FY2010 04/18/2012 DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE: June 1, 2012
TO: Sheriff Robert P. Peryam
Monroe County Sheriffs Office
ATTN: Tamara Snider
Grants Administrator
FROM: Pamela G. Hanc .C.
At the April 18, 2012, Board of County Commissioner's meeting the Board granted
approval and authorized execution of Item 04 a Memorandum of Agreement between Monroe
County and the Monroe County Sheriff's 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 Sheriff's Office 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
Finance
File
MEMORANDUM OF UNDERSTANDING
TH S MEMORANDUM OF UNDERSTANDING is made and entered into this /Ytt,
day of , 2012, by and between the Monroe County Board of County
Commissio ers, 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
Sheriff's 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 ($313,440.99), of which one hundred fifty -six
thousand seven hundred twenty dollar and 49 cents ($156,720.49) was to be given to Monroe
County Sheriffs 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
Page 1 of 3
t
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).
6. 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.
8. 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
FOR PROVIDER
Monroe County Sheriff Robert P. Peryam
5525 College Road
Key West, FL 33040
And
Director
Monroe County Emergency Management
490 63 St., Suite 150
Marathon, 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
ereto by the proper officers thereof for the purposes herein expressed at Monroe
�.,L K � orida, on the day an d year first written above.
(SEAL)
ATTEST.
DANNY L. KOLHAGE, Clerk
By:
o 4 � puty Clerk
Cr-1
LLJ -
U-
Lam!
fL
Witness
MONRO COUNTY ATTORNEY
APP VE AS FQPM:
C THIA L. HALL
ASSISTANT COUNTY
Date ¢ - I
BOARD OF COUNTY COMMISSIONERS
OF MONROE OUNTY, FLORIDA
By:
Ma r /Chairman
MONROE COUNTY SHERIFF'S OFFICE
0
Tit]
J. MCC
DATE:
Monroe County Sheriffs Office — MOU UASI FY 2010
Page 3 of 3
MONROE COUykY SHERIFF'S OFFICE
APPROVE APPROVE13 AS TO FORM:
BOARD OF COUNTY COMMISSIONERS ATTACHMENT "A"
AGENDA ITEM SUMMARY
Meeting Date: FebEM 15, 2012 Division: Emergency Services
Bulk Item: Yes X No _ Department: Emergency Management
Staff Contact Person/Phone # Jose Tezanos / 305- 289 -6325
AGENDA ITEM WORDING: Approval of a Memorandum of Agreement with the City of Miami
dated January 4, 2012 concerning a United States Department of Homeland Security's Office of Grants
& Training (OG &T), through the State of Florida Division of Emergency Management (FDEM) sub -
grant Agreement # I IDS- A1- 11- 23 -02- in the amount of $313,440.99 with no county match required;
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 (OG &T), through FDEM, has subgranted the Urban Area Security Initiative (UASI) Grant
Program, FY 2010, to the City of Miami, Miami -Dade and Monroe Counties, and the City of Hialeah in
the amount of $10,708,461.00. This program targets homeland security funding to "high threat" urban
areas in order to prevent, respond, and recover from threats or acts of terrorism. Monroe County is
receiving $313,440.99 and it breaks down as follow: Monroe County Emergency Management
$156,720.50 and Monroe County Sheriff s Office $1 56,720.49.
PREVIOUS RELEVANT BOARD ACTION: The UASI FY05, FY06, UASI FY07, UASI FY08,
and UASI FY09 were approved on the March 15, 2006, May 11, 2007, March 19, 2008, January 20,
2010, and January 19, 2011 BOCC meetings respectively.
CONTRACT /AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approve UASI FY10 Grant award. The Monroe County Sheriff s
Office is to provide the County a Memorandum of Understanding to apply for reimbursement of funds.
A revenue fund needs to be established by the Office of Management and Budget.
TOTAL COST: 313,440.99 INDIRECT COST: BUDGETED: Yes — No X
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: $ 0.00 SOURCE OF FUNDS: UASI Grant
REVENUE PRODUCING: Yes No X AM AUNT PER MONTH Year
APPROVED BY: County Atty X V OMB/Purc mg X Risk Management X
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM N.
