s Office and Monroe County Board of County Commissioners in order to receive an
additional $350,000 in funds from the UASI FY 2008 Bomb GrantIHomeland Security Office of
Domestic Preparedness with the City of Miami, which will be used to purchase bomb equipment
approved by the granting agency.
Enclosed is a duplicate original of the above-mentioned for your handling. Should you
have any questions please do not hesitate to contact this office.
Cc: County Attorney w/o document
Finance
File
AMENI)MENT (FIRST AMENDMENT) TO MEMORANDUM OF UNDERSTANDING
BETWEEN MONROE COUNTY AND MONROE COUNTY SHERIFF'S OFFICE
REGARDING FY 2008 UASI GRANT
THIS AMENDMENT (FIRST AMENDMENT) TO MEMORANDUM OF
UNDERS1~ANDING ("Amendment") is made and entered into this If/.JL day of
~ , 2010, by and between the Monroe County Board of County
~ners, a political subdivision of the State of Florida, whose address is 1100 Simonton
Street, Keyr West, FL 33040, hereinafter referred to as "COUNTY," and The Monroe County
Sheriffs Office, hereinafter referred to as "SHERIFF."
WITNESSETH
WIIEREAS, on May 19,2010, the Board of County Commissioners approved a
Memorandum of Understanding (MOU) between Monroe County, Florida ("COUNTY") and the
Monroe County Sheriff s Office ("SHERIFF"), in order for the COUNTY to disburse to the
SHERIFF and in order for the SHERIFF to accept $201,720.00 from a grant in the total amount
of $320,004 awarded to Monroe County from the Urban Area Security Initiative ("UASI") FY
2008 grant program from the U.S. Department of Homeland Security Office for Domestic
Preparedness to the State of Florida Department of Community Affairs and a subgrant awarded
by Florida DCA to the City of Miami; and
WI-IEREAS, subsequent to the above-referenced MOU, the COUNTY applied for and
was awarded $350,000 in additional funds from regional funds available via the same subgrant
for the purchase of bomb squad equipment as well as other items; and
WI-IEREAS, the SHERIFF has agreed to purchase law enforcement bomb equipment for
use by the SHERIFF in accordance with the COUNTY'S agreement with the City of Miami; and
WI-IEREAS, the parties wish to amend the MOU approved by the BOCC on May 21,
2010 in oreIer to incorporate the additional $350,000.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth hereill, the COUNTY and the SHERIFF agree to amend the MOU as follows:
1. Paragraph 4 of the MOU is revised to read as follows:
FUNDS - The total project budget to be expended by the SHERIFF in performance of
the services set forth in "Attachment A" and "Attachment B" of this agreement shall be
the total sum of$551,720.00 and matching funds of$O.OO. All funds shall be distributed
and expended in accordance with the grant agreement.
2. A new Attachment B, updated to show the additional $350,000 in funds to be
received pllrsuant to this grant, is attached hereto and made a part of this MOD as amended.
Monroe County Sheriffs Office - AMENDMENT (FIRST AMENDMENT) TO MOU UASI BOMB FY 2008
Page 1 of 2
3. In all other respects the terms and conditions of the MOD approved by the BOCC
on May 19~1 2010 remain in full force and effect.
IN 'WITNESS WHEREOF, the parties to this Amendment have caused their names to be
affixed.hereto by the proper officers thereof for the purposes herein expressed at Monroe
CQ~florida, on the day and year first written above.
;! ': .. i~;'::'< (SEA~~.
'r:~;\'\..\-AT~tI\iDANNY L. KOLHAGE, Clerk
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BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
. yor/Chairman
MONROE COUNTY SHERIFF'S OFFICE
Title:
By:
Witness
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MONROE COUNTY SHERIFF'S'OFFICE
APPROVED AS TO FORM:
./ /( -/ /V--e--c' c' <---.r
~ MARK L. WilliS
GENERAL COUNSEL
DATE: 7/-2-/ /L&( Q
Monroe County Sheriffs Office - AMENDMENT (FIRST AMENDMENT) TO MOU UASI BOMB FY 2008
Page 2 of 2
Monroe
. County
Emergency
Managel'Dent
490 63rd St. Ocean
Suite 150
Marathon, FL 33050
Ph: 305-289-6018
Fax: 305-289-6333
MEMORANDUM
DATE:
12/09/2009
TO:
Kathy Peters
County Attorney Office
FROM:
Jose T ezanos
SUBJECT:
UASI FY08
City of Miami MOA
FDEM Agreement 1008-48-11-23-02-195
Hi Kathy, we are attaching four (4) original copies of the above subject for review
and approval by your office, OMS, and Risk Management. We would like to enter
this item in the January 2011\ 201 0 BOCC meeting. Please return copies to this
office.
Thank you for any assistance you may provide,
Jose
ATTACHMENT A
O"~N7 f?fCtl'r'E
2008 Uf\SI Regional Project Rankhl!d SWdoen~'YSK 111. "Pr;t"ILft
" vc l.,. I 7 ,~. 'I'
2008 SFUAWG Approved Regional Proj:;~tEl
Description of Project Budget f:inal Budget Cummulative ~ w
,5 0:
Submittal Q., 0
'u (J
CI) UJ
C
WebEOC Adminstration $ - $ 300,000 $ 300)000 EM 50
WebEOC Resource Typing $ - $ 239,600 $ 539,600 EM 47
Virtual Fusion Center - Two Intel Analysts for $ 280,000 $ 280,000 $ 819,600 LE 45
Broward and Palm Beach Countv
UASI Project Planning and Coordination - Sustain $ 637.536 $ 556,000 $ 1,375,600 EM 44
Project Office, -rraining Coordination,UAWG support,
etc.
Virtual Fusion Center - One [ntel Analysts and $ 280.000 $ 280,000 $ 1,655,600 LE 43
Project Manager (2 positions in Miami-Dade Police
Department)
Regional PT&E - Sustain regional planning) training $ 1,785,958 $ 1,000,000 $ 2,655,600 EM 40
and exercise proaram
Citizen Corps ~. Establish a regional Citizen Corps $ 375,000 $ 400,000 $ 3,055,600 EM 40
- . . _~.J .\.
Virtual Fusion Center - Information Systems and $ 120,000 $ 120,000 $ 3,175,600 LE 38
connectivity -Virtual Fusion Center (equipment for
each county)
Critical Infrastructure Coordinator (FDLE) $ 75.000 $ ..,. .75-;000 .,..$ 3,250,600 LE 38
t Reaional Planning Initiative $ 875,000 /./.. '." $' 3,250,600 EM 37
....,...
lED Capability Enhancement - Monroe County $ 2,167,051 $ - 350,000 -~~--$ 3,600,600 LE 34
'jV Bomb Squad equipment to enhance capabilities to ~~~ )
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prevent, detect, and respond to Improvised Explosive
Enhanced Emergency Response Vehicle (EERV) $ 1,500,000 LE 31
RDSTF Surveillance Equipment $ 167,500 LE 16
R-LEX - 2 Year R-LEX Maintenance (8S0 is $ 658,178 LE 6
recioient)
Risk Management - System for assessment and $ 670,000 EM 3
prioritization of critical infrastructure and threat on a
regional basis Ooint program with the Tampa,
Orlando and Jacksonville UASls)
South Florida Planning Conference $ 125,000 EM 2
Virtual Fusion Center - Metadata Planner + 0/05 $ 194,955 LE 0
State Fusion Centers.. Link fusion centers across the $ 380,000 EM 0
Preparedness Planning - Create preparedness $ 560,000 EM 0
planning networks and communities to integrate
citizens and the private sector with other key planning
efforts
Total $ 10,851,178 $ 3,600,600
T
page 1 of 1
BOARD OF COUNTY COM:MlSSIONERS
AGENDA ITEM SUMMARY
Meeting Date: January 20. 2010
Division: Emergency Services
~.1.0i
i
Bulk Item: Yes -X- No
Department: Emergency Management
Staff Contact Person: Jose Tezanos X6325
AGENDA ITEM WORDING: Approval of a Memorandum of Agreement with the City of Miami dated
September 30,2009 concerning an United S'tate$.Department of Homeland Security's Office ofOrants &
Training (00&1), through the State of Florida Division of Emergency Management (FDEM) sub-grant
(Agreement # 1008-48-11-23-02-195), and authorization for the County Administrator to execute any other
required documentation in relation to the application process.
ITEM BACKGROUND: The United States Department of Homeland Security's Office of Grants &, Training
(OO&T), through the State of Florida Division of Emergency Management (FDEM), has subgranted the Urban
Area Security Initiative (UASI) Grant Program, FY 2008, to the City of Miami, Miami-Dade and Monroe
Counties, and the City ofHiaIeah in the amount of$11,271,88.5.00. This program targets homeland security
funding to "high threat" urban areas in order to prevent, respond, and reco acts of terrorism
Monroe County is receiving $320,004.00 and it breaks down as folIo ; MeSO $201, 20.00 and MCEM
$118,284.00.
PREVIOUS RELEVANT DOCe ACTION: The UASI FYOS, FY06, and UASI FY07 were approved on the
March 15, 2006, May 11, 2007 and March 19, 2008 BOCC meeting respectively.
CONTRACT/AGREEMENT CHANGES: N/A
. .
STAFF RECOMMENDATIONS: It is appropriate to accept UASI FY08 Grant award. The Monroe County
Sheriff Office to provide the MCBOCC a MOU to apply for reimbursement of funds. A revenue fund to be
established by' OMB.
TOTAL COST: $ 320..004.00
BUDGETED: Yes
No ---X
COST TO COUNTY: NONE SOURCE OF FUNDS: UASI Grant
REVENUE PRODUCING: Yes_ No X AMOUNTPERMONTH_ Year_
APPROVED BY:
County Atty X- OMBlPurchasing ---X- Risk Managcment-X
DOCUMENTATION: Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 8/06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACTSUMlv1ARY
Contract with:
City of Miami
Contract
..". ....-.- ....
Effective Date:
Expiration Date:
101>8-48-11-23-02-195
November 20, 2009
May 31, 2011
Contract PurposeIDescription:
The United States Department of Homeland Security's Office of Grants & Training
(00&1), through the State of Florida Division of Emergency Management (IDEM),
has subgranted the Urban Area Security Initiative (UASI) Grant Program, FY 2008, to
the Ci ofMiam~ Miami-Dade and Monroe Counties and the Ci of Hialeah in the
of 11 620 600.00. onroe Coun is.., -vin 0 004.00 and it bJ
down as follows. Meso $201 720.00, and the MCEM $118,284.00. The MCBOCC will
need a MOU from the Me Sheriff Office. A revenue fund needs to be established.
Contract Manager: Irene Toner
(Name)
6065
(Ext. )
14
(Department/Stop #)
for BOCC meetin on
Jan. 20,2010
A endaDeadline: Jan. 5 2010
CONTRACT COSTS
Total Dollar Value of Contract: $ 320,004.00 Current Year Portion: $ 320,004.00
Budgeted? YesD No I8J Account Codes: 125-_-_-_-_
Grant: $ . 320,004.00 _-_-_-_-_
County Match: $ 0 _-_-_-_-_
ADDITIONAL COSTS
Estimated Ongoing Costs: $Qlyr For: N/A
(Not included in dollar value above) (eg. maintenan~ uti1iti~jaDitoJjal, salaries, etc.)
- ~ - -
--. ----. ---.-- ~
CONTRACT REVIEW
Changes Date Out
Date In Needed Reviewer
Division Director - YesDNoD
Risk Management - YesD NoD
O.MB./Purchasing - YesD NoD
County Attorney - YesD NoD
Comments:
(tit!, of miami
PEDRO G. HERNANDEZ
City Mm18ger
MAURICE L. KEMP
Fire Chief
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December 7, 2009
Jose Tezanos
Emergency Management Planner
Monroe County
490 63rd Street Ocean, #1 SO
Marathon, FL 33050
RE: Memorandum ofUnderstandin2 for VASI FY 2008
State Contract Number lODS-48-11-23..o2-19S
Dear Mr. Tezanos:
Please find enclosed the executed 2008 UASI agreement, its Resolution, as well as the
Memorandum of Agreement between the City of Miami and Monroe County, establishing the
parties' responsibilities in connection with the implementation and support of the Urban Area
Security Initiative Grant Project FY 2008 administered by the City of Miami's Department of
Fire-Rescue. Please process and sign and return (3) originals.
Should you have any questions concerning this submittal or require further information, please
contact me at (305) 416-5429 or kiordahl@miami~ov.com.
Sincerely,
.~~
Kristin . Jordahl
Project Coordinator
Miami Urban Area Security Initiative
City of Miami Department of Fire-Rescue
/lg
Enclosed
DEPARTI\IENT OF FlRE-RESCUElAdmbtistrntion
11 S 1 N.W. 7fh Street I Miami. F133136 1(305) 575-5216
MEMORANDUM OF AGREEMENT
FOR PARTICIPATING MIAMI UASI GRANT 2008 AGENCY
"Monroe County"
This Agreement is entered into this:?A""'- day of ~ ~ . 2009, by
and between the City of Miami, a municipal corporation of the State of Florida. (the
"Sponsoring Agency") ar)d Monroe County, (the "Participating Agency").
REelT ALS
WHEREAS, the U.S. Department of Homeland Security (USDHS) is providing
financial assistance to the Miami urban area in the amount $11.271.885 dollars through
the Urban Area Security Initiative (UASJ) Grant Program 2008; and
WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI
Grant Program 2008; and
WHEREAS. as the USDHS requires that the urban areas selected for funding
take a regional metropolitan area approach to the development and implementation of
the UASr Grant Program 2008 and involve core cities. core counties, contiguous
jurisdictions, mutual aid partners, and State agencies; and
WHEREAS. the 2008 Urban Area has been defined as the City of Miami, Miami-
Dade and Monroe Counties. and the City of Hialeah, and anticipates sub-granting a
portion of the UASf funds in accordance with the grant requirements; and
WHEREAS, the City Commission, by Resolution No. oq- 04/~ I
adopted on$,i. 10 cJ ~ '1 ' has authorized the City Manager to enter into this
J
Agreement with each participating agency on behalf of the City of Miami; and
WHEREAS. the Sponsoring Agency wishes to work with the participating
agencies through the Urban Area Working Group process to enhance Miami and its
surroundjng jurisdictions ability to respond to 'a terrorist threat or act.
L1161 fU!jIl OCj - ) 1 ~ /)
Page 1 of 10
NOW THEREFORE. in consideration of the foregoing, the parties hereto agree
as follow:
I. PURPOSE
A. This Agreement delineates responsibilities of the Sponsoring Agency and the
Participating Agencies for activities under the UASI Grant Program 2008 which was
made avaifable by the U.S. Department of Homeland Security and the- State of
Florida Division of Emergency Management (FDEM).
B. This Agreement 'serves as the Scope of Work between the Participating Agency and
the Sponsoring Agency.
II. SCOPE
A. The provisions of this Agreement apply to UASJ Grant Program 2008 activities to be
performed at the request of the federal government. provided at the option of the
Sponsoring Agency, and in conjunction with, preparation for, or in anticipation of, a
major disaster or emergency related to terrorism and or weapons of mass
destruction.
B. No provision in this Agreement limits the activities of the Urban Area Working Group
or its Sponsoring Agency in performing local and state functions.
III DEFINITIONS
A. Critical Infrastructure. Any system or asset that if attacked would result in
catastrophic Joss of fife and/or catastrophic economic loss management of
resources (including systems for classifying types of resources); qualifications and
certification; and the collection, tracking. and reporting of incident information and
incident resources.
Page 2 of 10
8. Core County. The county within whjch the core city ;s geographically located. The
core city is the City of Miami.
C. UASI Grant Program 2008. The UASI Grant Program 2008 reflects the intent of
Congress and the Administration to enhance and quantify the preparedness of the
nation to combat terrorism.
D. National Incident Management System (NIMS). This system will provide a
consistent nationwide approach for federal, state, and local governments to work
effectively and efficiently together to prepare for. respond to. and recover from
domestic incidents, regardless of cause, size, or complexity. To provide for
interoperability and compatibility among Federal. State, and local capabilities, the
NIMS will include a core set of concepts, principles, terminology, and technologies
covering the incident command system; m,-,Iti-agency coordination systems; unified
comma,nd; training; identification and
E. Urban Area Working Group (UAWG). The State Administrating Agency Point of
Contact {SAA POC} must work through the Mayor/CEOs from all other jurisdictions
within the defined urban area to identify POCs from these jurisdictions to serve on
the Urban Area Working Group. The Urban Area Working Group will be
responsible for coordinating development and implementation of all program
elements, including the urban area assessment, strategy development, and any
direct services that are delivered by the grant.
F. UASJ Grant Program 2008. This grant is .being provided to address the unique
equipment training, planning, and exercise needs of large high threat urban areas.
and program activities must involve coordination by the identified core city, core
county/countiest and the respective State Administrative Agency. Funding for the
UASJ Grant Program 2008 was appropriated by U.S. Congress and is authorized
by Public Law 108-11, the Emergency Wartime Supplemental Appropriations Act,
2003. The funding will provide assistance to build an enhanced and sustainable
capacity to prevent, respond to. and recover from threats or acts of terrorism for
the selected urban areas.
Page 3 ofl0
G. Urban Area. An urban area is limited to inclusion of jurisdictions contiguous to the
core city and county/counties. or with which the core city or county/counties have
estabUshed form~l. mutual aid agreements.
IV. SPONSORING AGENCY SHALL BE RESPONSIBLE FOR:
A. Providing an administrative department. which shall be the City of Miami Fire-
Rescue Department, authorized to carry out the herein agreed upon
responsibilities of the Sponsoring Agency.
B. Coordinating with named counties and cities, with the respective State
Administrative Agency. and with the FDEM and USDHS.
C. Conducting a comprehensive Urban Area Assessment, whlch will in turn guide the
development of an Urban Area Homeland Security Strategy.
D. Ensuring the participation of the following critical players in the assessment and
strategy' development process: law enforcement, emergency medical services,
emergency management, the fire service, hazardous materials, public works.
governmental administrative, public safety communications, healthcare and public
health .
E. Developing a comprehensive Urban Area Homeland Security Strategy and submit
to the SAA POCo
F. Complying with the requirements or statutory objectives of federal law.
G. Ensuring satisfactory progress toward the goals or objectives set forth in the grant
application.
H. Following grant agreement requirements and/or special conditions.
Page 4 of]O
I. Submitting required reports.
v. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR:
A. Providing an administrative departmentl which shall be the main liaison and partner
with the City of Miami Fire~Rescue Department, authorized to carry out the herein
agreed upon responsibilities of the Sponsoring Agency.
B. Developing sub-grants for municipalities within each county in accordance with UASI
Grant Program 2008 requirements. Participating Agencies and sub-grantees must
abid.e by the grant requirements including budget authorizations, required
accounting and reporting on fund usage. use of funds only for the intended purpose,
and tracking of federally funded assets.
c. Submitting monthly budget detail worksheets to the City of Miami on the progress of
direct purchases of equipment or services.
D. Complying with aU UASI Grant Program 2008 requirements.
E. Participating as a member of the Urban Area Working Group to include coordinating
with and assisting the City of Miami in conducting a comprehensive Urban Area
Assessment, which in turn will guide developmen1 of an Urban Area Homeland
Security Strategy.
F. Ensuring the participation of the following critical players in the assessment and
strategy development process: law enforcement, emergency medical services,
emergency management, the fire service, hazardous materials. public works,
governmental administrative, public safety communications. heaJthcare and pUblic
health .
G. Assisting the sponsoring agency in development of a comprehensive Urban Area
Homeland Security Strategy.
Page 5 of 10
H. Complying with the requirements or statutory objectives of federal law.
f. Ensuring satisfactory progress toward the goals or objectives set forth in the grant
application.
J. Following UASJ Grant Program 2008 agreement requirements and/or special
conditions.
K. Submitting required reports as prescribed by the Sponsoring Agency.
L. Maintaining an equipment inventory of UASI purchased items.
VI. THE SPONSORING AGENCY AND THE PARTICIPATING AGENCY AGREE:
A. That funding acquired and identified for the Urban Area Security Initiative will be
administered solely by the Sponsoring Agency.
B. The Participating Agencies will provide financial and performance reports to the
sponsoring agency in a timely fashion. The Sponsoring Agency will prepare
consolidated reports for submission to the State of Florida.
c. The Sponsoring Agency is not responsible for personnel salaries, benefits, workers
compensation or time related issues of the Participating Agency personnel.
D, Sponsorin,g Agency and Participating Agency are subdivisions as defined in Section
768.28, Florida Statutes, and each party agrees to be fully responsible for the
respective acts and omissions of its 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 may be applicable. Nothing herein shall be
construed as consent by a state agency or subdivision of the State of Florida to be
sued by third parties in any manner arising out of this Agreement or any other
contract.
Page 6 of 10
E. This is a reimbursement grant that requires the Participating Agencies to purchase,
receive. and pay invoices in full for equipment, services, and allowable personnel
costs PRIOR to submitting the same for reimbursement to the Sponsoring Agency.
VII. FINANCIA~ AGREEMENTS
A. Financial and Compliance Audit Report: Recipients that expend $300,000 or more of
Federal funds during their fiscal year are required to submit an organization-wide
financial and compliance audit report. The audit must be performed in "accordance
with the U.S. Genera' Accounting Office Government Auditing Standards and OMS
Circular A-133.
B. The Secretary of Homeland Security and the Comptroller General of the United
States shall have access to any books. documents, and records of recipients of
UASI Grant Program 2008 assistance for audit 8.r:td examination purposes. provided
that, in the opinion of the Secretary of Homeland Security or the Comptroller
General, these documents are related to the receipt or use of such assistance. The
grantee will also give the sponsoring agency or the Comptroller General, through
any authorized representative, access to and the right to examine aU records, books,
papers or documents related to the grant.
c. Financial Status Reports are due within 45 days after the end of each calendar
quarter. A~ report must be submitted for every quarter that the award is active,
including partial calendar quarters, as well as for periods where no grant activity
occurs.
D. Submit Categorical Assistance Progress Report to describe progress to date in
implementing the grant and its impact on homeland security in the state.
