Item O4BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 18, 2012_ Division: Monroe County Sheriffs Office
Bulk Item: Yes X No Department: Grants
Staff Contact Person/Phone #: Tamara Snider / 292-7092
AGENDA ITEM WORDING:
Memorandum of Agreement between Monroe County and Monroe County Sheriffs Office
regarding the use of $156,720.49 from a FY 2010 UASI / Homeland Security Office of
Domestic Preparedness grant with the City of Miami to purchase equipment for the Sheriffs
Office approved by the granting agency.
ITEM BACKGROUND:
Transaction will be reported on FY2012 financials for both the Sheriff and the BOCC.
PREVIOUS RELEVANT BOCC ACTION:
On January 4, 2012 the BOCC entered into a Memorandum of Agreement with the City of
Miami regarding the Urban Area Security Initiative (UASI) Grant Program for FY 2010.
CONTRACT/AGREEMENT CHANGES: The substantive language of this contract has not been
changed. This agreement allows for the Sheriff to be reimbursed for grant expenses after they have
been incurred and the County has been provided appropriate documentation to support the expense.
The County will then seek reimbursement from the City of Miami for the Sheriff's expenses that are
related to this grant as well as Emergency Management's expenses for the other half of the grant.
Until recently, the County only reimbursed the Sheriff once it had received reimbursement from the
City of Miami. Should the Homeland Security funding not be made available to the County, per the
County's MOU with the City of Miami, the County would be financially responsible for the expenses.
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $1.56,720.49
COST TO COUNTY: 0.00
BUDGETED: Yes X No
SOURCE OF FUNDS: FY 2010 UASI
REVENUE PRODUCING: Yes X No— AMOUNT PER MONTH Year
APPROVED BY: County Attye OMB/Purchasing Risk Managemen&_
DOCUMENTATION:
DISPOSITION:
Revised 11/06
Included X Not Required
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Monroe County Sheriff Effective Date: 10/01/2010
Expiration Date: 04/3 0/2013
Contract Purpose/Description: Memorandum of Agreement between Monroe County and
Monroe County Sheriff's Office regarding the use of S156,720.49 from a FY 2010 UASI I
Homeland Security Office of Domestic Preparedness grant with the City of Miami to purchase
equipment for the Sheriff s Office approved by the granting agency. This agreement allows for
the Sheriff to be reimbursed for grant expenses after they have been incurred and the County has
been provided appropriate documentation to support the expense. The County will then seek
reimbursement from the City of Miami for the Sheriffs and Emergency Management's expenses
that are related to this grant. Should the Homeland Security funding not be made available to
the County, per the County's MOU with the City of Miami, the County would be financially
responsible the expenses.
Contract Manager: Tamara Snider 6065 Monroe County Sheriff's Office
(Name) (Ext.) (Department)
for BOCC meeting on: April 18, 2012 Agenda Deadline: April 3, 2012
CONTRACT COSTS
Total Dollar Value of Contract: $156,720.49 Current Year Portion: $156,720.49
Budgeted? Yes X No Account Codes: 125 135"315'� - - GU)0109-XXXXXX
Grant: $156,720.49
County Match: $0.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $0.00 For: Staff support -filing reports, oversight
(Not included in dollar value above) (e.g. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
a e In Needed iewer
Division Director Lf3 iL Yes❑ Nol�l
Risk Management Yes[:]No[� L 2
O.M.B./Purchasing Yes[:] No[�J/1�-
County Attorney + iLou-
Yes[:] No[ / —
Comments:
OMB Form Revised 9/11/95 MCP #2
MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING is made and entered into this
day of , 2012, by and between the Monroe County Board of County
Commissioners, a political subdivision of the State of Florida, whose address is 1100 Simonton
Street, Key West, Florida 33040, hereinafter referred to as "COUNTY," and The Monroe County
Sheriffs Office, hereinafter referred to as "SHERIFF."