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: City of Miami Contract #11 -DS A1- 11- 23 -02-
Effective Date: October 1, 2010
Expiration Date: Apri130, 2013
Contract Purpose/Description:
Approval of a Memorandum of Agreement with the City of Miami dated Jan. 4, 2012
concerning an United States Department of Homeland Security's Office of Grants & Trainin
OG& , through the State of Florida Division of Emergency Management FDEM sub-grant
Agreement # 11 DS-Al -11-23-02-, and authorization for the County Administrator to execute
any other required documentation in relation to the application process. A revenue fund needs
to be created by OMB
Contract Manager: Jose Tezanos 6325 14
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on Feb 15, 2012 Agenda Deadline: Jan 31, 2012
CONTRACT COSTS
Total Dollar Value of Contract: $ 313,440.99 Current Year Portion: $ 313,440.99
Budgeted? Yes[] No ® Account Codes: GE - 06 - 13 -5 264r E ;
Grant: $ 313,440.99 - - -
County Match: $ 0 -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (e g. maintenance, utilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes Date Out
Date In Needed R v'ewer
Division Director Yes❑ Q No - ��
1
Risk Manage nt Yes❑ W
O.M.B./Purc ng t Jc�t y Yes❑ No[� i 23
County Attorney l / �l � Yes No[ 3 .4 117,0 L'7I -,
/T I
Comments:
MEMORANDUM OF AGREEMENT
FOR PARTICIPATING MIAMI UASI GRANT 2010 AGENCY
"Monroe County"
This Agreement is entered into this 4 TtN day of . �V+t'� , 201 Z
and between the City cf Miami, a municipal corporation of the State f Florida, (the
"Sponsoring Agency ") and Monroe County, (the "Participating Agency ").
RECITALS
WHEREAS, the U.S. Department of Homeland Security (USDHS) is providing
financial assistance to the Miami urban area in'the'ameunt $10,708,461 dollars through
the Urban Area' Security initiative (UASI) Grant Program 2010; and
WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI
Grant Program 2010; 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 UASI Grant Program 2010 and involve core cities, core counties, contiguous
jurisdictions, mutual aid partners, and State agencies; and
WHEREAS, the 2010 Urban Area has been defined as the City of Miami, Miami -
Dade and Monroe Counties, the Cities of Hialeah, Miami Beach, and Coral Gables, and
the Village of Key Biscayne and anticipates sub - granting a portion of the UASI funds in
accordance with the grant requirements; and
WHEREAS, the City Commission, by Resolution No. I I —b4 `1 ,
adopted on 1 -- 1 '1 — t , has authorized the City Manager to enter into this
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 prGcess to enhance Miami and its
surrounding jurisdictions ability to respond to a terrorist threat- or act.
Page I of 10 --- •
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree
as follow:
1. PURPOSE
A. This Agreement delineates responsibilities of the Sponsoring Agency and the
Participating Agencies for activities under the UASI Grant Program 2010 which was
made available 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.
11. SCOPE
A. The provisions of this Agreement apply to UASI Grant Program 2010 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 loss of life 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.
B. Core County. The county within which the core city is geographically located. The
core city is the ('ity.of Miami. ....._.
. Page 2 of 10
C. 'UASI Grant Program 2010. The UASI Grant Program 2010 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, respdnd 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; multi- agency systems; unified
command and training.
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. UASI Grant Program 2010. 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/counties, .and the respective State Administrative Agency. Funding for the
UASI Grant Program 2010 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 of 10
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
- established formal 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, which 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 POC.
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.
1. Submitting required reports.
Page 4 of 10
V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR:
A.• Providing an administrative department, 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. Participating Agencies and any sub - grantees must abide by the grant requirements
including budget authorizations, required accounting and reporting expenditures,
proper use of funds, and tracking of 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 all UASI Grant Program 201b 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 development 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, healthcare and public
health.
G. Assisting the sponsoring agency in development of a comprehensive Urban Area
Homeland Security Strategy.
H. Complying with the requirements or statutory objectives of federal law.
Page 5 of 10
1. Ensuring satisfactory progress toward the goals or objectives set forth in the grant
application.
J. 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. Sponsoring 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 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.
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.
Page 6 of 10
VII. FINANCIAL 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. General Accounting Office Government Auditing Standards and OMB
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 2010 assistance for audit and 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 all 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 progress reports 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 availability of funds and the
continued mutual agreements of the parties.
Page 7 of 10
VIII. CONDITIONS, AMENDMENTS, AND TERMINATION
A. The Participating Agency will not illegally discriminate against any employee or
applicant for employment 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 terminated by either party on thirty (30) days written notice
to the other party.
D. 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.
E. This Agreement will end on April 30, 2013,' 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
SPONSORING AGENCY
THE CITY OF MIAMI, a municipal
ATTEST: Corporation of the State of Florida
BY: BY:
Priscilla A. Thompson VCiyanager artinez
City Clerk ( —� (a.
APPROVED AS TO FORM AND
CORRECTNESS:
BY:
��— �� 10 � �
J j 0. Bru ;LK%J
C' Attorney
APPROVED
REQUIREMI
�l
Page 9 of 10
CE
4
rtment of Risk Management
PARTICIPATING AGENCY
"Monroe County"
ATTEST:
Name:
Title:
M
NAME:
TITLE:
APPROVED AS TO FORM AND
C6RREO:TUR-sS:
• X.