E. All financial commitments herein are made subject to the availabifity of funds and the
continued mutual agreements of the parties.
Page 7 of 10
vrll. CONDITIONS, AMENDMENTS, AND TERMINATION
A. The Participating Agency .wiU not illegally discriminate against any employee or
applicant for emp.royment on the grounds of race, color, religion, sex, age, or
national origin in fulfilling any and all obligations under this Agreement.
B. Any provision of this Agreement later found to be in conflict with Federal law or
regulation. or invalidated by a court of competent jurisdiction, shall be considered
inoperable and/or superseded by that law or regulation. Any provision found
inoperable is severable from this Agreement. and the remainder of the Agreement
shall remain in full force and effect.
c. This Agreement may be modified or amended only with the written agreement of
each of the parties.
D. This Agreement may be terminated by either party on thirty (30) days wrjtten notice
to the other party.
E. This Agreement shall be considered the full and complete agreement between the
undersigned parties. and shall supersede any prior Memorandum of Agreement
among the parties, written or oral. except for any executory obligations that have
not been fulfilled.
F. This Agreement may be executed in several parts. each of which shall be
considered a valid Agreement. provided that each of the parties to the Agreement
has executed at least one (1) original copy of the Agreement and has transmitted
copy of the signature page hereof to the other parties.
G. This Agreement will end on May 31. 2011, unless otherwise extended, at which
time the parties may agree to renew the association. Renewal will be based on
evaluation of the Sponsoring Agency's ability to conform to procedures, training
and equipment standards as prescribed by the grant.
Page 8 of 10
A lTEST:
SPONSORING AGENCY
THE CITY OF MIAMI. a municipal
Corporation of the State of Florida
By:~~~1a- 0- :?h~
Priscilla A. Thompso~ cr
City Clerk '1 .... 30 .- c) (
dez
BY:
. Pedro G. He
City Manager
APPROVED AS TO FORM AND
CORRECTNESS:
.- 0" ~
BY:
Julie o. Bru
City Attorney
LeeAnn Breh , Director
Risk Management
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PARTICIPATING AGENCY
"Monroe County"
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Name: DaDDY L. Kolhage, Clerk
..ae
Title:
,)a 0110
NAME: 'Svlvia J. Hur,phy
TITLE: Mayor/Chairman
Page 9 of 10
APPROVED AS TO FORM AND
CORRECTNESS:
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Page 10 of 10
GRANTEE;
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'" .....'.. . · ;:~ '. '. .' .;.' DIVISiO~ ()F\EJ)II~Rc;,~N.Cy MANAGelViENT . '.. .' ....., .
. '.' ,;; .::FINANCIALHISTORY REpOf{rJQlJ~TERL Y. st ATUS REPORT,
. .. .:: ;..:....~...;.<:.<:..fQ~""$.~.1:..ANP. ~.~. ~. .:. I
. .
.. .
. ~: .. . I~' . J '
(check the quarter of submission along with year)
QUARTERLY REPORTING DUE DATES
JANUARY 1 - MARCH 31 - Due no later than April 3D, _
APRIL 1 - JUNE 30 - Due no later than July 31, _
JULY 1 - SEPTEMBER 30 - Due no later than OCTOBER 31, _
OCTOBER 1 - DECEMBER 31 - Due no later than January 31, _
AGREEMENT #
i;f'!'~~mxi:Mg,?v'n:.\'qi:':',:;~;{r{riI;}~J~~;~~~~l~a~~l~~t~~.~~~l'/fI1~~Jg~1~~~~r4;';</
:::~ ~/~;:~::'~(: ~~;~({i~:~~t~g~~:~<;:~~9~ij(A W~::~/)~r .f;r.):/ ~ ;;:?=~~Yf){ ~'?f'-? rf~N~~~~.~'~.~~~~?~f':~
1. Planning Costs
2. Organizational Activities
(limited to 25% of the total UASI award)
3. Training Costs
4. Exercise Costs
5. Equipment Acquisition Costs
6. Management and Administration Costs
(limited to 3% of the total award)
7. TOTAL EXPENDITURES
TOTAL PAYMENTS PREVIOUSLY RECEIVED
I hereby certify. that the above costs are .true and valid costs incurred In accordance with the project agreement.
Signed
Contract Ma~8r or Financial Officer
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%'.<'<<, ~ " - , ..;; .' . ~l!&~~?'ll~:;~~l#fJ*,.ffi!;"i,,-~j?,f!Jf;;
Thls'lnfurmatJon must be clearly iinked 'to the project TlMELlNE. DELlVERABLES AND THE' SCOPE OF WORK~'~~" .--" ~ ~ .'
". Report eventsi.progress,' delays, etc. that pertain to this project
(Attach additional pages(s) if needed)
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Department of Homeland Security
2008 Urban Areas Security Initiative (UASI)
CONTRACTUAL FORMS and REQUIREMENTS
Quarterly Financial History Report! Status Report (Form 1 and Form 2):
1. These reports must be completed in full quarterly. These are required reports and must be submitted within 30 days of
the end of each report p$riod in order to be considered In compliance with the terms of the contract.
2. These reports are to include, but not be limited to, the work that has been completed, the work in progress and the timeline
of the work left to be completed. If any delays from the original timeline have occurred, specify the reason and revise the
completion time line.
3. If expenditures do not occur during a given report pertod. Forms 1 and 2 should be submitted with complete information clearly
linked to the project.
Reimbursement Request (Form 3), Detail of Claims (Form 4) and Budget Detail Worksheet (Form 48):
1 These forms are to be filed as needed. Complete Reimbursement Request by entering all information needed for
reimbursement.
2 The Detail of Claims form must accompany the Reimbursement Request form, along with the Budget detail
Worksheet.
3. The Reimbursement Request form must be signed by the contract manager or someone with equal authority.
Claims are to be submitted to the foJlowing address:
Close Out Report - (Form 5);
STATE OF FLORfDA
DIVISION OF EMERGENCY MANAGEMENT
BUREAU OF RESPONSE
DHS GRANTS UNIT - Attn: (Carolyn Washington)
2555 SHUMARD OAK BOULEVARD
TALLAHASSEE, FLORIDA 32399-2100
1. Close Out Reports are due as soon as the final payment has been made and all final expenditures have occurred.
2. The contract cannot be considered closed until the Close Out Report has been received.
Documentation of project expenditures:
1. Grantees must maintain documentation of expenditures for a minimum period of five years following the close of
project/program operations unless audits require a longer period of time.
2. Grantees should maintain a financial file with copies of back-up documentation for all paid project/program expenditures
made by the grantee during the grant period. Documentation of exoendftures aaainst the oroaram will be reviewed and
verified durina on-site monftorina visits or when neceSS8rv bv the OEM staff. Acceptable documentation includes copies
of purchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, journal transfers, etc. These
documents should be submitted when requesting reimbursement.
3. In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time
and attendance forms.
4. AU claims for reimbursement of expenditures must be submitted on the approved DCA financial reporting forms.
Claims not submitted on the crODer form cannot be orocessed and wfll be returned for corrections.
IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALL V, PLEASE NOTIFY YOUR CONTRACT MANAGER
. .' . :;; :~. STATE O.F..FLQRIDA' : .
. . . ...: DIVISION 9F EM~~~ENCY ~ANAGEMENT
....: :':.-':'. <:.--....':......::.::......i. REIMBURSEM'ENT'REQUEST . .....:
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Address Payment #
Phone #
Agreement # Agreement Amount
COSTS INCURRED DURING THE PERIOD OF:
I I
through
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;!'~.;'::(};:;::\.i!'~f~~'~~~~~;j~~ll"'tr' . .:.: :;I';,~. . .\. . . . '. . ,}::. . .....1 J L,j;:...... .r; . .' '. .~'. :.: .. ;:~'~',;'';':~:';:;'::'~~~I-~,~::~:.;:t.~..:J
...........~... . '. . ~ ~. ~ l~~__........ ~.....-J. -........ ... ,......... ~....~A. A...:................... ~ .... ..., _-.1~~.~.................... ...,.....4,1,-... .......16...... ...........~~~....a. .......J...-.I~-:.,---..-. .......-It.,..~,r.,......-....w-a.......,.,.-...............-..................... ..~'....
1. Planning Expenditures $
2. Organization Activities Expenditures $
(limited to 25% of the total UASI award)
3. Training Expenditures $
4. Exercise Expenditures $
5. Equipment Acquisition Expenditures $
6. Management and Administration Expenditures $
(limited to 3 % of the total award)
7. Total Expenditures $
I hereby certify that the above costs are true and valid costs incurred In accordance with the project agreement.
Signed
Contract Manager or Financial Officer
~~1~}~.~tltD'i~~1~~1~li(~ilii~11i~ttM:j};~;rJ41~j~~i.~~f~r@j)f~ltl~i[~1~1~1~~.
TO BE COMPLETED BY OEM STAFF
AGREEMENT AMOUNT
TOTAL AMOUNT TO BE PAID
PREVIOUS PAYMENT(S)
THIS PAYMENT
ON THIS INVOICE
REMAINING BALANCE
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:SrATe. Q'~ FLORIDA. ..' .'
DIVIS~ON OF EMERGENCY MANAGEMENT.
. . '. OETAIL Q~.C~I~S.~>F9R~.4B.:.. '.,:
THIS FORM IS BACKUP AND MUST ACCOMPANY THE REIMBURSEMENT REQUEST
AND DETAIL OF CLAIMS, FORM 4A
Public Education/Outreach
Develop and Implement homeland security support programs and adopt
ongoing DHS national initJatives
Develop and enhance plans and protocols
Develop or conduct assessments
Establish. enhance, or evaluate Citizen Corps-related volunteer programs
Hiring of full or part..time staff or contractors/consultants to assist with
planning actfviUes (not for the purpose of hiring public safety personneJ
fulfilling traditional pUblic safety duties)
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel/per diem related to plaming activities
Overtime and backfill costs - Payment of overtime expenses win be for
work perfonned by award (8AA) or sub-award employees in excess of the
established \VOrk week (usually 40 hours) related to the planning activities
for the development and Implementation of the programs under HSGP.
Other projects areas with prior approval from G& T
Overtime for information, Investigative. and Intelligence sharing activities
Reimbursement of select operational expenses associated with Increased
security measures at a1ticallnfrastructure sites. Incurred during time
periods of DHS-declared Code Orange or Yellow (limited to 100/0) or Code
Orange (IImfted to the remalnlng15%).
Funds may onJy be used in the following authorized categories:
· Backfill and overtime expenses for staffing state or local EOCs
· Hiring of contracted security for critical infraslrUcture sites
· PubIc safety overtime
· Natfonal Guard deployments to protect critical infrastructure sites
Increased border security activlpes in coordination with CSP.
Hiring of contractors/consultants for participation In
informationllntelJigence anarysls and sharing groups or intelligence fu~jon
center activities
Ii
Overtime and backfill funding for emergency preparedness and response
personnel attending G&T-sponsored and approved traJnIng classes.
Grantees may also use G& T grant funds to cover overtime and backfill
expenses for part-time and volunteer em ergency response personnel
participating in G&T training.
Training Workshops and Conferences -.
FuJI or Part-Time Staff or Contractors/Consultants
Travel
Supplies
Other items
ExercIse Planning Workshop - Grant funds may be used to plan and
conduct an Exercise PJanning Workshop to include ~sts relate~ to
planning. meeting space and other meeting costs. facilitation costs,
materlaJs and supplies, travel and exercise plan development.
Full or Part-Time Staff or Contractors/Consultants - Full or part-lime
staff may be hired to support exerclse-related activities. Payment of
salaries and fringe benefits must be in accordance with the poljcies of the
state or local unlt(5) of government and have the approval of the state or
the awarding agency. whichever Is applicable. The services of
contractors/consultants may also be procured to support the design.
development, conduct and evaluation of CBRNE exercises. The
applicant's fonnal written procurement poJJcy or the Federal Acquisition
Regulations (FAR) must be followed.
Overtime and backfill costs - Overtime and backfill costs associated
with the design. deveJopmenl and conduct of CBRNE exercises are
allowable expenses. Grantees may also use G&T grant funds to cover
overtime and backfitl expenses for part-time and volunteer emergency
response personnel participating in G& T exerdses.
Travel- Travel costs (i.e.. airfare. mileage. per diem. hotel. etc.) are
allowable as expenses by employees who are on travel status for official
business related to the planning and conduct of the exercise proJect(s}.
These costs must be in accordance with state law as highlighted in the
OJP Financial Guide. States must also follow state regulations regard;ng
travel. If a state or
territory does not have a travel policy they must follow federal guide6nes
and rates, as explained in the OJP Financial Guide. For further
information on federal law pertaining to travel costs please refer to
WItNJ.oio.usdoi.aovlfinauide06l.
Supplies - Supplies are items that are expended or consumed during the
course of the planning and conduct of the exerdse proJect(s) (e.g.,'
copyJng paper, gloves, tape, non-sterile masks, and dIsposable protective
equi ment'.
Other 'tems - These costs include the rental of spacellocations for
exercise planning and conduct. exercise signs, badges, etc.
'IL'..;Wth::11J;J.L,~(.tfJI;~;rif~f~
:..av.w:qu.....t:'\:.~_.., Ivn.-JSlY.'8.._un UI. ese,a uwcw e. UJ tnl..l..ca es,.....
:f;~~'Q..~~~~it~l4ft.i%ff.~~~t~il.(~t~~I~~~~1k1.~~itlf$.~~I~(~~~r?~f~~~~~~~{i~fllg
e.g., 1.12.2.1, Covers, Outer Footwear
;:;Q~~~~~tiM!~~~~~~~:~M!!!i9~p.OC~~~!i0Jrtj~~i~fiJ:;~;;h~~~rlf[;;;i~j~;fjfg~fj;lf;Y;({.iU{{tr.?f!1~q1.ir~~.:f~~;;J:;j:~ffit*s~~fJ1(i~~:
];ifj~iffi~il9~~~f9.~~~'$~~W&~)~Y(':i~}i;Kii]::~;!~;i;i;~f,f.;;;.~Y~?1:f.~It~~1.~~:;~~yn;:~S@ft.~1*~ifl~~~~~f;ltffli.~;f.f;R~:;~;;W;~!;';';!j~irf~!;fi(~!;1~1~:\'fR~
Cyber secUrity enhancement equIpment
.', Interoperable Cominunica~ons .equfp'ment
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;. M~~(supplfes: and fi.miteq: phann8.C8u6cals;..;:':i. :.:... .:,:
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::. PP~f~:~~ipm.~~t. :..;.;:.; :.'~):j~~:~;:~: ;:;.:.i~.~::::..:::: ;~; '~:'~..'~::':: t: ~~/.;::':.:::;:.;"~i. ~..'~';/ ~:.~~ :r..~\." ::}: ~:.:. :;i.~.: /"::.:~;..:~:..:.: ::~\;,': .~
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;;~gj~!Jrii~~.s.~:'#ilI~~ ;.f:'J/;/?>~\':: .;;)(> :.:;i'}\', .' ':;:fi\. ":;;.,:~;~ ..... . .,' '~:0.:\. .;: ,. 'j.:"';' .. 'j' \.., :(~iT;(:);;
i.:lf:~~:.!~.~w.~p'~~~~~~i;lm;ijt~Wl/;~Nn];:N;':';{;~i~~}~;~V;;{,ih;:::~:~,:at;;}:.~~;i1d;;~~;f~{;M~{.;;:{"n:'~;i{)~;;~iitjti;~'%il@~~~~j~&itt;;
;~~U~~~~j~~m~~0~W~0~~~~
'.:~;ii)~~~::~~~:;.~~~i~g':~~(e@~';:::;:.};~::;'~.~'~ r..;;\:~::;';< ',; ?:; ;.....;.. .'; ". ;';:' '.j'; :::::.; <(~ 1 :.:'~ :.!: ',:':. ":J. """:".
!. ".
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,':.:.' ,... '. \ i '.::';:'; l;:::.: .~.;;~/
:~~I~i@.ii~fR~~~mt;'R~w,*tt'.~@"~ijI~~~h~4b.i~~~~;~.~;;::':':;.;:~ 'i;::~,:;;:Y,::;lr;:'\'.!::~~;" ;:;;~:;':?: ;';3:):\;~~;ln.';:::}}iJ~:t :',:;'
?iGij~~~_t;~~~\7~~~;)J.:$:lf:~;.!!jgf:1;;;~!:r~;nnfi~:';;~\~1.i.T.';:'~;~'0}'f,:t-;Wrl~K~~i;~U~'JIi:.~~:j~{1F~Tirf~;:~')~?~;;t?:J.;~?;iiB~jPJ~i;i~Wf,i;i#.i~
. caRNE Aviation Equipment
CBRNE logistical support equipment
Intervention equipment
Other authorized equIpment costs (Include any construction or renovation
costs in this category; Written approval must be provided by G & T prior to
the use of any FY 2006 UASJ funds for construction or renovation)
Personnel
Up to 15% of programmatlc spendIng may be used to support the hiring of
fuJJ or Dart-time staff to conduct eligible programmatic activities
Eligible Management and Administration Costs
HIring of full-time or part-tIme staff or contractors/consultants:
· To assfst with the management of FY06 HSGP.
· To assist 'Nfth design, requirements, and Implementation of FY06
HSGP.
· To assist with the implementation and administration of the State
Homeland Securfty Strategy, as It may relate to the individual grant
Droaram.
HIring of full-tIme or part-time staff or contractors/consultants and
expenses related to:
· HSGP application submission management activities and application
requirements.
· Meeting compliance with reporting/data collection requirements,
indudina data calls.
Development of operatIng plans for Information collection and
processing necessatv to respond to DHS/G & T data caUs.
Overtime and backfill costs - Payment of overtime expenses will be for
work performed bv award (8AA) or sub-award employees In excess of the
established work week (usually 40 hours) related to the M&A activities for
the development and Implementation of the programs under HSGP.
These costs are allowed only to the extent the payment for such services
is in accordance with the policies of the state or local unlt(s). of
government and has the approval of the state or the awarding agency,
whichever;s applicable. In no case is dual compensation allowable. That
is, an employee of a unit of government may not receive compensation
from their unit or agency of govemment AND from an award for a single
period of time (e.g.. 1:00 pm to 5:00 pm), even though such work may
benefit both activities. Fringe benefits on overtime hours are limited to
Federal Insurance Contributions Act (FICA), Workers' Compensation and
UnemploYment Compensation.
Travel expenses
Meeting-related expenses (For a complete list of allowable meeting-
related expenses, please review the OJP Financial Guide at
httD:llvNNi. OlD. usdoJ.aov/FinGuide).
Acquisition of authorized office equipment, including personal
computers, laptop computers. printers, LCD projectors, and other
equipment or software YJhlch may be requJred to support the
Implementation of the homeland security strategy.
The following are allowable only within the contract period:
. Recurring fees/charges associated with certain equipm ant such ~s cen
phones, faxes, etc.
. leasing and/orrenting of space for newly hired personnel to administer
orograms within FY06 UASI.
TOTAl
. .
.
.
, .;":",' ">:::ST ATe O~ FJ,..ORIDA .. . ,,<: ;....
::.:..::......, ':::OiVISION ..O.F EivI.ERGENCY.MANAGEMENT;. ~:::'.. .,. ... .
H>"" -':::'255S:SHUMARtfdAki3oULEVARO;H;'," . .....; .' """ 'I'. '.
":': '. ':;;" : <:,':: . . TALLAHASsEE "FlomDA'.32399-2100' '. .'~', ':";,\;;,<'H"':''',.
-~j~~~--; ~~~j';~~~*
This Form Should Be Completed And Submitted To The Department No
Later Than Sixty (60) Days After The Tennination Date Of The Agreement
I .
GRANTEE AGREEMENT ##
ADDRESS AGREEMENT AMOUNT .
CITY AND STATE AGREEMENT PERIOD
i~{;,:~jiii.:i..J;f.;-(iri~;{;::~~~:;,W;:;;V~~;;.;:;;Hi'!}r{i;~@~iJ: !'fri, j:,~~::)~~;~ii;~;~*Jr
.,' ..' , I " ..... .COST.CATEGORIES., ......... .,. .'.1.11.', :':'-EXPENDITURES:..
1 Planning Costs
2. Organlzatlona' Activities
(limited to 25% of the total UASI award)
3. Training Costs
4. exercise Costs
5. Eauipment ACQulsltJon Costs
6 Management and Administration Costs
(limited to 3% of total UASI award)
7. TOTAL EXPENDITURES
:\i.J:{l;:~~\~j%~~fI'i~~~~~!:~;;~ii'i~~!,~t;:;
1.
2..
3.
4.
5.
6.
7. TOTAL
Total Funds Received From
The Division of Emergency Management
Agreement (column 4. Line 7)
Less Total Grant Award expenditures
(Col. 2, Line 7)
Refund Due to State?
Yes
No
Equal Balance of Agreement Owed to DEM
If Yes, Refund Check Enclosed?
Ves
No
I hereby certify that the above colts are true and valid
costs Incurred In accordance wtth the project Agreement,
and that the matching funds, In.klnd or cash, were utinzed
towar~ the project in this Agreement
If No, Enter Date Refund will be submitted
Refund and/or final interest check are due no Jater than
ninety (90) days after the expiration date of the Agreement
Make Check Payable to:
Cashier
Department of Community Affairs
Signed
Contract Manager or Financial Officer
Date
Mail to:
Department of Community Affairs
Division of Emergency Management
2555 Shumard Oaks Boulevard
Tallahassee, Florida 32399-2100
Contract Number: 1005-48-11-23-02-195
CFDA Number: 97.067
FEDERALLY-FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered Into by the State of Florida. Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the tlDivision"). and the City of Miami.
(hereinafter referred to as the "Recipient").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOllOWING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to
provide the services identified herein; and
S,. The Division has received these grant funds from the State of FJorida, and has the authority to
subgrant these funds to the Recipient upon the terms and conditions below; and
Co. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Recipient agree to the following:
(1) SCOPE OF WORK.
The Recipient shall perform the work in' accordance with the Budget and Scope of Work,
Attachment A of this Agreement.