WITNESSETH
WHEREAS, the U.S. Department of Homeland Security Office for Domestic
Preparedness has awarded a grant to the State of Florida Department of Community Affairs
through the FY 2010 Urban Area Security Initiative (UASI), and
WHEREAS, the State of Florida Department of Community Affairs has awarded a
subgrant of these funds to the City of Miami through a federally -funded subgrant agreement, and
WHEREAS, the COUNTY entered into an agreement with the City of Miami on January
4,'2012, by which the City of Miami sub -granted the sum of three hundred thirteen thousand four
hundred forty dollars and ninety-nine cents ($313,44099), of which one hundred fifty-six
thousand seven hundred twenty dollar and 49 cents ($156,720.49) was to be given to Monroe
County Sheriff's Office for the purchase of equipment approved by the granting agency as well
as other items, and
WHEREAS, the SHERIFF has agreed to purchase law enforcement equipment for use by
the SHERIFF in accordance with the COUNTY'S agreement with the City of Miami,
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the SHERIFF agree as follows:
1. TERM - The term of this Agreement is from October 1, 2010, through April 30,
2013, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The SHERIFF will purchase equipment as outlined in the
COUNTY' S agreement with the City of Miami, attached as Attachment A and made a part
hereof
3. OWNERSHIP — The SHERIFF will retain ownership of the approved equipment
and will maintain the items on the Sheriff's inventory.
4. FUNDS - The total project budget to be expended by the SHERIFF in
performance of the services set forth in "Attachment A" of this agreement shall be the total sum
of $156,720.49. The total sum represents federal grant support in the amount of $156,720.49 and
matching funds in the amount of $0.00. All funds shall be distributed and expended in
accordance with the grant agreement.
Monroe County Sheriffs Office — MOU UASI FY 2010
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5. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "Memorandum of Agreement for Participating Miami UASI IV Agencies"
and all laws, rules and regulations relating thereto are incorporated by reference (Attachment A).
b. BILLING AND PAYMENT - The SHERIFF shall render to the COUNTY, after
purchase of the equipment, an itemized invoice properly dated, describing the equipment
purchased, the cost of the equipment, and all other information required by the COUNTY for
reimbursement. Upon receipt of appropriate documents the COUNTY. shall reimburse the
SHERIFF for the said expenditures.
7. TERMINATION - This Agreement may be terminated by either party at any time,
with or without cause, upon not less than thirty (30) days written notice delivered to the other
party. The COUNTY shall not be obligated to pay for any equipment ordered by the SHERIFF
after the SHERIFF has received notice of termination. In the event there are any unused grant
Funds, the SHERIFF shall promptly refund those funds to the COUNTY or otherwise use such
funds as the COUNTY directs.
S. NOTICES - Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY
Monroe County Administrator
1100 Simonton Street
Key West, FL 33040
And
Director
Monroe County Emergency Management
490 63' St., Suite 150
Marathon, FL 33040
FOR PROVIDER..
Monroe County Sheriff Robert P. Peryam
5525 College Road
Key West, FL 33040
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
9. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the City of Miami cannot be obtained or cannot be continued at a level sufficient to allow for the
services specified herein, this Agreement may then be terminated immediately, at the option of
the COUNTY, by written notice of termination delivered in person or by mail to the SHERIFF at
its address specified above. The COUNTY shall not be obligated to pay for any equipment
ordered by the SHERIFF after the SHERIFF has received notice of termination.
10. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the SHERIFF shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
Monroe County Sheriffs Office — MOU UASI FY 2010
Page 2 of 3
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect
or religious denomination or in aid of any sectarian institution. Any violation of said statutes,
ordinances, rules, or regulations shall constitute a material breach of this Agreement immediately
upon delivery of written notice of termination to the SHERIFF. If the SHERIFF receives notice
of material breach, it will have thirty days in order to cure the material breach of the contract. If,
after thirty (30) days, the breach has not been cured, the contract will automatically be
terminated.
11. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
12. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in effect
between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: DANNY L. KOLHAGE, Clerk OF MONROE COUNTY, FLORIDA
Deputy Clerk
Witness
MONRQE COUNTY ATTORNEY
AP OV D AS./T
�' .•...
NTWIA L. HALL
ASSISTA T COUNTY ATTORNEY
Date 4-3- Q-0 l
IM
Mayor/Chairman
MONROE COUNTY SHERIFF'S OFFICE
By:
Tid
MONROE COUNTY SHERIFF'S OFFICE
APPRMD AS TO FORM:
DATE:
Monroe County Sheriffs Office — MOU UASI FY 2010
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