Pakficipating Agency Attorney
ofo - 401A
Page 10 of 10
Contract Number. 11DS-A1-11-23-02-
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 "Division "), and 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
B. The Division has received these grant funds from the State of Florida, and has the authority to
subgrant these funds to the Recipient upon the terms and conditions below; and
C. 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 October 1, 2010 and shall end April 30, 2013, unless
terminated earlier 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 applicable, Reciplent's performance under this Agreement shall be subject to the
federal OMB Circular No. A -102, Common Rule: Uniform Administrative Requirements for State and
Local Governments' or OMB Circular No. A -110, "Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A -87, "Cost
Principles for State and Local Governments," OMB Circular No. A -21, "Cost Principles for Educational
Institutions," or OMB Circular No.,A -122, "Cost Principles for_Nonprofit Organizations. ". If this Agreement
' is made with a commercial (for - profit) organization on a cost- reimbursement basis, the Recipient shall be
subject to Federal Acquisition Regulations 31.2 and 931.2.
(b) The Recipient shall retain sufficient records to show its compliance with the terms of
this Agreement, and the compliance of all subcontractors or consultants paid from funds under this
r •
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 shall 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.
i
The five year period may be extended for the following 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 the 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.
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget
and Scope of Work - Attachment A - and all other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to
be paid from funds provided under this Agreement, shall allow access to its records at reasonable times
to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during normal business
hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. "Agents" shall include, but not be
limited to, auditors'retained by the Division.
(6) AUDIT REQUIREMrENTS
(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 shall be available at reasonable times for inspection, review, or audit
by state personnel and other personnel authorized by the Department or the Division. "Reasonable" shall
ordinarily mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
(c) The Recipient shall 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
(d) if the Recipient is a State or local government or a non - profit organization as defined
in OMB 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 OMB Circular A-133, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement. In determining the Federal
awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including
Federal resources received from the Division. The determination of amounts of Federal
awards expended should be in.accordance with the guidelines established by OMB Circular A -133, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A -133, as revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A -133,
as revised.
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB 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 OMB 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 OMB
Circular A -133, as revised, and required by subparagraph (d) above, when required by Section .320 (d),
OMB Circular 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 aurilla.parrish @dca.state.fl.us]
and
Division of Emergency Management
Finance and Administration
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
Send the Single Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by
submission online at
hftp://harvester.census.aov/factcollectlddeindex.html
And to any other Federal agencies and pass - through entities in accordance with Sections .320 .(e) and (f),
OMB Circular A-133, as revised.
(f) Pursuant to Section .320 (t), OMB Circular A -133, as revised, the Recipient shall send
a copy of the reporting package described in Section .320 (c), OMB 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 aurilla.parrish @dca.state.fl.usj
and
Division•of Emergency Management
Finance and Administration
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 OMB Circular A -133,
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, as applicable.
(h) Recipients should state the date that the reporting package was delivered to the
Recipient when submitting financial reporting packages to the Division for audits done'in accordance with
OMB Circular A -133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules 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 held liable for reimbursement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non - compliance.
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 Recipient's fiscal
year.
(7) REPORTS
(a) The Recipient shall provide the Division with quanerly reports and a close -out report.
These reports shall include the current status and progress by the Recipient and all 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 Division 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.
(c) The close -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 acceptable to the Division, the Division may withhold further payments until they are completed or
may take 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.
(f) The Recipient shall provide additional reports and information identified in Attachment
E.
(8) MONITORING
The Recipient shall monitor its performance under this Agreement, as well as that of its
subcontractors and /or consultants who are paid from funds provided under this Agreement, to ensure that
time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished
within the specified time periods, and other performance goals are being achieved. A review shall be
done for each function or activity in Attachment A to this Agreement, 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 determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to
comply with any additional instructions provided by the Division or the Department to the Recipient
regarding such audit. The Recipient further agrees to comply and cooperate with any inspections,
reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or Auditor
General. In addition, the Division will monitor the performance and financial management by the*
Recipient throughout the contract term to ensure timely completion of all tasks.
(9) LIABILITY
(a) Unless Recipient is a State agency or subdivision, as defined in Section 768.28, Fla.
Stat, and the Recipient is solely responsible to parties it deals with in carving 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
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 herein is intended to serve
as a waiver of sovereign immunity by any Recipient to which sovereign immunity applies. 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 matter arising out of any contract
(10) DEFAULT
If any of the following events occur ( "Events of Default'), all 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 Default 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
fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous
agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its
obligations under this Agreement;
(b) If material adverse changes occur in the financial condition of the Recipient at any
time during the term of this Agreement and the Recipient fails 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 information;
(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 calendar days written
notice to the Recipient and upon the Recipient's failure to cure within those thirty days, exercise any one.
or more of the following remedies, either Concurrently or consecutively:
(a) Terminate this Agreement, provided that the Recipient is given at least thirty days
prior written notice of the termination. The notice shall be effective when placed in the United States, first
class mail, postage prepaid, by registered or certified mail - 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;
- .�,... ... T;iT":4�'"....'t`;!...:'.l�w .... : <47f:'}.'ti•�'4"._��:�t�'' . T�s n... .. �,•.T:L
(d) Require that the Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use "of these funds.