(2) INCORPORATION OF LAWS. RULES. REGULATIONS AND POLICIES
The Recipient and the Division shall be governed by applicable State and Federal laws,
rules and regulations, including those identified in Attachment B.
(3) PERIOD OF AGREEMENT.
This Agreement shall begin upon execution by both parties, and shall end 30 months
after the date of execution, but no later than May 31 , 2011, unless terminated earner in accordance with
the provisions of Paragraph (12) of this Agreement.
(4) MODIFICATION OF CONTRACT
. . ... .. - . . . ..
. .' .
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(5) RECORDKEEPING
(a) As applicableJ Recipient's performance under this Agreement shall be subject to the
federal Common Rule: Uniform Administrative Requirements for State anq Local Governments" (53
Federal Register 8034) or OM8 Circular No. A-110, "Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMS Circular No. A-87. "Cost
Principles for State and Local Governments," OMB Circular No. A-21, "Cost PrincipJes for Educational
1
Institutions'-' or OMS Circular No. A-122. ItCost Principles for Nonprofit Organizations.1f If this Agreement
is made with a commercial (for-profit) organization on a cost-re~mbursement basis, the Recipient shall be
subject to Federal Acquisition Regulations 31.2 and 931.2.
(b) The Recipient shaJJ retain sufficient records to show its compliance with the terms of
this Agreement, and the compliance of all subcontractors or consultants paJd from funds under this
. . .
Agreement for a period of five years from the date the audit report is issued. and shall allow the Division
or its designee, the. State Chief Financial Officer or the State Auditor General access to the records upon
request The Recipient shan ensure that audit working papers are available to them upon request for a
period of five years from the date the audit report is Issued, unless extended in writing by the Division.
The five year period may be extended for the farrowing exceptions:
1. If any litigation, claim or audit is started before the five year period expires,
and extends beyond the five year period. the records shall be retained until all litigation. claims or audit
findings involving th e records have been resolved.
2. Records for the disposition of non..expendable personal property valued at
$5.000 or more at the time it is acquired shall be retained for five years after final disposition.
3. Records relating to real property acquired shall be retained for five years after
the closing on the transfer of title.
(e) The Recipient shall maintain aU records for the Recipient and for aU subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to detennine compliance with the requirements and objectives of the Budget
and Scope of Work .. Attachment A - and alJ other applicabJe laws and regulations.
(d) The Recipient. its employees or agents, including all subcontractors or consultants to
be paid from fu nds provided under this Agreement. shall allow access to its records at reasonable times
to the Division. ;ts employees. and agents. "Reasonable" shall ordinarily mean during normar business
hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shan include, but not be
limited to, auditors retained by the Division.
(6) AUDIT REQUIREMENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement
(b) These records shan be available at reasonabre times for inspection. review, or audit
by state personneJ and other personnel authorized by the Department or the Division. "Reasonable" shaff
ordinarily mean normal business hours of 8:00 a.m. to 5:00 p.m., locar time, Monday through Fri.day.
(c) The Recipient shalf provide the Department with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
2
Cd) If the Recipient is a State or local government or a non-profit organization as defined
in OMS Circular A-133. as revised, and in the event that the Recipient expends $500,000 or more in
Federal awards in its fiscal year, the Recipient must have a single or program-specific audit conducted in
accordance with the provisions of OMS Circular A-133, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awa~~ed through the Division by this Agreement. In determining the Federaf
awards expended in Its fiscal year. the Recipient shall consider all sources of Federal awards, inclu~ing
Federal resources received from the Division. The" "determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMS Circular A...133. as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMS Circular .A-133, as revised. wur meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the-Recipient
shalf fulfill the requirements for auditee responsibilities as provided in Subpart C of OM8 Circular A-133.
as revised.
Jf the Recipient expends less than $500,000 in Federal awards in its fiscar year. an audit
conducted in accordance with the provisions of OMS Circular A-133. as revised, is not required. In the
event that the Recipient expends less than $500,000 In Federal awards in its fiscal year and chooses to
have an audit conducted in accordance with the provisions of OMS Circular A-133. as revised. the cost of
the audit must be paid from non-Federal funds.
(e) Send copies of reporting packages for audits conducted in accordance with OMS
Circular A-133, as revised. and required by subparagraph Cd) above, when required by Section ..320 (d).
OMS Circurar A-133, as revised. by or on behalf of the Recipient to:
The Division at each of the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
[also send an electronic copy to aurflla.parrish@dca.state.fI.us]
and
Division of Emergency Management
eur~~u. of Respon$e
2555 Shumard Oak Boulevard
Tallahassee. Florida 32399-2100
The Federal Audit Clearinghouse designated in OMS Circular A-133, as revised (submit the number of
copies required by Sections .320(d)(1) and (2), OMS Circular A-133. as revised). at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10" Street
JeffersonviUe. IN 47132
3
Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and (f). OMS
Circular A-133. as revised.
(f) Pursuant to Section .320 (f). OMS Circular A-133, as revised, the Recipient shall send
a copy of the reporting package described in Section .320 (c), OMS Circular A-133, as revised, and any
management letter issued by the auditor, to the Division at the following addresses:
Department of Community Affairs
Office of .Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
[also send an electronic copy to aurllla.parrlsh@dca.state.fI.us)
and
Division of Emergency Management
Bureau of Response
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399...2100
(g) By the date due. send any reports, management letter, or other information required
to be submitted to the DivisIon pursuant to this Agreement in accordance with OMS Circular A-133.
Florida Statutes. and Chapters 10.550 (local governmental entIties) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor Genera', as applicable.
(h) Recipients should state the date that the reporting package was del.ivered to the
Recipient when submitting financial reporting packages to the Division for audits done In accordance with
OMS Circufar A....133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for..profit
organizations). :Rures of the Auditor General,
(i) If the audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement. the Recipient shall be heJd liable for reimbursement to
the Division .of all funds no~ spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non-compJiance.
0) The Recipient shall have all audits completed by an independent certified pUblic
accountant (IPA), either a certified pUblic accountant or a public accountant licensed under Chapter 473.
Fla. Stat The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Division no later than nine months from the end of the Recipienfs fiscal
year.
(7) REPORTS
(a) The Recipient shall provide the Division with quarterJy reports and a close--out report.
These reports shall include the current status and progress by the Recipient and alJ subrecipients and
subcontractors in completing the work described in the Scope of Work and the expenditure of funds under
this Agreement, in addition to any other information requested by the Division.
4
(b) Quarterly reports are due to the Oivjsion no later than 30 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative close-
out report. The ending dates for each quarter of the program year are March 31, June 30, September 30
and December 31.
(e) The clpse-out report is due 60 days after termination of this Agreement or 60 days
after completion of the activities contained in this Agreement, whichever first occurs.
(d) If all required reports and copies are not sent to the Division or are not completed in a
manner acceptabJe to the Division. the Division may withhold further payments until they are completed or
may fake other action as stated in Paragraph (11) REMEDIES. "Acceptable to the DIvision" means that
the work product was completed in accordance with the Budget and Scope of Work.
(e) The Recipient shall provide additional program updates or Information that may be
required by the Division.
(8) MONITORING.
The Recipient shall monitor Its performance under this Agreemen~ as well as that of its
subcontractors and/or consultants who are paid from funds provided under this Agreemen~ to ensure that
time schedules are being me~ the Schedule of Deliverables and Scope of Work are being accompUshed
within the specified time periods, and other performance goars are being achieved. A review shall be
done for each function' or activity 'in Attachment A to this Agreemen~ and reported in the quarterly report
, .
In addition to reviews of audits conducted in accordance with paragraph (6) above. monitoring
procedures ,may include, but not be limited to, on-site visits by Division staff, limited scope audits, and/or
other procedures. The Recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the DivisIon. In the event that the Division or the
Department determin~ that a limited scope audit of the Recipient is appropriate, the Recipient agrees to
compry with any additional instructions provided by the Division or the Department to the Recipient
regarding such audit The Recipient further agrees to comply and coopera~e with any inspections.
reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or Auditor
General. In addition, the Division wm monitor the perfonnance and financial management by the
Recipient throughout the contract term to ensure timely completion of all tasks.
(9) LIABiliTY
fa) Unless Recipient Is a Stale agency or subdivisIon, as defined in Section 768.28. Fla.
Stat. the Recipient is solely responsible to parties it deals with in carrying out the terms of this
Agreement, and shall hold the Division harmless against all claims of whatever nature by third parties
arising from the work performance under this Agreement For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division, but is an independent contractor.
(b) Any RecipIent which is a state agency or subdivision. as defined in Section 768.28,
Fla. Stat.. agrees to be fully responsible for its negligent or tortious acts or omissions which result in
5
claims or suits against the Division, and agrees to be liable for any damages proximately caused by the
acts or omIssions to the extent set forth In Section 768.28, Fla. Stat. Nothing here;n is intended to serve
as a waiver of sovereign immunity by any Reclp;ent to which sovereign immunity applies. Nothing herein
shan be construed as consent by a state agency or subdivision of the State of Florida to be sued by third
parties in any matter arisin.~ out of any. contract.
(10) DEFAULT.
If any of the following events occur ("Events of DefauJr'). aU obligations on the part of the
Division to make further payment of funds shall. if the DIVision elects, terminate and the Division has the
option to exercise any of its remedies set forth In Paragraph (11). However. the Division may make
payments or partial payments after any Events of Defaurt without waiving the right to exercise such
remedies. and without becoming liable to make any further payment:
(a) If any warranty or representation made by the Recipient in this Agreement or any
previous agreement with the DivisIon is or becomes false or misleading in any respect, or if the Recipient
falls to keep or perform any of the obligations, tenns or covenants In this Agreement or any previous
agreement with the Division and has not cured them in timely fashion, or ;s unable or unwilling to meet ;ts
obligations under this Agreement;
(b) If material adverse changes occur in the financial condition of the Recip;ent at any
time during the term of this Agreement and the Recipient faUs to cure this adverse change within thirty
days from the date written notice is sent by the Division.
(c) If any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient infonnation;
(d) If the Recipient has failed to perform and complete on time any of its obligations
under this Agreement
(11) REMEDIES.
If an Event of Default occurs. then the Division may. after thirty carendar days written
notice to the Recipient and upon the Reciplenfs fanure to cure within those thirty days, exercise anyone
or more of the following remedies. either concurrently or consecutivery:
(a) Terminate this Agreemen~ provided that the Recipient is given at feast thirty days
prior written notice of the tennination. The notice shall be effective when placed in the Unfted States. first
class mail, postage prepafd, by registered or certified mall-return receipt requested, to the address in
paragraph (13) herein;
(b) Begin an appropriate legal or equitable action to enforce performance of this
Agreement; .
(c) Withhold or suspend payment of all or any part of a request for payment.
(d) Require that the Recipient refund to the Division any monies used for ineligible
purposes under the lawsJ rules and regulations governing the use of these funds.
6
(e) Exercise any corrective or remedial actions, to include but not be limited to:
1. request additional information from the Recipient to determine the reasons for
or the extent of non-compliance or lack of perfonnance.
2. issue a written warning to advise that more serious measures may be taken jf
the situatrQr:-t is not corrected,
3. advise the Recipient to suspend. discontinue or refrain from incurring costs for
any activities in question or
4. require the Recipient to reimburse the Division for the amount of costs Incurred
for any items determined to be ineligible;
(f) Exercise any other rights or remedies which may be available under
law.
(g) Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at law or in equity. Jfthe Division waives any right or remedy in
this Agreement or fails to insist on strict performance by the Recipient, it will not affect. extend or waive
any other right or remedy of the DivIsion, or affect the later exercise of the same right or remedy by the
Division for any other default by the Recipient
(12) TERMINATION.
(a) The Division may terminate this Agreement for cause after thirty days written notice.
. f .
Cause can include misuse of funds. fraud. lack of compliance with applicable rules. laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document. paper.
letter, or other material subject to disclosure under Chapter 119. Fla. Stat., as amended.
(b) The Division may terminate this Agreement for convenience or when it determines, in
its sole discretion that continuing the Agreement would not produce beneficial results in Une with the
further expenditure of funds, by providing the Recipient with thirty calendar days prior written notice.
(c) The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement
(d) In the event that this Agreement is tenninated, the Recipient will not incur new
obDgations for the terminate.d portion of the Agreement after the' Ractpient has received the notifj~tfon of
termination. The Recipient will cancel ~s ~any outstanding obligations as possible. Costs incurred after
receipt of the termination notice wiIJ be disallowed. The Recipient shall not be relieved of liability to the
Division because of any breach of Agreement by the RecIpient. The Division may, to the extent
authorized by law, withhold payments to the Recipient for the purpose of set--off until the exact amount of
damages due the DivJsion from the Recipient is determined.
7
(13) NOTICE AND.CONTACT.
(a) All notices provided under or pursuant to this Agreement shalf be in writing I either by
hand delive,ry, or first class. certified mail, return receipt requested. to the representative named below. at
the address below, and this notification attached to the original of this Agreement
(b) The n~me and address of the Division contract manager for this Agreement is:
Carolyn Washington, Community Assistance Consultant
Division of Emergency Management
Bureau of Response
2555 Shumard Oak BouJevard
T arlahassee. Florida 32399-2100
Telephone: (850) 410-1271
Fax: (850) 488-7842
. Email: carolvn.washinaton@em.mvtlorida.com
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is=
. RegInald KDuren, Assistant Chief
1151 NW 7th Street. 3nf FJoor
Miami, Florida 33136
Telephone: 305-416-5402
Fax: 305-416-5444
Emaif: RDuren@miamfgov.com
(d) In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the name, title and address of the new representative
will be provided as outlined in (13}(a) above.
(14) 1;UBCONTRACTS
If the F~ecipient subcontracts any of the work req uired under this, Agreemen~ a copy of the
unsigned suoo:>ntract must be forwarded to the Division for review and approval before it is executed by
the Recipient. The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by
the terms of th~s Agreemen~ (ii) the subcontractor js bound by all applicable state and federal laws and
regulations, and (ill) the subcontractor shall hold the DivIsion and Recipient harmless against alJ claims of
whatever natun:J arising out of the subcontractor's pedormance of work under this Agreement, to the
extent allowed and required by law. The Recipient shall document in the quarterly report the
subcontractors progress in performing its work under thIs Agreement.
For each subcontract. the Recipient shall provide a written statement to the Division as to
whether that subcontractor is a minority vendor. as defined In Section 288.703, Fla. Stat
(15) TERMS AND CONDITIONS
This ,Agreement contains aU the terms and conditions agreed upon by the parties.
8
(1€i) ATfACHMENTS
(a) AU attachments to this Agreement are incorporated as if set out fully.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments. the language of the attachments shaH contror, but only to the extent of
the conflict lor inconsistency.
(e) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
Attachment A - Budget and Scope of Work
Attachment B - Program Statutes and Regulations
Attachment C -. Justification of Advance
Attachment 0 - Warranties and Representations
Attachment E - Certification Regarding Debarment
Attachment F - Statement of Assurances
(17) FUNDING/CONSIDERATION
(a) This is a cost-reimbursement Agreement The Recipient shan be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to exceed
$11,271,885, subject to the availability of funds.
(b) Any advance payment under this Agreement is subject to Section 216.181 (16).
Fls.Sfat. and is contingent upon the Recipient's acceptance of the rights of the Division under Paragraph
(12)(b) of this Agreement The amount which may be advanced may not exceed the expected cash
needs of the Hecipient within the first three months of the contract term. For a federally funded contractJ
any advance payment is also subject to federal OMS Circulars A-87J A-110, A-122 and the Cash
Management jrmprovement Act of 1990. If an advance payment is requested below, the budget data on
which the request is based and a justification statement shall be included in fhis Agreement as
Attachment C. Attachment C will specify the amount of advance payment needed and provide an
explanation of the necessity for and proposed use of these funds.
An advance payment of $_X_ is requested
(c) After the Initial advance, If any. payment shall be made on a reimbursement basis as
'. .
needed. The RecJpie~t agrees to exPend funds in accordance with the Budget and Scope of Work.
AttachmenJ A of thls Agreement
If the necessary funds are not available to fund this Agreement as a result of action by the United
States CongresiS. the federal Office of Management and Budgeting. the state Chief Financial Officer or
under subparagraph (20)(h) of this Agreement. all obligations on the part of the Division to make any
further payment of funds shall terminate. and the Recipient shalf submit Its closeout report within thirty
days of recefving notice from the Division.
9
(18) REPAY~~~~S
All refunds or repayments due to the Division under this Agreement are to be made payable to
the order of "Department of Community Affairs" and maned directly to the following address:
Department of Community Affairs
Cashier
Finance and" Accounting
2555 Shumard Oak Boulevard
Tallahassee Fl32399-210D
In accordance with Section 215.34(2). Fla. Stat., if a check or other draft is returned to the Division for
cofJection, RecIpient shall pay the Division a service fee of $15.00 or 5% of the face amount of the
returned check or draft, whichever is greater.
(19) MANDATED CONOfTIONS
(e) The validity of this Agreement is subject to the truth and accuracy of all the
infonnation, n9presentations. and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials is incorporated by
reference. The inaccur~cy of the submissions or any material changes shall. at the option of the Division
and with thirty days written notice to the Recipient. cause the termination of this Agreement and the
release of the Division from all its obligations to the Recipient., .
(b) This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of thi!; Agreement
(c) Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement
(d) This Agreement may be executed in any number of counterparts, anyone of which
may be taken as an original.
(e) The Recipient ~9rees to comply with the Americans With Disabilities Act (Pubfic
Law 101-336. 4:2 U.S.C. Section 12101 ~t which prohibits discrimination by pUblic and private
entitles on the basis of disability in employment. public accommodations, transportation. State and local
government services, and telecommunications.
(f) Those who have been placed on the convicted vendor list following a conviction
for a public entj~( crime or on the discriminatorv vendor list may not subm it a bid on a contract to provide
any goods or selvices to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair ~f a public building or pubUc work, may not submit bids on leases of real property to
a pUblic entity, mlay not be awarded or perform work as a contractor, supplier, subcontractor. or
10
consultant under a contract with a public entity, and may not transact business with any. pubJic entity in
excess of $25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list
or on the di:;crlminatory vendor Jist.
(g) Any Recipient which is not a Jocal government or state agency. and whjch
receives funds under this A.greement from the federal government, certifies, to the best of its knowledge
and belief, that it and its principals:
1. are not presently debarred. suspended, proposed for debannent, decJared
inengible. or voluntarily excluded from covered transactions by a federal department or agency;
2. have not. within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for fraud or.a criminal offense in connection, with obtaining,
attempt;ng to. obtain, or performing a pubUc (federa'1 state or local) transaction or contract under public
transaction; viofation of federal or state antitrust statutes or commission of embezzlement. theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
3. are not presently indicted or otherwise criminally or civiUy charged by a
governmentall entity (federal, state or local) with commission of any offenses enumerated in paragraph
19(9)2. of thiSi certification; and
4. have not wjthin a five-year period preceding this Agreement had one or more
public transac.tions (federal, state or local) terminated for cause or default
If the Recipient is unable to certify to any of the stateinents In this certification, then the Recipient
shall attach an explanation to this Agreement
In addftlon, the RecIpIent shall send to the Division (by email or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility A.~~ Voluntary
Exclusion" (A.ttachment E) for each Intended subcontractor which Recipient plans to fund under
this Agreement The form must be received by the Division before the Recipient enters into a
contract with any subcontractor.
(h) The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the legislature, and SUbject to any modification in
accordance with Chapter 216, Fla. Stat or the Florida Constitution.
(0 All bUrs for" fees or other compensation for services or expenses shan be submftted in
detail sufficient for a proper preaudit and postaudlt thereof.
U> Any bills for travel expenses shaff be submitted in accordance with Section 112.061.
Fla. Stat.
(k) The Division reserves the right to unilaterally cancel this Agreement if the Recipient
refuses to allow public access to all documents, papers, letters or other material subject to the provisions
of Chapter 119, Fla. Stat., whjch the Recipient created or received under this Agreement
11
: (I) .If the Recipient is allowed to temporarily invest any advances of funds under this
Agreemen~. any. interest income shall either be returned to the Division or be applied against the
Division's obligation to pay the contract amount
(m) The State of Florida will not intentionally award publicly-funded contracts to any
contractor ~fho knowingly $,mploys unauthorIzed alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A{e) of the Immigration and Nationality Act
(II'NA.)J. The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 2'74A(e) of the INA. Such violation by the Recipient of the employment provisions contained in
Section 274Ja.(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division,
(n) The Recipient is subject to Florida's Govemment in the Sunshine Law (Section
286.011. Fla,~ with respect to the meetings of the Recipienfs governing board or the meetings of
any subcomrnlttee making recommendations to the governing board. All of these meetings shall be
publicly noticed. open to the pubflc. and the minutes of all the meetings shall be public records. available
to the public i~n accordance with Chapter 119, Fla. Stat.
{a} AJI unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U.S,.C. 10a, unJess it would. not be in the public interest or unreasonable in cost
(20) LOBBYING PROHIBITION
(a) No funds or other resources received from the DiVision under this Agreement may be used
directly or indirectly to influence legislation or any other official action by the Florida legislature or any
state agency.
(b) The Recipient certifies, by its signature to this Agreement, that to the best of his or
her knowledge! and belief:
1, No Federal appropriated funds have been paid or will be paid. by or on behalf
of the Recipient, to any person for Influencing or attempting to influence an officer or employee of any
agency. a Member of Congress, an officer or employee of Congress. or an employee of a Member of
Congress in cOlnnection with the awarding of any Federal contract, the making of any Federal grant. the
making of any lFederalloan, the entering into of any cooperatJve agreement, and the extension,
continuation, ~enewaJ, amendment or modification of any Federal contract, grant loan or cooperative
agreement.
2, If any funds other than Federal appropriated funds have been paid or will be
paid to any pen;on for influencing or attempting to influence an officer or employee of any agency I a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant. Joan or cooperative agreement. the Recipient shall complete
and submit Standard Form-LLL. "Disclosure Form to Report Lobbying.1I
12
3. The Recipient shall require that this certification. be. incl~.ded tn the award
documents for aU subawards(lncluding subcontracts, subgrants. and contracts under grants, loans. and
cooperative agreements) and that all subrecipients shall certify and discrose.