(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 performance,
2. issue a written warning to advise that more serious measures may be taken if
the situation is not corrected,
3. advise the Recipient to suspend, discontinue or refrain from incurring costs for
any activities ih 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. If the 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
anyother 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.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, taws 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. 5tat 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 line with the
further expenditure of funds, by providing the Recipient with thirty calendar day's 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 terminated, the Recipient will not incur new
obligations for the terminated portion of the Agreement after the Recipient has received the notification of .
termination. The Recipient will cancel as many outstanding obligations as possible. Costs incurred after
receipt of the termination notice will 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 bylaw, withhold payments to the Recipient for the purpose of setoff until the exact amount of
damages due the Division from the Recipient is determined.
(13) NOTICE AND CONTACT
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by
hand delivery, 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 name and address of the Division contract manager for this Agreement is:
Michael Day, Community Assistance Consultant
Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
Telephone: (850) 488 -9441
Fax: (850) 486 -7842
Email: michael.day @em.myflodda.com
(c) The name and address of the Representative'of the Recipient responsible for the
administration of this Agreement is:
Joseph Zahralban, Assistant Fire Chief
1151 NW 7 Street
Miami,.FL 33136
Telephone: 305 - 416 -5402
Fax: 305 - 416 -5444
Email: jzahralban @miamigov.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) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the
unsigned subcontract 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 this Agreement-, (il) the subcontractor is bound by all applicable state and federal laws and
regulations, and (iii) the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the
extent allowed and required by law. The Recipient shall document in the quarterly report the
subcontractor's 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 all the terms and conditions agreed upon by the parties.
(16) ATTACHMENTS
(a) Al{ attachments t6 this•Agreementare incorporated as if set out fully.
8 ..
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
Attachment A — Budget and Scope of Work
Attachment B — Program Statutes, Regulations and Special Conditions
Attachment C — Justification of Advance
Attachment D - Reimbursement Check list
Attachment E— Warranties and Representations
..... .. Attachment F — Certification Regarding Debarment
Attachment G — Statement of Assurances
(17) FUNDING /CONSIDERATION
(a) This is a cost - reimbursement Agreement. The Recipient shall be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to exceed
$10,708,461, subject to the availability of funds. Attachment D specifies the required documentation
needed when submitting reimbursement under this agreement.
(b) Any advance payment under this Agreement is subject to Section 216.181(16),
Fla.Stat., and is contingent upon the approval of the Division and the Recipient's acceptance of the rights
of the Division under Paragraph (12)(b) of this Agreement. The amount which. maybe advanced shall
not exceed the expected cash needs of the Recipient within the initial three months of the contract term.
For a federally funded contract, any advance payment is also subject to federal OMB Circulars A -87, A-
110, A -122 and the Cash Management Improvement Act of 1990. In accordance with applicable OMB
Circulars, interest earned must be remitted to the Division either annually or quarterly based on the year
of the grant award. If an advance payment is requested, the budget data on which the request is based
and a justification statement shall be included in this Agreement as Attachment C. Attachment C will
specify the amount of advance payment needed and provide an explanation of the necessity for the
advance payment. In addition to Attachment C, Recipients must also submit invoices, purchase orders,
timesheets and other substantiating documentation for the advance payment to be considered.
(c) After the initial advance, if any, payment shall be made on a reimbursement basis as needed.
The Recipient agrees to expend funds in accordance with the Budget and Scope of Work, Attachment A
of this Agreement.
If the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or
under subparagraph (19)(h) of this Agreement, all obligations on the part of the Division to make any
9
furth& payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty
days of receiving notice from the Division.
(18) REPAYMENTS
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 mailed directly to the following address:
Department of Community Affairs
Cashier
Fiscal Management
2555 Shumard Oak Boulevard
Tallahassee FL 32399 -2100
In accordance with Section 215.34(2), Fla. Stat. if a check or other draft is returned to the Division for
collection, 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 CONDITIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, 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. Additional special conditions are listed on Attachment B. The inaccuracy 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 this 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, any one of which
maybe taken as an original.
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101 -336, 42 U.S.C. Section 12101 et se g. , which prohibits discrimination by public and private
entities 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 entity crime or the discriminatory vendor list may not submit a bid on a contract to provide
i0
any goods or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity, and may not transact business with any public 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 discriminatory vendor list.
(g) Any Recipient which is not a local government or state agency, and which
receives funds under this Agreement 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 debarment, declared
ineligible, 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,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation 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 civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
19(8)2, of this certification; and
4, have not within a five -year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
If the Recipient is unable to certify to any of the statements in this certification, then the Recipient
shall attach an explanation to this Agreement. .
In addition, the Recipient shall send to the Division (by email or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment F) 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.
(i) All bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a proper preaudit and postaudit thereof.
(j) Any bills for travel expenses shall be submitted in accordance with Section 112.06.1,
Fla. Stat The provisions of any special or local law, present or future, shall prevail over any conflicting
provisions in this section, but only to the extent of the conflict.
(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 11 9, ' Fla. Stat which the Recipient created or received under this Agreement
(1) If the Recipient is allowed to temporarily invest any advances of funds under this
Agreement, 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 who knowingly employs 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
("INA")]. 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 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division.
(n) The Recipient is subject to Florida's Government in the Sunshine Law (Section
286.011, Fla. Stat. with respect to the meetings of the Recipient's governing board or the meetings of
any subcommittee making recommendations to the governing board. All of these meetings shall be
publicly noticed, open to the public, and the minutes of all the meetings shall be public records, available
to the public in accordance with Chapter 119, Fla. Stat.
(o) All 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, unless 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 orwill 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 connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
2. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence ari 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
12
connection'with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete
I and submit Standard Form -LLL, "Disclosure Form to Report Lobbying."
I 3. The Recipient shall require that this certification be included in the award
documents for all subawards (including subcontracts, sub grants, and contracts under grants, loans, and
cooperative agreements) and that all subrecipients shall certify and disclose.
This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who
fails to file the required certification shalt be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
A21). . COPYRIGHT PATENT AND TRADEMARK
ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMANCE 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 AGREEMENT 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 performed under this Agreement, or in any way connected with it, the Recipient shall re fer 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 performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Recipient shall notify the Division. Any copyrights accruing under or in
connection'with the performance under this Agreement are transferred by the Recipient to the State of
Florida.
{c) Within thirty days of execution of this Agreement, the Recipient shall disclose all
intellectual properties relating to the performance of this Agreement which he or she knows or should
know could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any
pre- existing intellectual property which is disclosed. Failure to disclose will indicate that no such property
exists. The Division shall then, under Paragraph (b), have the right to all'patents and copyrights which .
accrue during performance of the Agreement.
(22) LEGAL AUTHORIZATION
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that it's 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 this Agreement.
(23) ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated as .
Attachment G.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
RECIPIENT CITY OF MIAMI
By:
Name and itle: Johnn 4artinez Cit y Manager
Date: 11: S-- 11
FID# s e l b00034S
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Title Bryan W. Koon, Director
Date:
14
ATTEST.
Priscilla A. Thompson
City Clerk 7 �
APPROVED AS TO FORM AND
CORRECTNESS:
Julie 0. Bru eKL
City Attorney
. City .
CITY OF MIAMI, a municipal corporation
of the State of Florida
L�A—amr
Joh Martinez
City anager
15
EXHIBIT —1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE: if the resources awarded to the Recipient are from more than one Federal program, provide the
same information shown below for each 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: $10,708,461
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED
UNDER THIS AGREEMENT-
NO TE: if the resources awarded to the Recipient represent more than one Federal program, list applicable
compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows.
1. Recipient is to use funding to perform the following eligible activities as identified in the United
States Department of Homeland Security, Federal Emergency Management Agency, National
Preparedness Directorate Fiscal Year 2009 -10 State Homeland Security Grant Program
(SHSGP), consistent with the Department of Homeland Security State Strategy.
16
2. Recipient is subject to all administrative and financial requirements as set forth in this Agreement,
or will be in violation of the terms of the Agreement.
NOTE: Section .400(d) of OMB Circular A -133, as revised, and Section 215.97(5)(a), Florida Statutes,
require that the information about Federal Programs and State Projects included in Exhibit 1 be provided
to the Recipient.
17
Attachment A
Budget and Scope of Work
Proposed Program Budget
i Below is a general budget which outlines eligible categories and their allocation under this award. The Recipient is to utilize the
"Proposed Program Budget" as a guide for completing the "Budge) Detail Worksheet" below.
d The equipment category will require a "Detailed Budget Worksheet" including the proposed equipment to be purchased and the
corresponding Authorized Equipment List (AEL) reference number. The AEL ran be found at www. .
1 The transfer of funds between the categories listed in the "Proposed Program Budget" is permitted. However, 25% of the award
allocation has to be used for eligible LET?. Type activities.
However, at the discretion of the Recipient, funds allocated to Management and Administration costs {as described in the "Proposed
Program Budgcfl may be put towards Programmatic costs instead. However, no more than 3% of each Recipients' total award may
be expended on Management and Administration costs.
18
III
Budget Detail Worksheet
• -The Recipient is required to provide a completed budget detail worksheet, to the Division, which accounts for the local award as described in the
"Proposed Program Budget ".
If any changes need to be made to the "Budget Detail Workshect", afta the execution of this agreement, contact the grant manager listed in this
agreement via email or letter.