This certification is a material representation of fact upon which reJiance was placed
when this transaction was .'!Iade or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352. Title 31. U.S. Code. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100.000 for each such failure.
(21) COPYRIGHT. PATENT AND TRADEMARK
ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMA.NCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA.
ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE
OF THIS AG.REEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF
FLORIDA.
(a) If the Recipient has a pre-existing patent or copyright, the Recipient shall retain all
rights and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise.
(b) If any discovery or Invention is developed in the course of or as a result of work or
services perfctnned under this Agreement. or in any way connected with it. the Recipient shan refer the
discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the perfonnance of this
Agreement an! reserved to the State of FJorida. If any books, manuals, firms. or other copyrightable
material are produced. the Recipjent shall notify the Division. Any copyrights accruing under or in
connection with the performance under thjs Agreement are transferred by the RecJpjent to the State of
Florida.
(e) Within thirty days of execution of this Agreement, the Recipient shan disclose aU
inteUectua"J properties relating to the performance of this Agreement which he or she knows or should
know could giv,e rise tc? a patent or copyright The Recipient shall retain all rights and entitlements to any
pre..existing InterJectuaf property which Is disclosed. Failure to disclose wlll indicate that no such property
. exists. The OMsion shall then. under Paragraph (b). have the right to aU patents and copyrights which
accrue during perfonnance of the Agreement
13
'. (22) LEGAL AUTHORIZATION.
. . The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that Irs governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of f1.l~s Agreement
(23) ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment F.
S WHEREOF, the parties hereto have executed this Agreement.
RECIPIENT: .
STATE OF Fl.ORlDA
OrvlSfON OF EMERGENCY MANGEMENT
I
Date:
/ I ) 7-0 / O~
I '
14
"Urban Area Securitv Initiative ("VAS!") Grant Proeram 2008 & Memoranda of
A2reements"
ATTEST:
~~.~
Priscilla A. Thompson f - 36 -0 Q
City Clerk l
APPROVED AS TO FORM AND
CORRECTNESS:
Julie O. Bru
City Alto y
,~ (~
Pedro G. Hernandez
City Manager
I
APPROVED AS TO f SU
REQUIRENMENT .
EXHIBIT - 1
THE FOlLC)WING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE: If thEt resources awarded to the Recipient are from more than one Federal program, provide the
same infonnation shown below for ~ach Federal program and show total Federal resources awarded.
Federal Program
Federal agency; Urban Area Security Initiative (UASI)
Catalog of Federal-Domestic Assistance title and number: 97.067
Award amount $ $11,271,885
THE FOLlOVVING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
NOTE: If the resources awarded to the Recipient represent more than one Federal program, list
applicable cornpliance requirements for each Federal program in the same manner as shown below.
Federal Progr.am:
Ust applicable compliance requirements as follows:
1. Recipient is to use funding to perform eligible activities as identified in the Office of Grants and
Training Fiscal Year 2008-2009 State Homeland Security Grant Program (SHSGP). consistent
with the Department of Homeland Security State Strategy.
. 2. Recipient is subject to all administrative and financial requirements or wfJJ be in violation with the
terms I:>f the agreement.
NOTE: Instead' of listing the specific complianoe requirements as shown above, the State awarding
agency may elect to use language that requires the Recipient to comply with the requirements of
applicable provisions of specific laws, rules, regulations, etc. For example, for Federal Program 1, the
language may state that the Recipient must comply with specific laws, roles, or regulations that pertain to
how the awarded resources must be used or how efigibi/ity determinations a19 to be made. The State
awarding agen'~y, if practical, may want to attach a copy of the specific law, role, or regulation referred to,
NOTE: Section .400(d) of OMS Circular A-133, as revised. and Section 215.97(5)(a}, Florida Statutes,
require that the lnformation about Federal Programs and State Projects included in Exhibit 1 be provided
to the Recipient.
15
. Proposed Program Budget
4. Below is a seneral budatt which oudiKs diaibJt ca!Csorics and !belr allocation unck::r this .wlfd. The Rtdpicnt is 10 utiJize the
IIP70p0scd Pro:nm Budget- as II guide for compJctinllhe .'Budget DeWJ Worksheet" below.
.. The equipment ta&eJOry wjJJ require a ..Detailed Budlet WOIbhect' incJudina the proposed equipment 10 he purtbased and the
conapondin:FY2001 Autbotized Equipment List (AEL) reference number. The AEL QD be found Ii l\'WW.rkb.mipt.org.
4. The lransfa otfimcIJ between the eaIqorics JillCd in the UJ>roposed Pro,ram Budler is permitted, Howwu. It the discretion ofthc
Redpitnt. ftmds aJlocase.d 10 Manqemcnt and Administration COSlS (as described in the "Proposed Prosram Budgefj mBY be put
IOWatds PIOJlUUnltiC costs instead.
4. No more than 3% of each Redpicnt.s 10UJ award may be expended on Management and Adminiuration costs.
.~J~kf;~: i ~~ f{~;~~~1(~s::nj:EH:~5f}~~~': jMj~~!)~;':~:t~i~; ~0':i~~[~}~f~:~i:.~ fIt~~ ;l:&l~~~~i.r'rii~r.;j!~~~~j~;~~~f;~
Homeland SecuriJy Grant Pro:ram-
Ulban Area Security lnitia1ive-
lssue 64
City of.M;ami
City of Miami AJloc:alion $1] ,620.500
StaJe ~t Jnd AdmisUstnltion withhtla $348.61 S
3%.
City o(Miamj R=.Iining Award after 3% SI1,27J.ISS
*uctioD
Ci~ of Miami 1.EJ? Type Activities (25% of
SI 1,211,115) ni, .mouat Is Dot iD addidon to
the rCIDliDiDC .ward Imolu)f but iDStud S2,117~97J
slpiflCl tile amount Deeded to meet the %25
reaulruataL ·
City ofMdmi cJilJ'bJc Manllemem and
AdmiaistrItioa (3%olSl1.171,IIS) nis
Imo&naf Is Dot lit .ddltlOD to the Tallainiac S338.156
award amOdut but iuCUd sipJOes the
Ul6aat ibJt ror M&A.
16
t-
o..
~
Description of Project
Miamj UASJ 2008 Budget
(f) 0
<(z
:;:)
y 200B.()()1 CBRNE Ememencv Plannfna Coordinator
N 2008-002 CItizen Corp Training, Equlpmen~ and Exercise
y 2ooS-003 Portabre Radio Eql!fpment
N 2OOB'()o4 Portable Radio Transceivers
N 200~5 UHF Rep8ater
y 2008..Q06 Mobile Data T anninals
H 2008..007 Tactlcsr Rescue T earn EquJpment Cache and Transport
y 2008-008 CBRNE Response Vehicle; HAZMAT Response Vehicle
N 2008..009 Crime Lab cyanossfe fiJtered fumJng chamber
v 2008.010 Specialized vehIcles designed fo support CBRNE mission area
eQuipment banaPDrtafJon reauirements
N 2008-011 Inlegmted Weather Risk Managemeol System " $
. y 2008-D12 CoPlPUfer Aided Dispatch System $
N 20D8..Q13 Communications: TraBer Sustainment for UASJ purchased 10.. $
channel commUnication trailer
y 2008-014 ~tam8ted Fingerprint Identification System (AFIS) $
N 2008-015 AIr Baa SYstem Prime Mover S
H 2008-016 AM Radio Sustainment: Sustajn UASI purchased AM Radio $.
System & services.
N 2008"()17 Backup Bunker Gear (to replace contaminated gear) $
H 2008'()18 Maintain & Sustain UASJ purchased BJackberries & services. $
N 2008-019 BuIJd-ouI: of BactuplDfsaster Recovery (-oR-) Site $
y 2008-020 Security Cameras for Marinas $
N 2008-021 CBRNE Comp&anl SCBA , . $
y 20~22 CI~8ed Circuit Surveillance System $
N 2Q08.023 Planning support to maintain the CEMP $
N 2008-02~ Sustain the CltN of Maml's CERT program. $
N 200s.D25 DIgital Vehicle Repeater (DVRS) & VRS SuItcase $
N 2008-026 Emergency Generators $
N 2008-027 Emergency Management Planner · $
N 200a.028 Emergency Response to Tennrism Training (ERr): Continued $
fundIng for ERT for the MiamI Region provided by University of
Ma~ .
N 2008"()29 EaC Equipment
N 2OOB"()3Q EOC Laptop Sustainment
N 2008-031 MaIntain & Sustain two UASI purchased plotters.
y 200&-032 ExpIDlive detection equipment for Bomb Squad
N 2DQ8.033 Fire Prevention Data Collection & mfonnaUon Sharing;
N 2C>08-034 Handheld Radio Accessories ,'. ....., ..;._....'.. ....._..~' ...._ '.' '. '. ,.
~ 2008-035 Malralri & 8UstaJri UASJ emergency manaaement 8Qulpment. '
N 2008-038 Mlfnta'n'& 8UltM1 UASI tirtMes.cue equlpment.'. .... . ...: '..,...
N 200s..037 Mflmf UASf tv1anagement and AdmlnlstraUon,,'lncludes staff
(Project Coordinator and Flscaf Asslstant)1 traver and Indirect
cost
N 2008-038 Mcrowave Unk for PubUc Safety Answering Points
N 2008-039 Web-based emergency notification system
N 2008-040 MobJJe Command Unit Sustainment
N 200S..Q41 P25 Compliant Radios, Batteries & Chargers
H 2008-042 PAPR Sustainment Sustainment for UASI purchased PAPRs
and accessorIes
N 200S..o43 Physical Security Enhancements for crlUcaJ Infrastructure
IprotectJon to fJre stations
N 2008..Q44 PlannIng, TrainIng, & ExereSses
IfJ (A ')
2008 UASI PrImary AEL
Budget Grantee
S 70 000 Hialeah 11 RE..Oo-RFCB
$ 5,661 Hialeah 21 GN..()().. TRNG
$ 10.950 HIaleah 06CP"()1~ORT
$ 100.000 Hialeah 06CP..Q1-PORT
$ 15,024 Hialeah 05CP-01-REPT
$ 480.000 Hialeah 04H'N "()1-MOBL
$ 1 50,000 Hialeah 20TE-OO-NTRY
$ 380,000 Hialeah 12VE-OQ-MISS
$ 5,126 Hialeah 07BS.o1-KBPA
$ 40,000 HIaleah 12VE-oD-MISS
40,000 . Hialeah
270,000 Hialeah
5.000 Miami
43,644 Miami
40.000 Miami
5,000 Miami
2001000
130,000
200,000
251000
150,000
435,447
50,000
4,999
25,000
100,000
230,000
50,000
Miami
Mami
Mrami
Miami
Miami
Miami
MJami
Mami
Miami
Miami
Mlaml
MiamI
07SE-03-ENVS
04AP..Q1-CAOS
12TR...oo- reap
20 FP.Qo-ARS
12TR-DO-MOVR
08CP-Qg..pRAC
Q2PE-02-CLTH
05 HS-OO-FRNS
04SW..o4-NElW
04MD-01..VCAM
01 AR-01-SCSA
01AR.o1-SCBA
PlaMfng
PT&E
06CP"{)1-REPT
1 OGE-<Jo-GENR
Planning
21 GN-OO- TRNG
$ 205,459 Miami 21 GN-OO-OCEQ
, 50 000 Mamf 04HW-01-NTBK
$ 2,583 Miami 04HW-02-PLOT
$ 4,743 Miami 07ED-03-SWPE
$ 10,000 M2IIml 131T .oo-Dexc
$, . ...23800 Miami . , 06CP-Qa-PRAC
,. .: 25~OOO. .: . MiamI ... . .21GN-oo-MAIN
$ " 166.000' '.' MIami '21 GN-OQ-MAlN
$ '338,156 Miami M&A- .
$ 100,000 Miami 06CP..Q3-MWAV
$ 50.000 MIami 131T -oQ-AlRT
$ 5,000 Miami 12VE-QO.;CMDV
$ 25.000 MI~u11l 06CP-01-PORT
$ 15,000 Mlamf 01AR-D3-PAPA
, 10.000 Mlamf 13LE.{)O..S URV
$ 197,800 Miami PT&E
&: end
... c(z
~ :J
Description of Project
Miami UASI2008 Budget
N 200S..()45 Personal ProtecUve EquJpment Cache
y 2008.046 Personal Protective Equipment for Bomb Squad
y 200S..Q47 Remote Control System for Bomb Squad
N 2008.Q48 Web--based emergency notiflcatJon system for. clUzen
notiticaUons
H 2008..049 Maintain & Sustain UASI purchased SateJJJte phones & services.
y 2008-050 Self-Contained Breathing Apparatus for SW AT
H 200S.051 CBRNE EqufpmentStorage Shelves
N 2008-052 Tenet Health Disaster Training
y 200S.053 Terrorism literature for PubDc Education
H 2008-054 Training Overtime
y 2008-055 Transportable RadIo Base Stations
N 2008'()56 Video Tele-Conferencfng Project SustaInment
N 200a.0S7 Two-wheeled Transporters: for fully suited bomb technicians
y 2008-058 Data & Infonnation sharing web-based software for fire a police
to enhance sJfuaUon awareness
N 200a.059 Maintain & Sustaln weather monitoring eqUipment & servIces.
N 200S-060 UASI Project Planning and Coordination - Sustain Project OffI08.
TrainIng Coordination. UAWG support. etc.
y 20OS-061 Virtual Fusfon Center - One Intel Analysts and Project Manager
'.1 y 2008.Q62 CrJticallnfraslnJcture Coordinator (FDLE)
,.~ f' ~ 2008-063 Bomb Squad equIpment to enhance capabJJIUes to prevent,
J' '-- detect. and respond to ImprovIsed explosive Device (lED)
,f I events. .
y 2008.Q64 Sustain regional planning, training and exercise program
y 2008..Q65 Virtual Fusion Center- [nformation Systems and connectivity
equipment
y 2008-D66 Virtual Fusion Center - Information Systems and connectivity
eQuipment
y 2008'()67 Bomb Disposal Unit Response Vehicle
,N 2008-068 CEMP/COOP1T & E fur the Cib'ofDoral.
N 200s.<l69 CEMP/COOP/T & E for the City of Homestead
~ 2008-070 Communfty Pl'8parednesslAwareness Campaign
If 2OOB'()71 County MedJeaJ Examiner Casualty RecovBrv - Portable X-Ray
y 2008'()72 Cyberterror1sm Incident Response Team
N 2008..(J73 DIsaster AssIstance Employee Management
N 2008-014 Dlsester..~Planfor311:::,:..:.....,.:..:,oo:. ...: .0
H 2~-:Qr5 EmIQeocy p~.~ra~. ~f~lng for Jackson Memorfal
'N 2008-078 EMS ~~ Cuualty Prime Mover
N 2008-077 Enhance Cafe for.Vwnenible Population
N 2008-078 Domestic SBCtI1ty OM.fon Awareness TraIning
N 2008-079 AU Campus Alert System
N 2CJ08.OBO GIS AppJfcatJon for Web Base 'nJUsl Damage Assessment
N 200B..()81 Laroe Animal Rescue TraIler
N 2008-082 Hydrant Decontamfnation Nozzle ~ystem
N 2008-083 Miami-Dade College Campus Alert System
N 200e..oe4 Planning, TraInIng, & exercises
y 2008-085 Public Safety Video Streaming System
y 2008.Q88 RegionallnvesUgative Equipment
N 2008-087 Rehab Trailer and Primer Mover
H 2008-088 Risk Management System
} l.t (b)
2008 UASI Primary AEL
Budget Grantee
$ 50 tOOO Mami 01SF..o1
$ 23,720 Miami 02EX-02-TlEX
$ 28,464 Miami 02EX-02-TLRO
$ 20.000 Miami 13JT .oD-ALRT
$ 50,000 MlamJ 06CC03..SATM
$ 100,000 MiamI 01 AR..Q1-8CBA
$ 6.000 Miami 19MH.{){)..CONT
$ 15 tOOO Mfaml 21 GN-oo...TRNG
$ 24.000 Miami 21 GN-oo- TRNG
$ 150,000 Miami 21GN-DCJ..TRNG
$ 15,000 Miami 06CP-Q1-BASE
$ 40,000 Miami 131T -Do-iNTl
$ 5,984 MIami 12VE-QO..MISS
$ 25,000 Miami 131T -0 ().j NTL
$ 12,000 Miami 07SE-D3-ENVS
$ 556,000 Maml Pf&E
$ 283,100 Miami Planning
$ 75,000 ~ Planning
$ 350.000 emi.." 'D2PE-01-RCON
$ 1,000,000 . MIami PT&E
$ 30,000 ' Miami 13fT -oO-lNTL
$ 30,000 Miami Planning
$ 200.000
$ 30,000
$ 30,000
$ 84,258
$ 40,000
$ 185,780
$ 55,038
.$. . .. ~.OOO
to ~~~
$ 50,000
$ 85,000
$. 42,700
$ 80.000
$ 50,000
$ 30.039
$ 50,000
$ 80,000
$ 200,000
$ 1 w200,000
$ 110,000
$ 90 ,000
$ 237,300
Miaml..Oade 02EX-02- TLPB
Maml-Dade PT&E
Miamf-Dsde PT&E
MiamI-Dade Planning
Miami-Dade 02EX..()1...XRAP
Miami-Dade 21 G N-Oo- TRNG
Miami-Dade 145W..Ql-SJDP
Mfaml-Oede . .0. . Planning .
~~~~~.~~ .~~~~~NG
Ml8mf-Dsde 12VSOQ..ABUS
MIamI-Dade . 0 PlaMfng
Miami-Dade 21 GN-OO- TRNG
Mlamf-Dade 04AP-09-ALRT
Miaml-08de 04AP-03-GISS
Miaml-Dade 12TR-oO.. TEap
Miaml-Dade 08D2.()2-MCDS
MIami-Dade 04AP-09-ALRT
MiamI-Dade' PT&E
Mlamf-Dade 14SW-01-VIOA
MIamI-Dade 02EX-oo..p BIE
Mlaml-Dade 12TR-OO-MOVR
Mlaml-Dede 04AP-D4-RlSK
Miami. UASI200B Budget
~ Ui d Description of Project 2008 UASI Prlmary AEL
~ <(Z Budgel Grantee
..J ::J
N 2008.089 Sustainment for UAS ( purchased Nerve Agent Antfdofe Kif $ 15,000 Miaml-Dade 09PH-05-NAAK
'NAAK)
N 200S.090 Temporary Sheller for Erneroe~ Operations Center $ 36,000 Miaml-Oade 19S5DO-SHEL
H 2008.Q91 Miami Mcrowav8 InleroperabflJly Solution $ 66,755 MiamI-Dade OBCP-D3-MWAV
y 2D08-092 SWAT Hazmal Buildup $ 30,000 Miami-Dade 01CB-02-ENSM
N 2008-093 Technical Rescue Trainlng $ 111,400 Mlami-Dade 21 GN-OO- TRNG
N 2008.()94 Incident Interoperabllty SoftwarelHardware $ 55.192 MIami..Oade 04AP-OS-COSS
N 2008-095 BackuD Power Generelor for LId Beach Rre Radio Repealer $ 75.000 Miami-Dade 1DGE~ENR
y 2OOB.()96 CBRNE Logistical Support Equipment (shelter system l $ 35.000 Miami..Oade 19S~SHEL
N 2008-097 ~ wide full Beale hands on driU and tabletops $ 23.978 Miamf..Oade PT&E
Y~8 EOC Satellite Communications Unk Bandwidth S 13000 Miami-Dade 06Cc.04-SSFT
H. 2008-099 US&R Training $ 35.000 ~aml..Dade 21GN-OO-TRNG
H 2008-100 Radios for deployment and mubJaJ aId units $ 45,600 Miami-Dade 06CP-D1
N 2008.101 Personal Protective Equipment for Public Works respondens $ 16.300 Miaml-Dade D1VT..Q1-ENSM
y 2()08.102 Ballistic Shield $ 20.000 Miamf--Dade 01 LE..o1.sHLD
y 2008-103 Bomb Lockers $ 10,000 Mieml-Dade 02EX...oo-EXMP
y 2008-104 RegIonal SW AT Res~onse ~pabllitJes $ 15.soo Miami-Dade 01 LE-G2
y 2008-105 Post Incident Emergency VehJcuJar Communications Radio $ 37.500 MlamI..Qade 06CP-01-PORT
N 2008-106 Regional Citizen Corps Council plannfng, 1raining, and exercises $ 6,881 ~) 21 GN-OO- TRNG
and eQuipment
N 2008-107 8 00 MHz Radios (P25 Complfanll $ 118,284 /Monroe ) 06CP..Q1-PORT
y 2008-108 Mobile law Enforcement Surveillance Equ~ment $ 201 w 720 \..Mon~ . 13LE.oo-SURV
Total I $11,271,885
I ~ (C ')
Budget Detail Worksheet
The Recipient i:s required 10 provide a completed budget detail worksheet. to Ihc Division. which accounts for the total. award for issue as
described in Ihe. "Proposed Program Bud:et".
If any changes need to be made to the "Budget Detail Worksheet", Jfta the execution olthis contract. contact the contract manager lisled in this
conhct via emaj' or Jetter.
f ~ .. - ,. ~ ~ } ~ ...,. ..,. I I~' 1.. - 1 t . .