t: t�• i t �
t
Alloxtitile ,1 ntiin kCo
: Quanti'~
nitro
T "1C`o t
Developing hawdhhieet- specific amtptes that incorporate the range oC
revention, roteetion, res onse, and recov activities
Developing and implementing homeland security support programs and
adopting ongoing DHS national initiatives
Developing related terrorism prevention activities
Developing and enhancing plans and protocols
1 Emergency Public info/Warning (Split between Planning and
1
$100,000
Equipment)
1
$350,000
2. Regional Project Planning
1
$93,340.45
3. Regional Planning, Training and Exercise (Split between
1
$50,DDD
Planning, Training, and Exercise)
1
$50,000
4. Planning, Training and Exercise (Split between Planning,
Training, and Exercise)
1
$100
S. Planning, Training and Exercise (Split between Planning,
1
550,000
Training, and Exercise)
6. Personnel and Asset Tracking (Split between Planning and
Equipment)
7. Disaster Plans Updates
Developing or conducting assessments
2. Vulnerability /Risk Assessment
1
$25,000
1
$100,000
2. CI /KR Assessments
1
$98,397
3. Vulnerability Assessment for MDFR Headquarters
Hiring of full or part-time staff or contractors /consultants to assist with
planning activities (not for the purpose of hiring public safety personnel
fulfilling traditional public safety duties)
1. Emergency Management Planner
1
$147,000
1
$329,000
2. Emergercy Manager Planning Coordinator
1 '
$147,000
1
$75,000
3. Regional Program Coordinator
1
$40,000
1
$140,000
4. Emergency Management Specialist
5. EOC Planner Sustainment
6. Intelligence Analysts
19
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travcl/per diem related to planning activities
Overtime and backfill costs (in accordance with operational Cost
Guidance)
Other projects areas with prior approval from FEMA
Issuance of WI•ITI- compliant tribal identification cards (HSGP only)
d ows a nd' - am tone c via
uanti
ai s
Vi tal -ost
h t
Reimbursement for select operational expenses associated with increased
security measures at critical infrastructure sites incurred (up to 50 percent
ofthe allocation)
Overtime for information, investigative, and intelligence sharing
activities (up to 50 percent of the allocation)
Hiring of new staff positions /contractors /consultants for participation in
informationlintclligence analysis and sharing groups or fusion center
activities (up to 50 percent of the allocation)
M
0= 0 = 2061 : s
� uan6
� nit `s
`osr •
Overtime and ball for emergency preparedness and response
personnel attending FEMA- sponsored and approved training classes.
Overtime and bac1311 expenses for part0lime and volunteer emergency
response personnel participating in FEMA training.
90J
Training Workshops and Conferences
1. EOC/Sectional Training and Drill
1
$57,052.66
1
$130,000 '
2. All Hazards tncident Command Training and Backfill
1
$70,ODD
1
$275,000
3. Field Force Maneuvers Training and Exercise OT /Backfill
1
$150,000
4. All hazards field training prop
1
$97,787.65
5. Training, exercise overtime and equipment (to Include USAR,
Hazmat, Dive and EOC) (Split between Equipment, Training,
1
$200,000
and Exercise)
1
$50,000
6. Regional Planning, Training and Exercise (Split between
Planning, Training, and Exercise)
1
$33,000
1
$85,OD0
7. Region 7 Forensics Computers (Split between Equipment and
1
$18,602
Training)
1
$23,974
8. Planning, Training and Exercise (Split between Planning,
1
$200,000
Training, and Exercise)
1
$252,369
1
$50000
9. Anti - Terrorism Awareness and Educational Materials
10. FLUSARTraining
12. Planning, Training and -Exercise (Split between Planning,
Training, and Exercise)
12. TLO Training and Other conferences
13. Countywide Hospital Disaster Preparedness Training
14. Public Awareness Campaign
15. TLO Training
Full or Pan -Time Staff or Contracters/Consultants
Travel
Supplies
Tuition for higher education
Otbei items
A complete list of FEMA approved courses may be found at Hww oio usdoi eov/FE:MA/does/Elieible Federal Courses.odf
m
-
21
Design, Develop, Conduct and Evaluate an Exercise
1. Training, exercise overtime and equipment (to include USAR,
1
5150,000
Hamut, Dive and EOC) (Split between Equipment, Training,
and Exercise)
1
SSOAoo
2. Regional Planning, Training and Exercise (Split between
Planning, Training, and Exercise)
1
$75,000
1
$50,000
3. Monroe Recovery and COOP Exercise
1
550,000
4. Planning, Training and Exercise (Split between Planning,
Training, and Exercise)
S. Planning, Training and Exercise (Split between Planning,
Training, and Exercise)
Exercise Planning Workshop - Grant funds may be used to plan and
conduct an Exercise Planning Workshop to include costs related to
planning, meeting space and other meeting costs, facilitation costs,
materials and supplies, travel and exercise plan development
Ful I or Parr -Time Staff or Contractors/Consultants -Full or part-time
staff may be hired to support exercise - related activities. Payment of
salaries and fringe benefits must be in accordance with the policies of the
state or local unit(s) 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 CSRNE exercises. The
applicant's formal written procurement policy or the Federal Acquisition
Regulations (FAR) must be followed.
Overtime and backfill costs — Overtime and bac011 costs, including
expenses for part -tithe and volunteer emergency response personnel
participating in FEMA exercises
Implementation of HSEEP
Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) we
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 regarding
travel. If a state or territory does not have a travel policy they must
follow federal guidelines and rates, as explained in the OJP Financial
Guide. For further information on federal law pertaining to travel costs
please refer to htmi/A-Y%voin.usdoi.gov/FinGuid
- Supplies are items that are expanded or consumed during the
course of the planning and conduct of the exercise projects) (e.g.,
copying paper, gloves, tape .non- sterile masks, and disposable protective
equipment).