. , . H~llJgcdjclail "io'I;I{slicct~ Eligible Aclh;it~cs ': .' . .:; .:. ~:' ;' "', )
~~:--~:::~~-~~-~~-;T:-~~-'---~~10~C,:';;~\7~~';7~ j'-:::; 1;i~ I ;--~~
'::,cl!i I,\.ct iJJ:\ ~.,r '1)~~_r:JJ~ 'I i ~}-r' -' i '. ;:;.1 -t. ':' 1;": <l; lJ,.(_,.: :.. _~:'" ~'" <.-:{"...;~ '. 1[,;.. .:.0~$~. .'C~- it~. '.J::t,~fY5~~"j_' ~iJ-..."JWh~f~w:: r
~/~ ~1 2. .......... ~-,tJ r- 1_ .~!.~J_1.~-"'-~~~r_~~J.--fr~ ~~_~~4:!..s~:~r~":.:..::;..:,..:;~-'l;:~~~ ..:....:.~.:.:...L.l~~~~~.:,..~~!~:~l';.~~~~~
Public EducationlOu1rcacb
Develop and implement homelmd security suppo11 programs and adopt
ongoinc DHS DldoaaJ Initiatives, including State Preparedness Reports
Develop md aWnce piau and protocols
Develop or conduct assessments
Establish, enhance. or evaluate Citizen Corps-related volunteer programs
HiriD, oflJlI or part.time staft" or contractors/consultants to assist with
planning activides (Dot for the purpose of hiring public safe'3' persOMel
fulfiUinslrlditIonaJ pubJic safety duties)
Confercaces fo f.cilflale pJanninelCtivities
Materials required 10 conduct planninl activities
TraveJlper diem related to p1anninl activities
Overtime aDd baddill costs - Payment of overtime expenses will be for work
pcrfotmcd by nI1d (8AA) or sub-award employees in excess of the
established \YOdc week (usually 40 hours) rellled 10 the planning activities for
the development and implementation of the pl'OJI'UDS under }{SOP.
Othm' projects areas with prior approval fi"om FEMA
. Allowable LETP Planning Costs
Conductin, point YUlJlerability anaJyses and assessmentl
Quantity
UuitCost
Total Cost
Soft tarlet security planning (public pthcrings)
~~~~#~~O~~~PI~ ~"cOorcJ~,y~ CaP
DcveIopin& Implcmeutin&. and mviewial Area Maritime Security Plans for
. . ~- ....,....,... ad COIStaIIrtIS . .
Updatinlud refining dJreat matrices
IntqradDI and COOrdinatiD, priVlte sector patticipation with fusion ccnlU
activities
DeveJopfagllld impJeraentingciviJ rights, clvillfberties Ind privacy policics,
procedures and protocoll.
Aoquirfna S)'Stan.r aI'owing connectivity to State, JocaI, and Federal data
networks, such IS the National Crime Jnfonnation Center (NCIC) and
Integrated Automated Finpl'J)riot Jdmtificatjon SYStem aAFIS), U JlDDl'ODriate
j Dcsigninlud developing Stale and local geospatiaJ data systems
17
Establishment I Enhancement of Fusion Centers
Hiring an IT specialist to pJan. develop~'.od unp1ement the IT
applications necessiry tor the fusion center
DevdopinJ and planning for infonnationfmteUigcnce &haring groups
Hiring contractors and consultants tD make ruommendatfons OIl tJ1e
development of the fUsion center
.'....-.....- .: -..- ,----:;.~~-.'.::::-':.....- :..,;. .... .~. -~. -;,' ',;;;--l.v:--r.>'," -'~..l':.'':;: -:,....,..~'..,':-.jr-:-~....'...~.:". ,':-,"7~.(iJ,:--:-.....r":"-".r'::-\:..I.l~.,-.":"7',r:J.::"~,C';;:,:;:;..'~
I): 'l~..FDFII)r:" (h :"J' t ""'-ldq ,ut. \'r-~: JI f'i7\. O~l lr j ",."';).,;{, -:\t"LLt., 'f,r~ It' "J>"-' j [ ': r ':,-, - .) 1 .~- ,~ · I--:-r " !...--'. "2' ,./,'l:; \" ,\ ,... r l' -t';;:;:" ,~''..:J
_3~~.~~1_~~;~:f->~' -'. ~ _ ~- .~~_~-;~~ ~ J~~' ~:~..~~ {~-.:~~~,;~"~: ~-_~~:i:J~~~~ ~2;L2,li~.2r0~~lf~-=:-}H'~.;~~~-~~;~~H~~;~~:{'~~~}~~7I~~~;J~
Ovtttime for iDformatioD. investiptive, and intelUgence ShariDg ac:ti~ities (up
ro 25 percem otrhe aDocation)
Reimbursaneot of select operational expenses assoeiIIcd with increased
security measures at criticaJ infraslructln sites. incumd during time periods of
DHS-dcc1Rd aJats. (up to 25 percent oftbe allocation).
· BaddiD and ovcnimc expenses Cor staftinJ staie or loeaJ EOCs
· Hiring of c:oalrlCted security for critical in1Tastrutlure sites
· Public safely overtime
· National Guard deployrDtlItJ to protect critical infi'astnJctuie sites,
incJudial all resources Ibat arc part of the stlDdard National Guard
deployment
· Iracreasod border security activities in coordinadon with CBP
Hiring of new SCdf posmou CODb'IdOrsIconsuhants for panicipldon in
informatioafmtclli&tncc anaJysis and sblrinCIl'GUps a- intelligencc fusion
ccotcr ICdvid~
f~'ili;:~~~t"~~~~~~rZ l;;~~d:;( ::~::, ~)-:~;:: ,';J~; ,~~tZ:X; ?~Z1;~rr:~]i~~1~1~~i;:~:~~1f'/;g~~if~~~
Overtime Iftd bactfilllor emerpncy preparedness and raponse personnel
atrending FEMA-5pOIISOJed and approved training classes.
Grantees may also use FEMA JTIIIl1Unds to cover overtime and backfill
expenses for part-time and volunteer emergency response per50Mel
participadDr in FEMA training.
Tralo'.. Worksbops aDd Conferences
Full or Part-nme sua or Coatrac:toralCon.ult.nts
Travel
Supplies
TuitiOD for hlcber e.ducation
Other Items
P~'i1idpatiO~ iii DsS '.pp'ran. Illtellil..~ ~J11t trainlDI
Partidpltion fn up to tlaree'non-FEMA Ipproved Intelligence analyst
u.furnl
A complete list ofFEMA approved counes may be found II: www.oio.usdoI.2ovIFEMAldocsIEJilrlble Federal Courses.odf
- . .... . . . t . ,..
_~_Ul:'-.J,':-": 'J'::'~'t:"~1 . ',', ""', '., ; '."}I'.Jllf:~. :":(-'~..0.!(~~:JF:'I, >~i!.~i...J:('.,~\~'..
18
Dqlgn, Devdo~l, Conduet and Evaluate an Exercise
ExerclsePlauDiD& Workshop -Granf funds may be used to plan and conduct
an Exercise Planniol Workshop to include COS1S related to pJannin.. mcetin,
space and otbet mcetin& coma facjJitation ~sts. ma1crials and supplies. travel
and exercise plan development
Pull or Plrt-TIme Staff or CoatnetOrslCoDsultants .. FuU or part-time staff
may be hired 10 support txcTcise...clated activities. Payment of salaries and
&iDle bcocfits must be in accordance with the policies of Ibe Stale or local
unit(s) of 80vcmment and have the approval of the sutc or rhe awarding
agency, whicbcYer is applicable. The services 01 contractors/consultants may
also be procured 1:0 support the desiJl1. development, conduct and evaluation of
CBRNE exercises. The applicants fcnmaJ wriucn procurement policy or the
Federal Acquisition ReJUlations (PAR) must be foUowed.
Overtime and backnlJ costs - Overtime and bacldill costs associlled with the
design, development and conduct ofCBRNE exerebes art. aJ10wablc eXpenses.
Grantees may also use FEMA pant 1iJnds to COYer overtime and backfiJl
expenses for part.time and voJunteer emerpC1 response pCTSOMCI
pardcfplting in fEMA exercises.
ImpJemeatation orBSEEP
Travd - Travel costs (j.c.~ airl'an:, mUClgc, per diem, hotel, etc.) are allowable
as expenses by employees who are on travel status for official business related
ro the planning and conduct of the exercise project(s). These costs must be in
accordance with stale law IS hiJhlightcd in the OJP Fintmcial GuUll. States . .
must also follow stafc repIations regarding travel. If. state or territory does
not have I travel policy they must follow federal guidelines and rates, IS
explained in the OJP FtnanclDl Gulta. For further information OD federal Jaw
pertainil1l to tnvcl JC05t$ please refer 10 ft~:J1www aiD usdoi 2ov/F"mGuide.
Supplies - Supplies are items that are cxpcoded or consumed durinl the course
of the planninllnd conduct of the exercise project(s) (e.g.. copyinJ paper,
gJoves, tape. nOD-$I~rile masks, and disposable protective equipment).
Other Itenu - These c:osu include rbe renbll of spacelJOCIWons for exerci.e
pllllDq IDd coaduct. exercise JiJIII. bad&es, etc.
~:iL::::;~~] ~-.- ~}iEi~ 0~,~-~ ;?~1~\~€~f~)7,~~~::~r~~}fZITi~{.&1-~~<f~~S;l~ciiffii)1j;~~[~1jIii~im
Exercises to OYIluato d1c e1fecti'Cr1CSI otiDfonMtion shuin, piau, policies,
procedures. and JWOtocoJs
'ExercJsa to evalUatl: NIMS impJementation. nit includes costs associated
Wft.fa CXerclsm. com;OiieiiiI Of~e NJMS National cmdeatialin. Framework
~ID'~; fidi~ ~or.YeSscl.~ ~~Otect;~
Exercises to evaluate area maritime security protection
Exercises 10 evaluate threal recosnition capabilities
Exercises to evaluate eyber security capabilities
Exercises to evaluate asriculturaJlfood securiry capabilities
Exercises 10 evaluate ~IRvention readiness and techniques
19
Hfnae or luJl-tfme or plrt-tfme staff or contnlc.tol'lleoasultaDts: '
· To assist with the manaaemtDt oerro. HSOP.
· To assist with design, requirements, and implementation ofFY08 HSGP.
· To assist with the implementation and administration of the Sbfe
Homeland Security SttaIe&Y. as it may relate to the individual grant
program.
Hiri'f or fuD-time or part-time .ta!! or coatrac:torslconsu'unts IDd
expenses relafed to:
· HSOP appJicl2J:on submission management activities and application
requimncnts.
· MeetiD& compliance with reportingldara COllectiOD requirements,
inc1udin data calls.
Developmellt of operadag piau for JDlonn.tfon eollection and proceufDg
necessary 10 rtJpol1d tG DHSlFEMA dati tails.
OVer1ime and baddllJ eosfs - Payment of overtime expenses will be for work
perfbrmecl by award (8M) or sub-award employees in exceu of the
established worSe week (usually 40 hours) tclated to the M&A activities for tbe
dafclopmeut and implementation of tho progams under HSOP. These costs an
:a1~~,~~ thc;,~t ~ ~~,~ for.~ ,~~,i~ is.~.~~~~th
dIe'policies Ofthi'stIte'~'~ ~I) Of ioYtmJiieilt ad h~ ~'lpproval of .
~ .'Oi.. '~i'''cY.''WbJi?IllY.1s IppJfClbli. In no ~ is:duaI
COIDpWItimi allowable. Thill ii, aiD employee' of. uidt of cO~ may not
receive conipeniatian 1iom 1beirunft or apncy of government AND tom ID
aw.rd for. sinJic period of time (e.I., 1:00 pm to 5:00 pm), even though such
work may beae.fit both activities. Fringe benefits on overtime bouQ are Jimited
to Federallnsutuce Comributions Act (FICA), Workers I Compcnsltion and
Unemproyment Compensation.
Travel upeascs
Meetllll-rdated expenses (par a complete fist of allowable meeting-related
expenses. pkase review the OJP FlntJnclal Guide at
http://www.ojp.usdoj.govlFinGuJde).
21
A.cquisltioD of .pr~~rized otlic:e equipment, including personal computers,
Japtop compu~nniiil, LCD projectors. and other equipment or software
which may be required to support the implcrnentationofthc homeland security
strafegy.
The CoDowlDg II'"! allowable only within tht eontnd period:
· Reaurinl ftesldtarges associated with certain BqUipment, such as cell
phones, f.xes, ete.
· Leasing and/or ranting of spacc for newly hired personnel to administer
program! \\'ithin FYOS UASI.
22
B. Scope of Work
Pundlng 15 provJded to perform eligible aedvitles as identified in die otrice otGranu and Training Fiscal Year 2008 Urban Area seCurity
Initiative (UASI) Grant Program. consistent wirh the Department ofHomcland Security State Strategy aDd the Urban AIea Strategy. Eligible
activities are outJined in the Scope of Work for each CalClory below:
L Cateeories IJJd EliKibh~ Activltiu
Urban Area Security InUJati\'t
FY2001 UASJ allowable cos~ are diyided into the following CltCgorics: pJanninl, organlzadODt equipmeat, training and
exercises, mlnagement and admlnfstratioa cost arc allowable cost Allcast.25% ofUASl funds must be dedicated towards Jaw
enforcement terrorism preventiOlHlicntcd plannin& ol'JlJlization., 1rIinin&. exercise and equipment activities. Each category's
allowable costs have been listed in more deWJ in the I'Budget DetafJ Worksbeet9t above.
A. Planaing
Developiag seell.rio plans that Incorporate the taDge or prevention, protee~ont respORIet and recovery activities for a scenario
Developing and implementlDI bome1aDd security support proenJlls lDd adopting
DHS udoRa' 'altfatfvc:s includE. but not limited to the loUcnriDI:
4. Implementing the NatiCl1al Prepmdness Guidelines
~~ Costs associIted with the .dopti~ implemcotation and adhemnce 10 NlMS complil1nte requirements; including
implcmcntlDg the NlMS Nltional Credcntialinl FrllDCWort.
~~ MoctifyiD, c:x.istioJ incident management and COPS to ensure proper alignment with the NR.F coordinating stnJaures,
processes. and protoeols
4. Emblishing or eohancing mutuaJ aid asreements
4. Developing commUDicatJons and iDt<<operability protocols and solutions
4. Conducting local, n:gionaJ. and TnlJlI program impJementalion meetings
4. DcYetopin, or updating resource inventory assets in accorduce to typed resource definitions issued by the NIMS
Inlegradon Center (NIC) .
4. DesilDinc State and Joc:aJ ceospaaaJ data systems
-4 Cooductin. public education and 0lItIacIJ CIDlpaigns, including promoting individual, family and busincss emtrge'ncy
preparedness; alerts and waminp education; IIId evacuation ,JII1II5 well as lED or bombing prevention awareness
~ Preparing materials for the: State Preparedness Report (SPR)
Developing related terrorism prevcn(ioll activities IncludiDg:
.. Developing Jaw enforcement prevention actiYitia, to include establisbinlll1d1or enhancing. fusion center
-4. Hirinl an IT specialist to plan, develop, and implement the IT applicatiOPS necessary for a 1Usion center
ti De"eloping and planning tor Informationlin18JJiga1CO sharina J1'OUPS
... Hiring contractors and CODSultants to make recommendadons an the development of a fusion center
.. fntesra.tinl and coordiDadnl prive sector pardcipltion with fission center activities
.;. Acquirinl J]'SfeD1f.aJ)owinl connectivify to State. JocaJ, aDd Federal data-ndWorks, such as the National Crime
lDformation Center (NCIC) and Intesrafed .AJltomated Fincerprlnt Identification System (lAPIS), IS appropriate
4. PIInIIin. to mhance security durinB heightened alerts, during terrorist incidents, mdJor during mitigation and recovery
4. Mu~-disclpline preplrldon across fim responder community, including EMS Cor response to ClbStropbic events and Ids
of1en'orism
4. Public infonnationlcducatJon: printed and elcccroalc materials, public service announcements, seminanlCDwn hall
meetinss. web posdap coordinalecJ through local Cidz:en Corps Councils
:. g::"~:~c:o~~~a:~=-r:n1C:~em tII ucdncss'
..' ....: ~~ '. . . -.' . . . .. - .....~.... I.... '. . y. . q eyprep )
prOmotiiaj IbikD. cainpalan: ~or ~i Stile, C'eJionaI or locIJ emerlency pRp'azedncss efforts fIII1 bwld upon the
RftJy cimpaip . . .
4 Ewftialirii CIP security eqtdpment end/or pmonliel requirements to protect and secure sites
~ ClP cost assessments, incJudiol resources (e.g.. financial. parsonnel) required for security enhanccmenWdeployments
.. Muld-1urisdiction Bambini Pnwcation Plans (MJBPp)
4. Underwa1er Tetrorist Protection Plans
Developing and enhaDciol plana Incl protocols, fncludlnl bat not limited to:
4. Developing or cnhancLna OOP, and operating procedures
" DeveJopinl terrorism prevention/deterrence plans
4. DeveJopiDI plus, procedures, and requirements for the management of fn1Tas1nJcture and resources related to HSOP and
implementation otStale or Urban Area Homeland Security StnIleJies
4. Devclopinr or cnhancinc border security plans .
. Devdopin, or eMmcinl cybcr security plans
4. Developing or cnhancin. cyber risk mitigation plans
23
.il Developing or enhancing agricutlurtICood security risk mitigalion. response, and recovery plans
.:L Developing publiclprivale seemr pmtnership emergency response, asscssment, IIJd resource sharing pi InS
4. DevelopiJ.lg or enhDQcing plans to enpgc and interface wieh, ud to increase the capacjty ot; private sector/non..
governmental entities workiollo m=11be buman sttVice response and recovery needs of victims
4. Developing or updating Jocal or re,ionaJ COJDmWlicatioJll plans
~ DevelOping plans 10 support and assist special needs JurisdictioJU, such as port authorities and rail and mass transit
agencies
...L. Developing or enhancing continuity of operations IDd continuity of JOvernmcnt plans
4 DeveJopin& or U1hanclng existing CltlStropbic incident response and reeovcry plans to include and integrate Fcderala.sselS
provided under the NR.F
4 Devdopinl or enhancing evacuation plans
.a. DeveJopma or enhancing eitheR surse capacity
.;. DevclopinS or cnhlllcina pJans for donations and volunteer management and the engllc:mentlintegration of private
sector/nan-sovemmentIJ entities in preparedness. response, and ~cry activities
-it. DcvcJopin, or enhancin: BombinS Prevention Plans
1.:&. DcvdopmC JChooJ preparedness plans .
,L Enswinljurisdiction EOPs adequately address warnings, emctICDCY public infonnation, evaCUltion, mw care~ JeSour<<:e
management from nOD-govemmcotaJ sources. unaftiJiated volunteer and dOllllions managemem. and volunteer resource
intcsration to suppon each Emericncy Support Function, to include appropriate considerations for speda' needs -
populzdions
.L Developing and impJcmentinc civil ripES, civil liberties and privacy policies, procedures, and prolOCOls
'L Designinlllld developing Stale and local geospmal data systems
Deve10plnl or tondatdlllassessmeats, IncludiDI but Dot limited to:
~~ Conducdn, point wlncrabiJily auasments at critical inhstJUcture liteslk:cy assets and develop remediation/security plans
4" Dcvelopinl border secmity operations plans In coordination \Vida CBP
.;.. DcwcJopm.. implcmeothJg. and reviewing Area Maritime Security Plans for ports. waterWays. and coastal areas
4. Updatinl and refininl threat matrices
4. Conducting cybcr risk and vulnerability assessments
~. Conducting assessments and exercising existing ea1IStropbic incident response and recovery plans and capabitides to
jdentify c:riticaI gaps tbal CIDDOt ~ met by existinllOClllRd State resources
. Conductiog Bombinl Preventiou Capability Analysis
4. Activities 1bat directly SUpport 1be Identification of specific CIWtrOpbic incident priority response Il1d I'CCOYcry projected
needs across disciplines (e.&- Jaw cafon:cment, fire, EMS, publio health, behavioral hcaldt, public worles. agriculture.
information technology. and citizen preparedness)
..a. Activities that directly support the identification of pro-dcsipaled temporary hous;na sites
4. CondUcUDI COIIUnW1ity assessments. surveys, aod rr:seareb of wtnerabil ities and resource needs, and detennin citizeu
educaDon and participation to meet the needs ~
.t. Conductiag Citizen Corps program assessments and evaluations, citizen preparedness surveys. volunteer impact studies,
and costJbcnetit lIIIlysis
- Soft target security planning (public gatberiDgs)
Other elipble plannIng actMtia are listed iu the "Budget DetAil Worksheet" above.
B. OrpnizadonaJ A.ctivities
No more than 2' percent of each individual UASI award amount may be used for operational expenses and overtime costs
for the three (3) OrJanjZllional Activities noted below.
1. Operational Overtime Costs. In support of efforts to enhance capabilitici mr deleCting, detenin& disruptinc.
and PrevcntmlldS oftararism, opcndonal overtime co5ts .... .uOWllble for increased security 1fte#Ul'eS at
critical iniTasCnn:ture Ii. dorinl DHS-dcclared periods ofOrlnJC or Red tbreat levels. Subject to rltese
elevated threat level conditions. FY 2008 UASI1bnds for orpnizationll costs IDlY be uJed to suppcrt select
~~ ~ ~~.~.~~ ~~~~.~~d~ inh.JIruCCUR siles in the folJowin,
~=-~~~~~~:..~~~EoC.
~ ._I~r~.~~ty~or~ti~ ~Ji~
.. Public safety overtime .
4. NadonaJ Guard deploymeqt5 to protect critJCII infi'Istructure sites, including all resources thlt are
pan of the sllDdltd NalionaJ Guard deployment pacDsc: (consumable costs, such IS fUet expenses,
are not allowed except IS pII1 of'the ltandard National Guard deployment paekasc)
4. InCRISed bonier security ICtivities in coordination with CBP.
Consumable costa, such as fuel expenses, are Dot allowed except IS part of the standard National Guard
deployment package.
States with UASJjurisdictions can use funds retained It the StJtC level 10 reimburse eligible operationaJ
overtime expenses inCUttCd by the Sbde (up to a maximum of 15 percent oCthe State ,hare ofthc VASl grant).
However, those activities must directJy support increased security measures enacted in the UASI jurisdictions.
24
2. Overtime Cost. Overtime costs arc also allowable for ~el to pllticipa1e in information. investigative. and
intelJigenct sharing activities specifically ~Iated to homeilrXJ security. This includes activities such as anti- .
tcJTorislD laSk fonu. Joint Terrorism TaskCorccs (1TTf), Area' Maritime Sccuri1;y Committees (as Rquircd
by the Maritime Transportation Sceurity Act of2002), DHS Border Enforcement Security Task Forces. md
lntcgrucd Bord~ Enforecmenl
3. Intelligence Analysts. UASI funds may be used 10 hire new Staff' md/or contractor positions to serve as
intelligence analysts to enable informationfmtellilence sharing capabilities. In order to be hired u an
intelJi.cence ID~ staff and/or ~tJIctor personnd must meet at least one of the following criteria:
tl. Successfully complete tDininl to easurt baseline proficiency in intelligence analysis and produclion
withiD six months orbcio, hired; andlor.
4. Previously served as an intelligence analyst for I minimum of two years either in a Federal intelligence
aaenC)'. tbe mUMry. or StIle and/or local Jawentorccment in~j,once unit.
Costs associated with hiring DCW intdli,Cl1cc analysts arc allowable only for two years..after whicb Statc.I and
Urban Areas shall be responsible for supporting the sustainment costs for thoJe inteJlipee analysts. Use of
funds for lilt hiring or intclUpnce analysts represents I commitment by the pamee to sustain federaJly-filDded
posidons dN the lWO-year Federal 1bncfin, period widJ non-FederaJ moUJ'Ct$. Failure to sustaiD such positions
will rauJt ill disqualification or pantea &om hiring analystS with Federal funds in fUture prognm years.. In
order 10 receive 1imds for hirinl .intdJipou analysts, the 8M must Jetain certifiCltjon on file stating that the
responsible jurisdiction will assume rapoosibUily for suppCl'tinC1be costs of the hired analysts foUowinC the
two-year FedrnJ fimdin, period. This certification must also be accompanied by I budget plan ptO,IdinC the
details of this arrangement
All inteUipce analyst training should be in accordlncc with Global., Minimum Crlm/nQ/ In,.lli,ace Training
SIDnIJrB-dsJor Utw EnfO~1MnI and Othu CrlminDI Justa AgazcUt$ in ~ UnitMl Stmu. which OutliDeS the
minimum cElories of trainiDll1eec1ed fDr intelligCRce 1DIJysts. These include lubjeel-mlllcr expertise.
analytic methodologies. customcr-JerVice ethics, infonnadOll handlinllrld processing skilJs. critical thinkiD&
skills. computer literacy, and objectivity and intellectual honest;y. A certificate of completion of such training
must be on tile with the 8M and must be made available to Preparedness Officers upon request
Under no circumsblnces may jurisdictions exceed 2S percent of their UASl .ward for thes~ ac:ti'litics.
C. EqulpmcDt Acquisition
Any equipment purchased. under this CODInlCt, must be in accordance with the Authorized Equipment List (AEL). Jocated
at httD./Iwww.rkb.us
D. Tralniog
IT 2008 UASI tunds may be used to enhance the capabiJities of Stile and local government and non..govcnuncntaJ
emergency preparedness and response personnellhrougb development of a State homeland security training program.
Allowable training-reJlftd costs include:
4. Funds used to develop, deliver. and evaluate niniog. including costs related 10 administering the training.
planning. scheduling. facilities, mI1eriaJs and supplies.. reproduction of materials, and equipment
4. Overtime Ind Backfill costs. as defined it this auidance. associalcd with ItteDdiDJ. or teachina FEMA-
spoasomf lndIor Ipproved trainiDl CXJU1'SeS and prDJrIIDS 1m allowed. These costs are allowed oaJy to the
extenllhe payment for .such services is in accordance with tho policies of the Stale or unit(s) otJocaJ
lovemment and has 1f1e approvlJ of the State or tho awardiDg....cy, wbidlever it appUcebJe.. In no case
is dUll compensa1ion allowable. That is, In employee of a unit of covemmcnt may not n:ccive
compensation fi'om both their unit or qeocy of JOVemment AND from an .~d for a sinlle period of
time (e.... 1:00 pm ~ 5:00 pm). even fJJouP neb ~ may lieadt both ICdvitia. f~, 0WI1ime
COltS associ*d :'deb ~1O)'CCS who ;ldfcipate ~ triiDilia in . tt.lc&inj role for whid11bey an
. COID~ ire GOt alloWed. PriaP 1HiIiImI. CWrriiJn8 bolUs.. JJmhed to ,.ederal Jnsunnce .
.~~,~CA)..W~,..~~oa~d,~~pl~tCom~on.
... Travel cosu (e.... aidare. mi'eqe. per diem, .hotel) In allowable IS expenses by 'employees who are on
travel stItus !or otocial business rell1ed to Ipproved traiJJjnc.
4. HJrin, of FuJJ or Part. Time Staff' or CoDtradorslConsultants to support trainina-rclated activities.. Payment
of salaries and mnp benefiCl must be in accordance with the policies 01 the State Dr unites) of local
government and hive the approval of the Stale or lWarding agency, whichever Is applicable. Such costs
must be included within the fundine allowed Cor program management perlOnnel expenses. which must
not exceed 1 S percent of !be total allOCItion..
4, Certi1iClfionlR.ecertifjcation of Instructors is 11\ allowable cost. States are encouraged to follow the FEMA
Instructor Quality Assurance Proaram to ensure a minimum level of competency and correspondio, Jeveb
of evaluation of stUdent leaming. This is particullrly important for those courses that involve trainina of
trainers.
25
E. Exerdsts
All Urban Areas arc required to develop I MuJti-year Training and Exerci$c Plan and submit ;t to FSMA on 8D annual
basis. This plan must tie iDto the Multi-year Trainin& and Exercise PJan developed by the State and alilJlS willi Ihc Urban
Area Homeland Secwicy SlralCgy. Further, Vtban Artis are CDCOW'aBed to develop I Muld-)'tIr Plan and Schedule that
bikes into consideration anticipated training needs ofthc Urban Area for at least the immediate year. with exereistS being
timed to provide rcspondm the opportunity to utiliK traininl n:ccivcd. Further guidance concerning Traininl and E.xCl'~ise
Plan Worksbops can be found in the HSEEP Volumes.
Allowable exercise-related costs indude:
~ Funds Used to Bulen, Develop, CODduct and Evaluate An Exerdse - Includes costs reJI!cd 10 planninL
meeting space and other meetlna costs. facililalion COSIS, ma&erials and suppJies. travel, and documentation.
4. Blti.. ~'ull or Part-TIme Sttlfor ContnttorslCoasultaDts- Full or pan-time su1f'may be hiRd to
support eccrtisc-rcllltd activities. Such costs must be included wirhiD the fimdin& allowed for proaram
manapnent personnel expenses, wtUeb must not ar.eed 15 percent of the total allocation. The .pplicant's
formal written procurement policy or the Federll Acquisition Repladons (FAR) - whichever is more strin&cnl
- must be foIlowtlJ. In no case is dual compensation allowable.
4. OvtrCime and BlckDll- Overtime and backfill costs ISsocialed with the desien. development. II1d condDCt of
exercises IJC allowable expenses. These costs an: aUowcd only to the extcDl the payment for such XTVj~ is in
accordance wi1h the policies oftbe It* or UDit(s) ofJocaJ lovemment and has the approval oftbc JtaIe or the
awwding agency, whichever is tlppJicable. In no case is dual compensation .1owabJe (see above). Fringe
benefits on overtime houn are limited to fleA. Worbrs' Compensation Uld Unemployment Compensation.
4 Travel- Travel costs are allowable as ClXpenJC$ by cmpJoyea who are DO travel sta!Us for official business
reJated to the planning and c:oncluct of exercise projeca(s).
4 Supplies - Supplies ~ ircms that _ aptndcd or c:onsumed during the course ofthc planninS and conduct of
the exercisc projea(s) (e..I., copyin, paper. &loves, tape, non~c masks. and disposable pro~
equipment).
tiL Other Items - These costs include the rental of spaceIIOCItions for cxcroise planning and conduct, ren1at of
equipment (e'~1 portable toilets, tents). food, refrcshmcnu. psoJine~ exercise signs, badges, etc.
Unauthorized catCise-relatod costs include:
.. Reimbursement for the maintenance and/or wear and tear COSIS of general use vehicles (e.g., tanstnlCtion
vehicles) and emerJency respouse apparatus (e.a.. fare 1Jucks. ambulances).
4 Equipment !hit is purchased for permanent installatio'n ancVor use. beyond the sCQPC of exercise conduct (e.g.,
electronic messaging signs).
Exercise SeeD.riOs.
The scenarios used in exercises must be hued on the Urban Area's Homeland Sccuricy S~gy and plans. AccptJb)e
scenarios for UASI exercises Include: cbemJca1, bioJogical, radiological, nuclear. explosive. erber, apicu1tural md ftltUTII
or tccbnolo&icaJ disasters. Exercise scenarios must be caWtmphic ill scope ad siu. as dmned by the National Response
Framework. The scenarios used must focus OD valicWiDg existing capabilities and.must be larp eDoup in scope and size
to cxcrcisa multiple msJcs and W8ITInt involvement hm multipJe jurisdictions and discipJine$ and non...governmcntaJ
OI'Janizalions. Exercise scenarios should also be bued on the Multi-year TrlininllRd Exercise Plan.
If. Urban. Mea will be hostiDI an upcomingspecjaJ event (e.g.. Super Bowl, G-I Summit); they anticipate partcipaling in
a Tier 2 NatIonal-Level SXercise IS dcf'med by the Nltiooal Exercise Pro)rlm Implementation Plan (NEP I-PIBD); or they
anticipate that they will apply to be . venue for I Tier J Nadonal-Lcvd ExcrcfH, IS defined by the I-Plan. they should plan
to u.se UASJ 1bndin, to fin~ l1aWnl and exercise IdMties in Pl'Cpuaticm for that event Urban Areas should also
consider exercises at major Values (e.g.. arenas, convention centers) that focus on evacuatiODS, communicatioru. and
command and connl. States should "so andcipm participatJn& in at least one R.esional Exercise annualJy. Stales must
include all confinned or planned special events in the Multi-year Trainmg and Exercise Plans.
F.. PerslHlne1
Personnel hirinB, cnertime. end baddiIJ expenses are pcnniucd aoeb'this pI1t b) order to perform lIIowabJ~ fY 2001
HSOP planing. training. exercise. ad equipment lCtivitfes. Additional info.rmation can be found ill your Py 2001 pnt
auidance.
~ For SHSP and UASI, . personnel clip of up to 15 percent of each of the total program fimds may be used.
Grantees who wish EO leek 11\'liver 110m fbe 15 percent pclSOMcJ cap must provide documentation
explaining why the 1 S percent personnel cap is unacceptable: waiver requests will be considered only
unde-r extreme circumstances.
4. The category of personnel costs does not apply to contractors.
26
G. J\UuagemeDt aad AdmlnistratioD .. no more than 3% of each su~recipient'l total award may be expended on Management and
Administration costs by the sub-rceipicnts.
Hiring of full-time or part.time staff or contractors/consultants:
.;I. To assist with the management oflhe FY200B UASI
.;. To asslsl with design requirements and the implementation of the FY2008 UASI
4. To assist with the JmplementaUon and administration of the Urban Area Homeland Security Strategy,
as It .may relate to the FY200B UASI
HIring of full-Ume or part-time staff or co~tractors/consultants and expenses related to:
.a. Meeting compliance reporting/data coJlectlon requirements, Including data calls
Development of operating plans for Infonnatlon collection and processl ng nacessary to respond to
DHSIFEMA data calls
Overtime -nd backfill costs ... Payment of overtime expenses will be for work: pcrfonncd by award (SAA) or sub-award
employees in excess of the atablishcd work week (usually 40 hours) relawI to the MalA activities for the development
and impJemcnlldon ofthc.pJOJI'IDIS under HSGP, Thae costs arc allowed only to the cxu.nt the paym8Dt far such services
is in ~ with the policies oflhe state or loea! unit(s) or govemmeot and has the approval oftbe state or the
award mglpDCY. wbJchever is Ipplfcable. In DO case b cIuaJ compensation allowable. That is. In employee of. unit of
Ioycmmcnt may not KCCive compensation 10m their unit or apncy of IOVtmmcDt AND hm .. award for 8sihgle
period of time (c.... J:OO pm to 5:00 pm), even !hoop such work may btnetit both actMtics. irinJC benefits on ovenime
boun Ire limited to Federal Insurance Contrjbutions AJ;t (FICA), Workm' Compensation and Unemploymen1
Compensation.
Travel expenses
Meeting-related expenses (For a complete list of aUowable meeting-related expenses, please review the OJP
Financiaf Guide at httD:lIwww.oio.usdoi.aov/FinGuidel.
AcquISition of authorized office equipment
The foJlowlng are alJowabJe only within the period of performance of the contract:
tiL Recurring fees/charges associated with certain equipment. such as ceU phones. faxes, ete.
4. Leasinl and/or zarting of space for newly hired personnel to administer programs within the FY2008 UASl
H. COnJb1IctlOD lad Renovation
Project construction and renovadon not exceedin: $] ,000,000 is also allowabJe, IS detmed necessary by the 01fice of
FEMA, under file FY 2008 UASL Such construction and renovation shall be strictly limited and aUowable only when it is
neeessary componeot ofa security system at critical infrubucture facilities. Tho folJowin, actions and improvements are
consjdered to constitute consb'Ucdon or renovation:
4-
~
4-
"-
~
Construction andlor renovation to SUII'd facilities;
Renovation or and modifications.. mcJudin,1he installation of security and communication equipment, to
buildings and strucb.n5 that are 50 years old or older; ,
CommuniCltions antennas;
Any other construction or renovation efforts that chan,e or expand the footprint of I facUity or structure,
including security enhancements to improve perimeter security; and
Physical security enhancements, including but not limited to:
Lighting
. f~cID& . . . ... .
.. . Coseckircuit teleVision (CCTV) syStems
· . Modaa Crececdon'iyitrms .
· B~tlI. doors, pres ~d relased security ~ctments
Approval PrOteJs:
In order for grantees to drawdown fUnds for construction and renovation costs, the grantee must provide the
Division with:
L
4.
A description of the asset or facility. asset Jocation, whether the infrastructure is publicly or privately
owned. and the construction or renovation project;
Certificafion that a facility vulnerability marment has been conducted Cor the facility;
A description of how the construction or renovation project win address the identified
vulnerability{ies) fi'om the usessment;
A statement on ahe consequences ofoot implementing the construction or renovation project; and)
Completed National Environmental Policy Act (NEP AJ Compliance Cheddisl.
4-
4.
~
4.
27
Note: Written approv~ must be provided by FEMA prior to the use of any FY
2008 UASI funds for construction or renovation.
1. Overtime and Backfill Guida net
Overtime. Expenses incurred by Ibose pcfSOJUJtI who, IS I result ofFEMA...approved activities. are performing over and
above their bOnilaJ, scheduled wode hours or wort week.
BackflJ)...rcJated overtime. Expenses incuned by those pasonnel who 8R working over and above their nonnll, scheduled
wort hours, or work wcdc. ill order 10 perform the duties of other personnel who IrC temporarily usisncd to fEMA-
approved activities outside their core responsibilities. The OJp OC does not distinguish between Overtime and Overtime as
BlckfiJl- they are both yiewed as cwertUne rcprdless of whether the individual has performed ~ houtS in their
normally assiped place of duly or it the overtime ac:crued IS I result of being re-lSsigncd 10 as ditraent place of duty.
Overtime and backfill do not result in an increase oftuD-time employees (FTEs).
AJlowable PJaGning, TraJnlDg, aDd Exerdse Cost Specific to Law Enloreemcnt Terrorism Pre'Vention (LETP)-Griented
Activities. At,cast 25% oftJASI1iuJds must be dediC*d towards law enforcement ltrrOrjsm prevcotion-oriented pJanning,
organiution, training. exercise and equipment acdvitics..
J. L'ETP PlaDnlnrAetlvlda:
~ Conducting point wlna-abDity analyses and uscssmcots
tiL Soft tBrpt 5eCtIri~ planning (public plherinp)
... DcsveIopinJ border security OpcntiODS plans hi coordination with CBP
4. Dtvelopin& impJenaentin& Ind reviewing Area Maritime Security Plans for ports, waterwa>'Sa Ind coastal areas
4. UpdlDnllDd refiainJ threIt matrices
-4- 1ntc&ratiJal and coordiDadn& privl1e sector participation with fils-ion center activitiC$
4. Developinl and impJementins cfviI ripts, civil Uberties and 'privacy policies. procedures. and pro~.
.:a. Acquirina systems al10wma co~ to State, JOQI, and FcdcraJ data networks, such u the National Crime
Information Center (NCJC) and InteJrlled Automated Fingerprint Identification System (lAF1S). as appropriate
4- Dcsigniol and dcYeJopinr State and Jocal.eospltial data iyst&:ms
4. Costs usocill!ed with tbe adoption, implementation and Idbereace to NIMS compliance requirtmcnts; includinZ
impJemcotin, the NIMS National CredentiaJing Fnmework.
4. Inlcgratinlud coordinating private sector ptrtidpltion With 1Usion center activities
Establishment I Enhancement afFusion Centcts
4 Hirinl an IT specialist to plan, develop, and implement the IT applications necessary for the fWion center
4. Developin. and plannina for iDfOll1JaticmfmtdHlCl\Ce sharing groups
.t. Hiring contractors and consuJtants to make recommendations CD the development of the fiuion center
K- LE'rl Tratainc Activitie$:
Law enforcement tcrTOrism prevention proteetion-oriented funds may be used for a range of law enfon:cment terrorism
p~"ention related traininllCtlviti&\S 10 enhance the capabilities of State and local personnel, mcJudinl the following:
Establtdun6'" / ~m6n1 of FJuiOh CenJtrs
ORllt funds may be used to support intelligaJce analyst training in the folJowinl manners:
4. ParticipatioD In DDS approved Intellllenee Inalyst tnlnine: StIteS wishin& 10 develop or sponsor in~lIilcnce
anal)'St eowsa tot anadonaJ audience should submit courser to FEMA forreview and approv.J in aocorcllDcc with
the process outlined ill Pans VI and VII of the FY200B JI'IOt aWcWa. The list of approved courses wilt be
coDStlndy updated and CIIl be accessed in the FEMA catllollt
'~t.7t':~~~~.'":~.: .... .
4. "LImited p.radPatioJl iii DOD-FEMA .pprOYed IDteJiilen~ .ulin trafairil: StaIa may send students to deAd
" nOn4pprOvCd iDtdJjpnce allyl;' CDlIIICI for up to Ibra offcriqs in ICCOl'dIDcc with the Irainina pmcess oudiDed
in Parts VI and VIf of the FY 2.008 JraIIl CUidlnce. A certificate of completion of all inteUipnce Inalysts traininl
must be OD file with the SM and must be made available to Preparedne.ss Officers upon request upon rhe biring of
personnel.
Allol\'able costs include trainin, courses that focus on:
4. Buildin, information sharing capacities (especially among law enforeement, nonlaw enforcement, other government
agencies, and the privaac sector)
4. MctbodJ of IarJct hardeninc
I/J. PaeiUty law enfom::ment security personnel, to include facilities. vessels and ports
~ CBRNE. apiculture. and cyber thrcatt
.a. History of temJrism and social environments contributing to threa.ts
,a, Surveillance and counter-sutveillance techniques
28
-. Privacy, civil rights, and civU liberties regulations, policies, procedures, and protocols
4. Critical Infrastructure Protection b'ainins. to include identifying/assessing critical in1rastructurc wets. V\ltnerabiUties.
and thrcars
4. Cyba/agriculwrrJfood security threats l'eCOlI1jtion and prottctive measures training
4. Culmral awareness training for COIMJunity engagement activities and undercover operations mlated to terrorist
organizations
4. Languages. such as Arabic. Urdu. or Farsi, which are spoken by known tetrorists and terrorist organiwions
il. Joinl trainiDB with other homeland security entities Ct.g., U.S. Secret Service, CBP)
oiL Use of Jntcropcnble communications equipmcn1
tiL Cot1eclioo. analysis, tnlppin& integration. and dissemination of geospatial data and imagery
-l. Geospl1iaJ database use.. desiJD. development, and management training
it. Volunteer participation to support law enforcement IDd community policing activities related to increased ~tiztn
awareness ofrerrorism activities, to include the Volunteers in Police Service and Neighborhood Watch programs
L. LETP Exercise Acthrfties .
Law enforcement terrorism prevention proteetion-orientcd fimds may be used to dClisn. develop, conduct. and evaluate
tetTOlUm pmration-reJawI exercises, induding the folJowing:
4. ExcrcJJes to evaluate the effectiveness otinformation sharing plans, policies. procedures. and protocoLs
it. Exercises to cvaJUJte NIMS implementation. This includes costs associated with exercising components of the NlMS
NationaJ Qedepdilin.c Pramewmt.
..a. Exercises 10 evaluate .facility and/or vessel security protection
4. Exa'Ciscs to evalwe area maritime seeurity protection
.tL Exercises to e\IaIolte threat recopidon capeiJides
4. Exa'cisel to evaluate cyber security capabiJitiC$
40 Exercises to evaluate lpiculturallfood security capabjJitics
~ ExercisCI to evaluate pm'Cl1lion readiDctS and techniques
t1- "&d Team" (force on force) cx.ercistJ
4. Inuroperablc communfcatfons exercises
4. Oitic:al in:trasrnJcture vulnerabiljty, protection. jIJdloT atUck exercises
Whore practical, these exercises should involve the public: sedor, non-govcmmental p2ll't:llen, trained cibzeu voluntccn. and
the general public. State and local JOvemments lbouJd work with their Citizen Corps Councils ro iDCIude volunteers fiom
ProgrImS such u Vohmtec:lS in Police Service, Ntilhborhood Walch. and the leneral public.
, . ,
J. National Incldent Management System (NIMS) Compliance
HSPD-S. -J/IDJ/l"IMISl of DOIIIUtfe 1n&Id.ntI:' mmdated the creation of'NIMS and the National Response Plan (NRP).