Other items -These Gaits include the rental of space/locations for
exercise planning and conduct, exercise signs, badges, etc,
22 _ ..
r
�N
EligibieEqu�p 'Aeguisthoft�Co wi rl "r i
j
S {t+ h
F ar
7} x , 6 '
i
g' the. tsblebe7 ow�fl �hlrghtitlie this z
s '' ,T
s g+ : � J l ., `"� ,
: ,•^ :r� i �
ffi+ard �, compte7rcnstvp hsttn�g ofthese allow Able equipment cetegoner
.;:. �
r ,�,,
tir
s J
r .
,'P, u.,
1
! yT r w ✓' r* JY 1
and spectcuryhgib�e �tui dutae)t category t eanr
mrnt e
J •. 1 ,� !
r / N J
Total Cast+
web based aUrthor�zedquipmerdL at / /avwwrkb us r+ f
-
Quantity
, Tjptt Cast
'.�
� �• � ff
..Y t .FS:.:.}; <A� / f r
>� : CUeL on .AStthon3td F.tiuipment i.ist (.�L}
ti ,s iV ��
Y .�. 5�
youanihio pureti>tsc a p ""Wow* frcnp airy cucgory .
�r.
i �"
tar „t y
^ rr `
;, ,below ilien, m thCspecegivcn below that category putth'e AFl
�i
ti
•.'
T
,. :etJ' < rep ..r•f ?.1y.� ,_ +,
`]'�icrspnalprouctivccquip�ca� a
.�_
5...
i
� ' •.�17 ��'
L�3C�
��
Y. .'fY . �,^ • it
t!
,fir
'
.�• —
ts•7 =:
..•i•,
1. SCBAs (AEU1 OIAR -01 -SCSA)
1
$180,000
1
$22,000
2. Ballistic Vests (AELN O1LE -0I -ARMR)
1
$12,000
1
$475,000
3. Tactical Carrier Vesu (AEL# O1LE -0I -ARMR)
1
S86,064
4. CBRN Enhanced and NIOSH.approved SCBAs (OIAR- 03 -SCBA)
S. SWAT Team Equipment (AEL# O1LE -02 -HLMT, OIAR -02 -APR,
01LE -0I -SHLD, 01AR- 02 -APRC, O1LE -0I -HLMT, 01LE -02 -PRPD,
O1ZA- 06HYDR)
'fLf"MTT`' •c¢F7L` �' %� — i i �' . • .ran. fttl°'c -.
�r`'FapT' � t gaff �`��" 'andri• tpment '
i:.:�s�7a�� �J� ., 4 i�. �.•: c� •1.nc_•rux;.s��a�ca.d e..a. :.
r• ..h c iA
'•,s�"��
�G�
�� r'�
. .
.
1. Assorted SWATTools (AELP 02EX- 02 -TLRO)
1
$10,000
1
$3,000
2. PPE Boots (AEL802PE -02 -BOOT)
r+K'=•N ?Y• lwl r'iL r3,.. S« f!• y
•G.f'rA.. tarp �y!•J4i::•y
;�� >� b�earih'�.nnd�re�s' cue:egl �'`�•�
kN'•Tii1Y. ^,i
,,,, Y- IZ • - '!
r *'_.�'��
.s•, y 1
a. + '� .
^..�.FiCP
!.�, ;,�.. _
.YJ.,.t -
u 2. Target Hardening - Miami Dade Transft (AELAt 030E -03 -LOTO,
1
$130,000
030E -03 -TTMR)
1
$75,000
2. Andros f6A Vestal Bomb Robot (A" 030E -07 -ROBT)
1
S10,ODO
1
$17,000
3. Assorted Tools for Bomb Squad (AEL# 030E -04 -KTTL)
1
$10,000
4. Power Hawk P16 RescueTooi (SWAT) (AEL# 035R -02 -TPEL)
S. Technical Rescue Equipment (AEL# 03SR- 02 -TLHN)
'`Inf �
^�'i�?
is an J H��iirt.r Jx4?���`..:
�4'*.`- -+..c• .'.��..
1. Mobile Data Terminals (AELM D4HW- 01 -MOBL)
1
$200,325
1
$90,OD0
2. Fixed License Plate Reader (AEU# 04MD- 0I -CMRA)
1
552,922.58
B. Integrated Computer Hardware /Operating
1.