NlMS provides a coasiscent hmcworlc for entities at all jurisdictional levels to work toletbcr to millage domestic
ineidents. reprdless of cause, size, or compJexity. To pmmotc iataopcnbnity and compatibility _OB, FcdetaJ, S1afe,
local, and tribal capabilities, NIMS includes a core set of guidelines, stlndards, and protocols for CODDnJnd arJd
management, preparedness. resource management. comnwnicadoDS and information management, supporting
technolOJies. and Mlnaaemellt and maintmance ofNIMS. The NRP, using the template estabJilbed by NlMS. is an aJJ..
discipJi~ aU-hazards plan that provides the structure IIld mechanisms to coordinlle operations for evolving or potential
Incidents ofNadoaal Sipificancc, which arc major events that ~irc I coordina1cd and eft'ective response by aD
approprble combinadon ofFcdcraI, Stile. local, cribal, private seetor, and aonscwemmental c:otiti~."
The NIMS In.pion Center (NIC) recommends 38 NIMS CompU.nee Objectives Cor nongovernmental orplizatiOJU
thll support NrMS implementation. These actMdes dosc1y parallcl the implementation activities that have been required
ot State, tmiIorfal, tribal, ad locaIpemmeats sibce 2004 ad can be found It
www fema..RftV1Ddf1emer.enI(YJnimslft2Q fJ D'-' To iatepatc nonprofit organizations into the broider national
preplredness e1fort. DHS encourlpS pan_ to consider Pursuinllhese recommended activities.
Additionally, nonsow:mmenmJ orpnizadons JI1IIIf.eeS Ind sub-arutcel will be requin:cf to meet certain NIMS oomplianu
requhmcnts. This includes all emergency prepareducsl. response. and/or securi1;Y pezsonnel in the orpnizatioa
participadnl in the development. Implementation. and/or operation of nsourcesll1dlor activities awarded throup tbis
srInt 1DiJIl~1~.~iDjpropml.~~~ ~~ ~OIIII Sput4ard ~~~ Developlneot Guide.
M~ ~I bic!Judes )~7~ N.IMS:."".~u~on.ln.ldCliti~ I:S-a~.~.~: ~ ln~cd~ ~ciclent
Command System (lCS-100), IndcJei1t CoIDIIIIDd System (la-lOG), Intermediate IDcidt.nt Command S)'stem (G-300). IIId
Aclvlnccd laddcat Conunand sistcm (0-400) are also IICOJIIIIIeaded. For acfditloDII plcfance 011 NIMS tralnln&, please
refer to httD:lJwww.fem1~ovJmner.encvlninWnims traininlr shbn..
AdditionaJ information about NIMS implementation and resources for ach;eving compliance are available through th~
NlMS Intep'lti'on Center (NIC), at httD:I/www.feml.RQv/emef2cncv/nimsl.
fir. Reporting Requirements
1. Quarterly ProenlDmaUc Reportinr=
The Quarterly Pro&rammaUc R~port is due within 30 days after the end of the reportina periods (Mm 30, June
30, September 30 and December 30) tor file Jjfe arthis contract If. report(s) is delinquent. ftrtute finll1cial
reimbursements wm be withheld until the Recipient's reporting is current.
29
Re ortia Pmod
Rt OM due to DEM no bltertblll
March 3 J
ril30
June 30
Jul 3 )
Jul
October 31
October I throu DOcember 3J
Janu 31
2. Procrammltic Rtportlul-BSm
At the end of each biannual reporting period (Jan to JUDe and July to Dee), and for the life of the award, the
subgrantt.elrecipicnt will report infonnanon for the federally required Biannual Strategy and Implementation
Report (Bsm).
3. Reimbursement ReqUC$Is:
A'request for reimbursement ~ be sent to )'OUT cootract manaac:r for revjew and approvaJ at anytime during
the contract period. The Recipient should include the CIle&OI)"s corresponding line item number in 1hc "DcbiJ
of Claims" fOnn. This number tin be found in the UProposed Program BudSet". A Hne item number is to be
included for BYOJ)' dollar amount Jisted in the ~1 of Claims" fann.
3. Oose-ollt ProlflDlmatie Repordoc:
The OO>>OUt Report. is due to the Florida Division of Emergency Management no later thaD 60 days after the
contract is either completed or the confract has expired.
~. Monitoriug:
Florida Division of Emergency lthnagement
US Department oeRomeland Security Grants .Program
Grant MonitoriDg Pro~s
Florida has enhanced the state IIId local capability and capacity to prevent, pre~ IIId respond to terrorist threats since 1999 through
various Alnding sources incJudm, tederalll"lRt fUnds. AJ the steMrd orthe State Homeland Scam!;)' Grant Program fimds, projects
and equipment the Florida Division ofEmeraency Management (POEM) hu a responsibility to track JUld monitor the status of the
graD! actJvJty a]d 'laDS purchased
The monitorin. process detailed in rhJs document is desjped to wess a recipient IICftty's compU..cc with applicable state and
federal guidelines. The POEM is responsible for monitoring the fiDanclaJ, pl'Opammadc II1d capability portion aCthe grant to include
equipment procurczncnt and compliance with applicable SHSOP grant guidance ud statutory teJUJatiOtU.
Monitorial is ICCOIDpJishcd udlb:iol various methods incJudinl desk monitoring and olHite visits. There are two primary areas
reviewed durina monltorinllCtiYities - finaneiaJ and proJl'lmmIddcapability. Financial moaitoring is the review of records
usocilled with the purchase and disposition of property. projects IUd contracCs. Capability review is the observation of equipment
purchased, protocols Il1d other associated records. Various levels offinancial and programmatic revi8W may btactDmplished durina
this process.
Desk monitoring Is defined as the: review of projects, financial activity md technical assistlncc between the progam office and the
appUcant via e-me1J and telephone. Site visits are defined as a=W visits to the recipient agency9s locadon by . team or members of
the FOEM or dlcir designee, to actJJIJJy observe records, procedures and equipment
'~~~~~oi~~~~j ~o~j~a~ i~
EIdI )al'the POEM willldcatify up to 50% otsub-pmtees for lite visit monitoring. It is important to note that although . liven
IJ'IIIl has bcea dDsed IJlccenfblly. it fa .still subject to either desk or oa-site monitoring.
Ex.males or area. that IDIV he exlmibed inehade:
MlUgCment and administrative procedures
Grant folder maintenance
Equipment accountability II1d sub-hand receipt procedures
ProJl'lll1 Cor obsolescence
Status of equipment purchases
Stilus ofhlaiD, for purchased equipment
Status and number of response traininp conducted to include number trained
Status ad number of exercises
Status of pI ann jnl activity .
Anticipated projected completion
Specific difficulties completing tho project.
30
Agency NIMSIlCS tompJiance doeumenlllion
In certain circumstances, the POEM may Rqucst additional moniCoring,linfonnation if the activity. or lack there of: OD the part of the
specific recipient has pnmtcd questions !'om the relion. the sponsoring state agency or the FDEM leadership.. The method of
lathering this jnforma1ion will be dctcrJnined on I case...by.case basis.
l>e$k monitoring is an on-loiog process. Alene)' recipients wilJ be required 10 particjpe in drS lOp monitoring on an lmluaI buis
and IS determined by the FDE1\tf. The Jleney recipients will compete and submit the desk top monitoring within J 4 business calendar
days of receipt. This conUlCt wjJJ provide IUJ opportunity to identify the need for technical assistance ITA) andlor I site "Visit if the
POEM determines that a recipient is having diffieully completing their project.
Aj difficuJljesJdeticicncies are identified. the respective region or sponsoring IIC1lC)' 'Will be notified by the program office yja tmaH.
Inronnation will include the grant recipient agency namc. year and project descriplion and the nature of the issue in question. Many of
the issues tha1 we may be resolve(( at Ole rqional or sponsoring agency Jevel. Issues that require further T A will be rclened to the
FDEM for assistance.. Examples ofTA include but an: not limited to:
). Equipmenf selection or Ivailabre vendors
), Eligibility of items or savices
)0 Coordination and partnersh ip with other agencies within or outside the region or discipline.
~
Site visits Wl1r be conducted by the FDEM or 'Clam designllCd personnel. Site visits wiJI be scheduled in advlllccd with the recipient
agency POC designated in the graut agreement Monitorins questionnaires will be provided in advance of the visit
The POEM will aho coaduet coordinated finlneiaJ and pant file monitoring. These monitoring visits Will be coordinated with the
capability review visits. Subject matter expcJtS &om other agencies within the region or state may be called upon to assist in the form
of I peer review as needed.
All find:ings related 10 the capability review wm be documented and maintained within the FDEM.
Site Visit Protocol
The following outlines the monitoring protocol for the FDEM:
The site visits wilJ belm with those cnunees thai are cumDtJy spending or have completed spcndinl for lhet federal fiscal year
(FFY). Site visits may be combined when geographjcally convenient There u a sile visit chec1cJin to usist in the completion of aU
required tasks.
Site Visft PreDantion
A Jetter will be sent to recipient -FRey Point of Contact (POC) staring the purpose of the site visit and sent at least 30 calendar days
before the planned arrival date. FDEM personnel win call within the next 10 calendar days to schedule an appoinbnent to review the
grantee's proJl'llll.
The physical locatiOD of any equipment located at an alternate site should be confirmed with I representative torn that location and
the address should'be documented in the grantee folder hefon; the lire visit.
The appointmcat should be ccmfinned with the P'IOtce in writina (email is acceptable) and documented in the arantce folder.
Any personnel from the FDEM auendiDl the site visit wiU review the grantee's corresponding foldcr(s) before 1he visit Prior 10 the
visit, individual fa les will be I dontiraed for the lite visit Copies of applicable documents will be made IIId distributed to the site vbit
team at a millimum offiye (5) calendar days before the visit A mninder e-mail should be sent 10 all team members and the recipient
. ~Of o~~ ~~ess.~~ in adv~~ o~~e,.ite ,vlsil
. .. .
~.,:,:."..,.. . ..'/
Once IDEM pcqOnneI haVe anivCci It the site, an Oriedtation conference will b8 coaducted. During this time~ the purpose of1he site
. visit and !he items PDBM intends to examine \ViII be identified: If financial monitoring "risk will be conducted, they \VIII then explain
their objectives and 'WiJJ proceed to perform the financial review.
POEM persOMeJ will review all files and supporting documentation. Once the supporting documentation has been reviewed, a
tourlvisualfspot inspection of equipment will be conducted.
Each item should be visoalJy inspected whenever possible. Bigger items (computers, response vehicles, etc.) should have an wet
decal (information/serial number) placed in a prominent Jocation on each piece of equipment as per recipient agency requirements.
The saia! number should correspond with the Ipproprille receipt toconfinn purchase. Photographs should be taken of the equipment
(11lJe capitol expenditures in excess of $) ,000. per item).
31
If an item is bot avaUabJe (being ,used during time oftbe site visit), the approprill1e dOCiUmcntation must be provided 10 acoount forthu
p8l1icular piece of equipment Once tbe tourMsual/spot inspection of 8qUipmenc has been completed, the FDEM pCrJonncl ",ill then
conduct an GXit conference with the grutce to review Ihc findings.
Other pro~matJc issues can be discussed It Ods time. sueb as missing quarterly reports, payment voucbcrheimbursement.
equipment, questions, ete.
Post SIte Vbit ,
IDEM personnel will review the site visil worksheet as a team and JUejve notes from the rlnlJ1cial Review Team, jf applicable.
Within 30 calendar days of the site visit. . monilOrina rcporl wiU be &enerated and sent to the grantee explaining any issues and
COn=bVt dons requirtcl or rc:commtndations. Should no issues or findinpbc idcnlified, a monitoring report to that cfrcct wiD also
be &CDetIted md sent to the grantee. The grantee will submit a Corrective Action Plan within I timehme u deaennined by the
IDEM The Site Visit Worksheet, report and photographs will then be ineluded in tbe gantcets file alon& with any documents
distn"buled If the silt visit by the grantee. .
K. ProGrammatic Point of Contact
Contractual Point of Contact
Carolyn Washington
FDSM
255S Shumard Oak Blvd.=TaDahassec. FL32399-2100
.(8S0) 41G-12~1 '
.d
ProJTlOlfD8lic Point of Contact
Nicole Stanley
FDEM
2S55 Shumard Oak Blvd.
Tallahasscc, FL32399-2100
(850) 410-3457
i em. vfIo' .
L. Contractuar ResDOnslbUltles
The FOEM shall determine eligibility of projects and approve changes in scope of work.
The FDEM shall admrnister the financial processes.
32
Attachment B
Program Statutes and Regulations
1} 53 Federal Register 8034
2) Section 1352, Title 31, US Code
3) Chapter 473, Florida Statutes
4) Chapter 215, Florida Statutes. .
5) E.O. 12372 and Unifonn Administrative Requirements for Grants and Cooperative Agreements
28 CFR. Part 66, Common rule,
6) Unifonn Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 1 02( a) of the Flood Disaster Protection Act of 1973, Public law 93-234. 87 Stat 975
8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 use 470),
Executive Order 11593
9) Archeological and Historical Preservation Act of 1966 (16 use 569a-1 et seq.)
10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968.
11) Juvenile Justice and Delin quency Prevention Act, or the Victims of Crime Act
12) 28 CFR applicable to grants and cooperative agreements
13) Omnibus Crime Control and Safe Streets Act of 1968, as amended.
14) 42 use 3789(d), or Victims of Crime Act (as appropriate);
15) Title \II of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973. as amended;
17) Subtitle A. TItle II of the Americans with Disabilities Act (ADA) (1990);
18) Title IX of the Education Amendments of 1972;
19} Age Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations.
20) 28 CFR Part 42, Subparts C,D,E, and G ' · .
21) Department of Justice regulations on disability dIscrimination, 28 CFR Part 35 and Part 39.
33
Attachment C
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
Indicate by checking one of the boxes below, if you are requesting an advance. If an advance payment
Is requested, budget data on which the request Is based must be submitted. Any advance payment
under this Agreement Is subject to s. 216.181(16), Florida Statutes.. The amount which may be
advanced shalf not exceed the expected cash needs of the RecIpient wlth'n the Inltla' three months of
the Agreement.
l X J NO ADVANCE REQUESTED
[ JADVANCEREQUESTED
Advance payment of $ is requested. Balance of
payments will be made on a reimbursement basis. These funds
are needed to pay staff, award benefits to clients, duplicate forms
and purchase start-up supplies and equipment. We Y{ould not be
able to operate the program without this advance.
No advance payment Is requested.
Payment will be sole'y on a
reimbursement basjs. No additional
Information is required.
ADVANCE REQUEST WORKSHEET
If you are requesting an advance. complete the following worksheet
fA) fB) (e) (0)
FFY . . FFY FFY Total
,ESCRIPTION 2005..2006 2006..2007 2007-2008
INITIAL CONTRACT AllOCATION
FIRST THREE MONTHS CONTRACT
EXPEN DITURES 1
AVERAGE PERCENT EXPENDED IN FIRST
THREE MONTHS
(Divide line 2 by line .1.)
First three months e enditures need onl be rovided for the ears In which ou re uested an adva nee. If
xp yp y y q
you do not have thl8 Information, call your consultant and h. or she will assist you.
MAXIMUM ADVANCE ALLOWED CALULATION:
X $
=
Cell 03
DEM Award
(Do not Include any match)
MAXIMUM
ADVANCE
REQUEST FOR WAIVER OF CALCULATED MAXIMUM
[ J Recipient has no previous DCAlDEM contract history. Complete Estimated Expenses chart and
explanation of Cfrcumstances belowp
[ ] Recipient has exceptional circumstances that require an advance greater than the Maximum
Advance calculated above.
34
Complete Estimated Expenses chart and Explanation of Circumstances below, Attach additional
pages If needed.
ESTIMATED EXPENSES
BUDGET CATEGORY 2008..2009 Anticipated Expenditures for First Three Months of
Contract
ADMINISTRATIVe COSTS
Jlnclude Secondary Administration.)
PROGRAM EXPENSES
TOTAL EXPENSES
EXlJlanatlon of Circumstances:
35
Attachment 0
Warranties and Representations
Financial Manaaement
Recipienffi financial management system shan provide for the foUowing:
(1 J Accurate. current and complete disclOsure of the fina~ciat resutts of thIs project or program
(2) Records that identity the source and use of funds for all activities. These records shall
contain information pertaining to. grant awards. authorizations, obligations. unobligated
balances, assets. outlays, income and interest
(3) Effective control over and accountability for all funds. property and other assets. RecipIent
shall safeguard all assets and assure that they are used solely for authorized purpos~s.
(4) Comparison of expenditures with budget amounts for each Request For Payment Whenever
appropriate, financial Infonnation should be related to performance and unit cost data.
(5) Written procedures to determine whether costs are allowed and reasonable under the
provisions of the applicable cost principles and the terms and conditions of this Agreernent
(6) least accounting records that are supported by backup documentation.
Comoetition.,
All procurement transactions shall be conducted in a manner to provide open and free competition. The
Recipient shalJ be alert to confljcts of interest as wen as noncompetitive practices .among contractors that
may restrict or eliminate competition or otherwise restrain trade. In order to ensure objective contractor
perfonnance and eliminate unfair competitive advantage, contractors that develop or draft specifications, .
requirements, statements of work, Invitations for bids and/or requests for proposals shall be excluded
from competing for such procurements. Awards shall be made to the bidder or offer or whose bid or offer
is responsive to the solicitation and is most advantageous to the RecJpien~ considering the price. quanty
and other factors. Solicitations shalJ clearly set forth all requirements that the bidder or offer or mtlst fulfill
in order for the bId or offer to be evaluated by the Recipient Any and all bids or offers may be rejected
when It is in the Recfpient's Interest to do so.
Codes of conduct.
~e R~pf~~tshall ,n.ainta'~ written _n.dard~:ofcondu~goveming.the perform~nce of,~ e~ployees
engaged in the iWard arid administration of contracts. No 'employee,' officer, or agent shall participate in
~. ~.el~9n. .~.~I ~~ .~t;fm.i"~~p~'L9f.~. ~.,~.~ ~l!P~rt,~_~y p.~~'i.~.9~~~ ~~~~ ".~.~~I ~r. ~p~nt
conflict of Interest would be involved. Such a conflict would arise when the employee, officer. or agent,
any member of his or her immediate family, his or her partner, or an organization which employs or Is
about to employ any of the parties indicated herein. has a financial or other interest in the firm selected for
an award. The officers~ emptoyeest and agents of the Recipient shall neither solicit nor accept gratuities,
favors, or anything of monetary value from contractors. or parties to subcontracts. The standards of
conduct shall provide for disciplinary actions to be applied for violations of such standards by officers,
employees, or agents of the Recipient
36
. . Business Hours
The Recipient shall have its offices open for bus;ness, with the entrance door open to the public, and at
least one employee on site. from
licensing and ~ermittJna
All subcontractors or employees hired by the Recipient shall have aU current licenses and permits
required for aU of the particular work for which they are hired by the Recipient
37
CONTRO\..:JF J.3.2..11-
A~~~c.hfl1,nt E (I)
Subconfractor Covered Transactfons
(1) The proSpeCUY8 contractor of Ihe RecJplent, University of Miami.. Gord~1] Cen~er for
Research In Medical Educatlon-, certifies, by submission or thIs pocumenl, lhatnellher It nor
Its prfnCilpalsls presenUy debarred, suspended, proposed.for debarment. declared ineligible, or
voluntarily excluded from parUclpallon In this transacUon by any Federaf department or agency.
(2) Where the Reclplent.s contractor Is unable to cerUfy to the a1iove statement, the prospeotlve
contractor shaff atlach an 8~planaflon 10 IhIs.form.
SUBOONTRACTOR:
University of Hiami-
Gardoll Center fo Research in Medical Education .
~.
B~
Signal 8
BUmh rto peziani
Interim Vice President 09DS.~8..11.23..02
Name and TItle DIvisIon Conlracl Number
Business Services, University of MIami
PO Box 248106
Streel Addr~8
. eny of MiamI
Reolplent's Name-
Coral-Gables~ FL 33124-1432
ClCy. Slate. ZIp
March 2, 2009
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Attachment E (I:t-)
.., ~.ri' . ~'.J1~J~I'~~C~~~5ir1~H.;/,'~tl~' ~iie-.:JI.&'I":="'''tr. ...~ R....ftt. .. ~.n'" "R~ . ~ ~'~i.\~-V)~1.v.'~.:.fe."~~\i:,t~Yt,ii'~~.\;'" \(.~~:f:;
..tJ,~ &Ii~I~ ~If'':l!''~ 4'a'!l~,.ullca ,Ion. e 81u' '. "';'~~~'~~'~~"U~M~r..tl,,,,,4:;':\-lt"~:to:r:~;'~:Mt.'-
iF. , , l!;. ~~~~ l~ '~~~.: :".Sirme .lit_lies f\j~l gI6f1~~~' ~ ~\:'!~~~ifJ;.~f~~~~~~~.f$t
11'1:. ". . c- ~ ,m41~t't t . ,,":!~... . . ~\~ ,~f"~ '.i. ;;}',.r-.i'. .~, .". "~_"'f!~":.~: ~..51".t'!..ttJ...J "",
~~,1llt:. 1.~.~l!lmrEf'~I~r;;f7f(;tQ~~Jl-m.lm':{~i:;t~if.t~~~"rJ.~~r(~
Subcontractor Covered Transactions
(1) The prospective contractor of the Recipient. DavisLogic. Inc. dba All Hands Consulting. certifies I
by submission of this document, that nefther It nor its principals ;s presently debarred, suspendedJ
proposed for debarment. ~eclared ineligible, or voluntarily excluded from participation In 1hfs
transaction by any Federal department or agency.
(2) 'VVhere the Recipienfs contractor is unable to certify to the above 6tatement, the prospective
lcontractor shall attach an expfa.nation to thIs form.
SUBCONTRACTOR:
:~~.
Signature
City of Miami
Recipienfs "Name
Steven C. Davis. President
Name and TiDe
09DS48-11~23-02
Division Contract Number
10025 Maole Ave.
Street Address
Columbia. MQ. 21046
Cityl State, Zip
Janusrv. '13. 2009
Date
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Attachment F
Statement of Assurances
The Recipient hereby assures and certifies compliance with an Federal statutes, regulations. policies.
guidelines and requirements, including OMS Circulars No. A-21 , A-110. A-122, A-128, A-a7; E..O. 12372
and Uniform .Administrative Requirements for Grants and Cooperative Agreements 28 CFR. Part 66.
Common rure, that govern the application. acceptance and use of F aderal funds for this federally-assisted
project. Also the Applicant assures and certffles that
1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real
Property Acquisitions Act of 1970 (P.L. 91-646) which provides for fair and equitable treatment of persons
displaced as a result of Federal and federalty..assisted programs.
2. It will comply with provisjons of Federal law which limit certain political activities of employees of a
State or local unit of govemmentwhose principal employment is in connection with an activity financed in
whole or in part by Federal grants. (5 use 1501, et seq.)
3. it will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor
Standards Act.
4. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others. particuJarly
those with whom they have family. business. or other ties.
5. It will give the sponsoring agency or the Comptroller General, through any authorized representative,
access to and the right to examine all records, books, papers. or documents related to the grant.
6. It will comply with all requirements imposed by the Federal sponsoring agency concerning special
requirements of law. program requirements, and other adminIstrative requirements.
7. It will insure that the facilities under its ownership, lease or supervision which shall be utilized in the
accomplishment of the project are not listed on the Environmental Protection Agency's (EP A) list of
'Violating Facilities and thatitwlll notify the Federal grantor agency' of the receipt'of any communication'
from the Director of the EPA Office of Federal Activities indicating that a facility to be used jn the project is
underconsfderation for listing by the EPA
8. It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood DIsaster
ProtectIon Act of 1973, Public Law 93-234. 87 Stat 975. approved December 31, 1976, Section 102(a)
~~fr.~. ~~ ~~d. ~J;". ~_rch .2, 1.975. tf1~. p~rc.ha~ ~f.floC?d, ~~~UJ!l'1~ I~ .cp~m~.ry~~, .~,~ B.uch
, insutl~ce ~ ava~abJEf.'8 oo~~ition ~r the .~d8lp~'~f ~ny' F~~~ral "rianclipl"a~~tari~ fo~ *,pstruction or
H~~~.t~~.~~. Pd~U.rpob' ~~~o.J~r ~,~~..f~..~~Y.~~~~: ~~~t.~.~.~. f~'~~ ~~~~~~.~.~~ .~~ ,Sd' ,~rThe~i)i hO! ~~ D~pa~ent of
ouslng an r an eve opment as an area hay ng special flood hazar s. s' p 'rase "Federal financial
assistance- includes any form of loan, grant, guaranty, Insurance payment. rebate, subsidy, disaster
assistance loan or grant, or any other form of direct or indirect Federal assjstance.
9. It will assIst the Federal grantor agency In its compliance with Section 10S of the National HIstoric
Preservation Act of 1966 as amended (16 use 470). Executive Order 11593. and the Archeological and
Historical PreselVation Act of 1966 (16 use 569a-1 at seq.) by (a) consulting with the State Historic
Preservation Officer on the conduct of Investigations, as necessary. to identify properties listed in or
efigibf~ for inclusion in the National Register of Historic Places that are subject to adverse effects (see 36
CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such
39
properties and by (b) complying with aU requirements established by the Federal grantor agency to avoid
or mitigate adverse effects upon such properties.
10. It will comply, and assure the compliance of aU Its subgrantees and contractors. with the applicable
provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended. the
Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act. as appropriate; the
provisions of the current edition of the Office of Justice Programs Financial and Administrative Guide for
Grants, M71 00.1: and an other applicable Federal Jaws. orders, circuJars, or regulations.
11.1t will comply with the provisions of 28 CFR applicable to grants and cooperative agreements
including Part 18. Administrative Review Procedure; Part 20, Criminal Justice Inf.annation Systems; Part
22, Confidentiality of Identifiab'e Research and Statistical Information; Part 23, Criminar Intelligence
Systems Operating Policies; Part 30, Intergovernmentaf Reviewof Department of Justice Programs and
Activities; Part 42. NondiscriminationlEqual Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Policy Act; Part 63, Floodplain Management
and Wetland Protection Procedures; and FederaJ laws or regulations applicable to Federal Assistance
Programs.
12. It will comply, and all its contractors will comply, with the non-discrimJnation requirements of the
Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 use 3789(d), or Victims of Crime
Act (as appropriate); TrHe VI of the CfviJ Rights Act of 1964, as amended; Section 504 of the
RehablRtation Act of 1973, as amended; Subtitle ^ Title If of the Americans with Disabilities Act (ADA)
(1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975: Department of
Justice Non-Oiscrimination Regulations, 28 CFR Part 42. Subparts C.O.E. and G; and Department of
Justice regulations on disability discrimination. 28 CFR Part 35 and Part 39.
. . .
13. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after 8. due process hearing on the Grounds of race, color. religion, national orIgin, sex, or
disabUity against a recipient of funds, the recfpient wi.1 forward a copy of the finding to the Office for Civil
Rights, Office of Justice Programs.
14. It will provide an Equal Employment Opportunity Program if required to maintain one. where the
application is for $500.000 or more.
15. It will comply with the provisions of the CoastaJ Barner Resources Act (P .l. 97-348) dated October 19,
1982 (16 use 3501 at seq.) which prohibits the expendjture of most new Federar funds within the unrts of
the C'oastal Bani~r Resources System.
16. DRUG-FREE WORKPLACE' (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug-
Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at
?~..~FR Part 67,~ec~ons 67.615 and 67.620.
:.. .
40
.~"'I
APPROVED AS TO FORM AND
CORRECTNESS:
By:
Julie
City
A lTEST:
B~~~ (l81~
. Prisciffa A Thompson, I.LJ
. .City Clerk 0- l- 0 'i
41
By:
Pedro G. rnandez
City Manager
A municipal
State of Florida
AGENDA ITEM SUMMARY FORM
FILEID: . {)q~qS
Date: 3/18/2009 Requesting Department: Fire-Rescue
Commission Meeting,J?ate: ~IQI ~, District Impacted: _
Type: I Resolution 0 Ordinance 0 Eme.rgency Ordinance 0 Discussion Item
Law Department
MatterIDNo.
09-1760
[] Other_
Subject: Urban Area Security Initiative Grant Pro2mIll 2008 & Memoranda of Am-eements
Purpose of Item:
Resolution to establish a special revenue project titled the Urban Area Security Initiative ("UASI")
Grant Program 2008; appropriating funds in the amount of $11,271",885; received from the U.S.
Department of Homeland Security; passed directly through the State of Florida Division of
Emergency Management; and authorizing the City Manager to execute Memoranda of Agreements
with Miami-Dade and Monroe counties and the City of Hialeah; setting forth their responsibilities in
connection With the support of the UASI Project administered by the City of Miami D'epartment of
Fire-Rescue.
Background Informa!ioD:
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NO
Start Up Capital Cost:
Maintt;nanee Cost:
Total Fiscal Impact:
Final ADorovals
(SIGN AND DATE1
Budget
Risk Manageme .
Dept. Director
City Ma ager
elP
If.ina
Grauts
Purch.,i It
Chief 4 7----
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Background Information: (continued)
The United States I?epartmcnt of Ho~eland Secmity, through the State of Florida Division of
Emergency Management (DEM},'has sub-granted the Urban Area Security Initiative (UASl) Grant
Program 2008 to the City of Miami and its..contiguous counties (Miami-Dade and Monroe. and the
City of Hialeah) in the amount of $11,271,885. This program targets homeland security funding to
"high threat" urban areas in order to prevent, respond, and recover from threats or acts of terrorism
and other disasters of natural or man...made origin.
These funds will be us~ as stipulated by the grant, for the purchase of specialized equipment,
exercise:. training, administrative selVices and-development of the Urban Area Homeland Security
Strategy, and other planning activities needed to ensure a successful program.
It is no\\' appropriate to accept said grant awar~ establish a special revenue fund, and appropriate the
. said grant award therein.
In additio~ the City Commission authorizes the City Manager to execute Memorandum of
Agreements with contiguous counties, Miami-Dade and Monroe Countiest and the City of Hialeah,
setting forth the parties'. responsibilities in connection with the development and support of the UASI
Program 2008 which is administered by the City of Miami Department ofFire~Rescue.
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City of Miami
City Hall
3500 Pan American Drive
Miami, FL 33133
W\vw. rniamigov .com
Master Report
Resolution R-09-0413
File 10 #: 09-00899
Enactment Date: 9/10/09
Version: I
Controlling Office of the City
Body: Clerk
Status: Passed
TItle: A RESOLUTION OF TIlE MIAMI CITY COMMISSION, WITH A IT ACHMENT(S), ESTABLISHING A
NEW SPECIAL REVENUE PRomCf ENTITLED: "URBAN AREA SECURITY INITIATIVE ("UASI")
GRANT PROGRAM FISCAL YEAR 200811. AND APPROPRIATING FUNDS FOR THE OPERA nON OF
.:.,.....~:. _ SAME, lNTHEAMOUNTOF $11,271,885, CONSISTING OF A GRANT FROM THE UNIlED STATES
.2: DEPARTMENT OF HOMELAND SECURITY, DIRECTLY TO THE STATE OF FLORIDA DIVISION OF
:'i: 8RGENCY MANAGEMENT; AUTHORIZING TIlE CITY MANAGER TO ACCEPT SAID GRANT
1.:-1 AWARD AND TO EXECUTE TIm NECESSARY DOCUMENTS TO IMPLEMENT ACCEPTANCE OF
o ~~ mn GRANT AWARD; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS
~ ~ 5~AL AGENCIES DESIGNATED FOR HOMELAND SECURITY EXPENSE PURSUANT TO
w r THE U.ar GRANT GUIDELINES; FURTHER AUTHORlZING THE CITY MANAGER TO EXECUTE
u >- mMctQ.NDUM OF AGREEMENT(S), IN SUBSTANTIALLY THE ATI ACHED FORM(S). WITH ITS
L1J Co.;
a:: =::: ,coNT16uoUS COUNTIES, MIAMI-DADE AND MONROE. AND THE CITY OF HIALEAH, SE111NG
~; ~RTH THE PARTIES' RESPONSIBILITIES IN CONNECTION WITH THE DEVELOPMENT AND
e:; cWPPORT OF THE UASI PROJECT ADtdINISTERED BY THE CITY OF MIAMI DEPARTMENT OF
-:'- ~RESCUE, CONTINGENT UPON FUNDING OF SAID PROJECT BEING SECURED.
&..4..'
Reference:
Introduced: 8/18/09
Name: Establish Revenue Proj....UASI 2008 Grant Prgm
Requester: Department of
Fire-Rescue
Cost:
Final Action: 9/10/09
Notes:
Sections:
. Indexes:
Attachments: 09-00899 Legislation.pdt: 09..00899 Exhibit l.pdt: 09-00899 Exhibit 2.pd( 09-00899 Exhibit lpd( 09-00899
Exhibit 4.pd( 09-00899 Summary Form.pdt; 09-00899 FUND TITLE.pdf
Action History
Ver. Acting Body
Date
Action
Sent To
Due Date Returned Result
Office of1be City
Attorney
8/31/09
Reviewed and
Approved
City orMiami
Pile 1
Priatod on 9121/2009
City Commission 9/) 0/09 ADOPTED
A motion was made by Marc David Sarnoff: seconded by Angel Gonzalez, that this matter be ADOPTED. The motion
carried by the folJowing vote:
Aye: 5 - Angel Gonzalez, Marc David Samoa: Joe Sanchez" Tomas Regalado and MicheUe Spence-Jones
Office of the Mayor
9/15109
Signed by the Mayor
Office of the City
CJerk
Office of the City Clerk' 9/16/09
Signed and Attested by
City Clerk
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City of Miami
Pile 2
Priatcd OD 9I2J12009
City of Miami
Leg~s~~.t!~n
Resolution
City Hall
3500 Pan American
Drive
Miami. FL 33133
www.miamigov.com
File Number: 09-008'9
Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ESTABLISHING A NEW SPECIAL REVENUE PROJECT ENTITLED: "URBAN
AREA SECURITY INITIATive ('tUASI") GRANT PROGRAM FISCAL YEAR 2008",
AND APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE
AMOUNT OF $11,271,885. CONSISTING OF A GRANT FROM THE UNITED
STATES DEPARTMENT OF HOMELAND SECURITY, DfRECTL Y TO THE STATE
OF FLORlDA DIVISION OF EMERGENCY MANAGEMENT; AUTHORIZING THE
CITY MANAGER TO ACCEPT SAID GRANT AWARD AND TO EXECUTE THE
NECESSARY DOCUMENTS TO IMPLEMENT ACCEPTANCE OF SAID GRANT
AWARD; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS
GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY
EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES; FURTHER
AUTHORIZING THE CITY MANAGER TO EXECUTE MEMORANDUM OF
~,n. AGREEMENT(S). IN SUBSTANTIALLY THE AlTACHED FORM(S), WJTH ITS
CONTIGUOUS COUNTIES, MIAMI-DADE AND MONROE, AND THE CITY OF
WAlEAH, SElTlNG FORTH THE PARTIES' RESPONSJBILITlES IN
~NNECTION WITH THE Oi:vELOPMENT AND SUPPORT OF THE UASJ
~JCT ADMINISTERED BY THE CITY OF MIAMI DEPARTMENT OF
~fR · ESCUE, CONTINGENT UPON FUNDING OF SArD PROJECT BEING
S~EC ED.
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~E~S, the United States Department of Homeland Security (''USDHSt~, Is authorized by the
Em.edi~.ncYWartime Supplemental Appropriations Act 2003, to provIde funds to states for subsequent
distribution to selected urban areas to address the unique equipment. training, planning, exercise and
operational needs for large .urban areas, and to .asslst them in bundlng an enhanced and sustainable
capacity to prevent. respond to, and recover from threats or acts or terrorism; and
. '. .
. .
:WHEREAf(the lisDHs,. through the state ot"!=loridaDivislon of Emergency Management, has
sub-granted an Urban Area Security Initiative C'UASI.) Grant Project 2008 to the City of MiamI ("City")
in the amount of $11.271.885; and
WHEREAS. the Cityts Department of Fire-Rescue will use said funds to continue to address the
unique equipment, training, planning, exercise and operational needs of the City, its contIguous
countIes Miami-Dade and Monroe, and the City of Hialeah. and to continue building an enhanced and
sustainable capacity to prevent. respond to, and recover from threats or acts of terrorism; and
WHEREAS I in accordance with the UASI Grant Program 2008. the attached Memorandum of
Agreements with the CIty's contiguous counties, Miami-Dade and Monroe Counties, and the City of
Hialeah, will provide the necessary guidelines to coordinate the UASI Grant Program 2008 and will
permit the City to reimburse Miami-Dade and ~onroe Counties, and the City of HiaJeah for its
City of Miami
Page loll
Prlntu On: 812~12009
File Number: 09-00899
expenditures that are compliant with said project;
NOW, THEREFORE, BE IT RESOLVED BYTHE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted
by reference and incorporated as if fully set forth in this Section.
Section 2. The following new Special Revenue Fund is established and resources are appropriated
as described below:
PROJECT TITLE: Urban Area Security Initiative Grant Program Fiscal Year 2008
RESOURCES: Department of Homeland Security directly to the $11,271,885
State Of Florida Division of Emergency Management
..
APPROPRIA-rIONS:
$11.271,885
Section 3. The City Manager is authorized {1} to accept said grant award and to execute the
necessary documents to implement the acceptance of said grant award.
~ . .
setilon a, The City Manager is authorized {1} to execute Memorandum of Agreement(s), in
sUbstantia1ry thlrilttached fonn(s), with its contiguous counties, Miami-Dade and Monroe, and the City
of Hia~6f setl:ili1g forth the parties' responsibilities in connection with the development and support of
the U~tpro.J.a!t a~inistered by the City of Miami Department of Fire-Rescue, an UASI sponsoring
agen~~~ntmgenWlPon fundlng of said project being secured.
. LtJ~ 0'. .~
o.::'~ecij.Qji 5.~iS Resolution shall become effective immediately upon its adoption and signature
of the ~ay~2}
~ g
~
APPROVED AS TO FORM AND CORRECTNESS:
JULIE O. BRU.
CITY AlTORNEY
Footnotes:
{1} The herein authorization is further subject to compliance with all requirements that may be
imposed by the City Attorney. inclUding but not limited to those prescribed by applicable City Charter
and Code provisions.
{2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days
from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become
effective immediately upon override of the veto by the City Commission. .
City o{ Miami
Ptzge 2 of2
Printed On: 8/2i12009
Hom~......
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Actual
'Y
r-
:Description of project
o
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ii
!.
2008-040 M.obile CommandU'n:it SUstainment
2008-041 P25 Compliant ~Radiosl Batteries & Chargers
2008-042 PAPR SUstalnment .SUstainment for UASl purchased
PAPRs and accessories
2008-043 Physical Security Enh.ancements for critical :infraslructure
protection to fire stati..ons
200S-044 Plannino" Training, & Exerdse.s
2008-045 Person.al :Prolective Equipment Ca.che
2008-046 Pers.on.aI :Proledive E.quipment.for Bomb Squad
2008-047 Remote Control System for Bomb Squ.ad
2008-048 Web-based emerge:ncy notifi:catlon syste-m for citize:n
notificati ons
2008-049 Maintain & Sustain UASJ purdlased.SatelUte phones &
2008-650 ieJ CoAtaiAed Srl.athing ~par3tu& for ~A:r
2008-051 CBRNE Equipment Stora.ge ShelVes
2008-052 Tenet Health Di.saster Trai:ning
2OO8-G53 Te.rrorism Lite;rature. for Public Education
2008-054 Training OVertime
2008-055 Transportable Radio Base stations
2008-056 Video Tele-Conferen:dng Projed Sustainment
2008-057 Two-wh:e.eted Tran.spDrters: for fully suited bomb
2008-058 Data & informati-oo sharin.g web-based software for fi:re &
police to enhance sltuation awarene.ss
2008-059 Maintain & SUstain we.athe'r monitoring equipment &
s &rVices.
2008-060 UASI Projed PJannin.g and Coordination - Suslai:n Project
Office, Training Coordinati.on.. UAWG support,. etc.
200S-061 Virtual iFu.sion Center - One Intel lv1alysts and Proje.d
2008-062 Criticallnfrastrudure Coordi~nator (FOlE)
-"'~~~
)~~.
200.8-D64 Regional pt-annlng, training and e.xerdse. program
2008-06S Virtual :Pusjon Ce:nter - Information Systems and
connectivity e.quipment
2008-066 Virtua~1 :Fusion Center -lnformation Systems and
connectivity equipment
2008-067 Bomb Disposal Unit Res po-ns e Vehide
2008-068 CEUPICOOPI T & :E for the City of Doral.
2008-069 CE'UPICOOPI T & :E for the City of Home.stead
2
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Balance
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5,000
25,000
15,000
10,000
1971800
50,000
23,720
28,464
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5,000
1.5,000
241000
1501000
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40,000
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556,000.
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EM $ 1,000,000
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Primary SUb grantee OV
Grantee
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Miami
Miami
Miami
Miami
Miami
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Miami
Miami
Miam:i
Miami
Miami
Miami
Miami
Miami
Miami
Miami
Miami
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Miami
Miami
Miami
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30,000 Miami
Miami
30,000 Miami
U:iami
M:iami
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M:iami
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M.iami
M.iami
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M:iami
M:i.ami
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Mi.ami
M.iami
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M:iami-Reg
Miami-Re-g
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:Miami-Reg
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200,000 Miami-Dade Miami-Dade
30,000 ".iami-D.ade Miami-Dade
30,000 "'iiami-iDade Miami-Dade
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2008 Uf\SI Regional Project Rankh,y S e t. y .' \ I.~ I D
' . ....j A .
".... . j-, ,.(~ r; t:' 1.1 ...
U C [,' I 7 ~ ..,.
2008 SFUAWG Approved Regional Proj~~t~
Description of Project Budget Final Budget Cummulative ~ w
.E a::
Submittal Q. 0
'u (J
en (f)
is
WebEOC Adminstration $ - $ 300,000 $ 300tOOO EM 50
WebEOC Resource Typing $ - $ 239,600 $ 539,600 EM 47
Virtual Fusion Center - Two Intel Analysts for $ 280,000 $ 280,000 $ 819,600 LE 45
Broward and Palm Beach County
UASI Project Planning and Coordination - Sustain $ 637.536 $ 556,000 $ 1,375,600 EM 44
Project Office, Training Coordination, UAWG support,
etc4
Virtual Fusion Center - One lntef Analysts and $ 280,000 $ 280,000 $ 1 ,655,600 LE 43
Project Manager (2 positions in Miami-Dade Police
Department)
Regional PT&E - Sustain regional planning, training $ 1,785,958 $ 1,000,000 $ 2,655,600 EM 40
and exercise orogram
Citizen Corps - Establish a regional Citizen Corps $ 375,000 $ 400,000 $ 3,055,600 EM 40
- I . . . --
Virtual Fusion Center - Information Systems and $ 120,000 $ 120,000 $ 3,175,600 LE 38
connectivity -Virtual Fusion Center (equipment for
each county)
Critical Infrastructure Coordinator (FDLE) $ 75,000 $ 75,;000 . .$ 3,250t600 LE 38
Reaional Planning Initiative $ 875,000 // ....... $ 3,250,600 EM 37
lED Capability Enhancement - Monroe County $ 2,167,051 ~50.000 ""'" $ 3,600,600 LE 34
Bomb Squad equipment to enhance capabilities to ,;:;:~;..;,::-::;~~~~~ ;w.)
prevent, detect, and respond to Improvised Explosive
Enhanced Emergency Response Vehicle (EERV) $ 1,500,000 LE 31
RDSTF Surveillance Equipment $ 167,500 lE 16
R-LEX - 2 Year R-LEX Maintenance (8S0 is $ 658,178 lE 6
recioient)
Risk Management - System for assessment and $ 670,000 EM 3
prioritization of critical infrastructure and threat on a
regional basis Ooint program with the Tampa,
Orlando and Jacksonville UASls)
South Florida Planning Conference $ 125,000 EM 2
Virtual Fusion Center - Metadata Planner + 0/05 $ 194,955 LE 0
State Fusion Centers.. Link fusion centers across the $ 380,000 EM 0
Preparedness Planning... Create preparedness $ 560,000 EM 0
planning networks and communities to integrate
citizens and the private sector with other key planning
efforts
Total $ 10,851,178 $ 3,600,600
T
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