$32,000
System /Communications (AELM O4HW -01 -1HNW)
1
$70,000
4. Weather Bug (licenses) (AELM 04SN -OI -X MIT)
1
$1,881
1
$46,000
S. Region 7 Forensics Computers (Split between Equipment and
Training) (AEU# 04HW -01 -INHW)
1
579,423
6. Incident Command Tracking System Software (AEU# 04AP -05-
COSS)
1
$48,448
1
$130,000
7. POC Computer Units for WEB EOC Connectivity (AELt# 04HW-
01-MDBL)
1
$100'DOO
B. Fire' Service Intelligence 'Enterprise (AELM D4MO -02 -PROD,
O4MD- 03 -DSP, 04MDA7 {MRA, 04HW -01 -INHW, 04HW -01-
HHCD, 04HW -01 -MOBQ
9. EMS Tablet Equipment (AELM 04HW -01 -INHW)
10. Personnel and Asset Tracking (Split between Planning and
Equipment) (AEL9 04AP- 02 -OAPT)
11. Video Forensics (AELM 04HW -01 -DTOP, 04HW -02 -STOR,
04MD-03 -OI5P, 04HW -02 -ALLI, 04HW- 01 -SRVR)
1•l %r+ibt e1�lA Clt[ NarkII _;-
• C1 4 .o.m,� • anCt �•d,er�� m 4:3E.. ^ s.,�..r
-
4/j}`7..
=' 1i4 �'+
NOW
1. NetMotion /Mobile Data Project (AELM OSEWDD -ETRN)
1
S40,000
1
Si D,OD0
2. Region 7 Forensics Computers (AELM OSHS- 00 -FRNS)
1
$50,000
3. Rrewall Protection for Police Computer Network (AELM 05NP-
00-FWAL)
SY'•': rd".' nsm) °•kti ?S �F.'F'.+`•e, "..-!• !'.' f r.-
`lnu 6PEF- 6le;communii ons quipmegt•
�+ `
:v.;..•
C- . �.re - sa.!- :.....:.. -..Y: ...s u•.::, w..i: M•W ? x
L kueroperable Communications Radios (AELO06CP -01 -PORT)
1
$189,000
1
$200,000
2. Emergency PubBc info /Warning (Split between Planning and
Equipment) (AELg06CC -05 -PRTY)
1
$115,001.32
1
$23,400
3. EOC Enhancements (AELA 06CC -02 -DSAD)
1
$10,000
1
$90,000
4. Satelhte Phone Su st ainmenl(AELM 06CC- 03 -SATP)
1
$27,000
1
$3,750
S. Blackberry Replacement Cache Citywide (AEW 06CC -02-
1
$1,077
DSAD)
1
$360.110
1
$118,397
6. Blackberry Sustainment Citywide (AELA 06CC -02 -DSAD)
1
$313,440.99
7. Ethernet Secured @ Fire College (AELA 06CC -05 -PRTY)
8. Direct TV 5u for JIC &MCU (AEU# 06CC -02 -DSAD)
9. TacPack Sustainment (AELA 06CC -02 -DSAD) •
10. Sustainment for Mobile Command Vehicle (AEW 06CC -02-
DSAD)
11, Video Conferencing (AELA O6CP -05 -VCON)
12. 800 MHz Radios (AELA 06CP -01 -MOSL)
':G1C Y.i 7.� �`J4,s. �����-
F }��7 ?5�•
��'�. .'
'ti
:.A.�i l.�
1. Bomb Detection Canine (AELA 07ED-01 -DOGS)
1
$9,000.32
' ap�I
L WMD Decontamination System for Emergency Vehicles (AEW
1
$60,000
0802 -02 -MCDS)
1
$37,389
2. Mass Decon Nozzles (AELA OBD2 -02 -EDCS)
cvl e"dieal:su pp '
-r
t
.0 u�nnen
• e s '
'K
a 0 - 0 1. ik
1. Generator (AELA 1OGE-00 -GENR)
1
$63,295
1
$50,000
2. Backup Portable Emergency Electric Power (AEW LOGE -00•
1
$65,000
GENR)
3. Emergency Generator (AELN IOGE- 00 -GENR)
}tincidntrtIuctes
cr ..�.,.vu...r..,.k� ,.. ,.
,
25
1. SWATSUVS for CBRNE Response (AELM 12VE -00 -MISS)
1
$100,OD0
1
$10,DOD
2. Equipment Trailer (SWAT) (AEU( 12TR4X4TEQP)
1
$198,000
3. Speciai.Mission CBRNE Crime Scene Investigation (AEU! 12VE-
1
$53,434.48
OD -MISS)
1
$141,958
4. Command Van (AELM 12VE- 00 -CMDV)
S. Emergency Animal Care and Rescue Unit (AELM 12VE -00-
l�yy�' J' � �.L+fw �'Vr I :L {' �}/ -.. �,
Terrmism Q '
o�..���u••
eI �
} Y tiw.l I. U } x .Y �)- !YI.Y:�'
� 4," Y Fig:+•.
-cqut +rs ..
r�? �• crrraeiartrt +v�r!1ia.�•t"n•:�f?'u�Gy�
Y•�P -
.' e9Z�+
1. Emergency Notification System for South Florida Region
1
$170,0D0
(AELM 13R- 00 -ALRT)
1
$100,000
2. Surveillance Detection (AELM 13LE- 00 -SURV)
1
$498,818.64
1
$200,000
3. Guidestar(AELM13tT- DD -INTL)
4. Investigative /intelligence Hardware (AELM 131T DD -INTL)
L + • -ZiU V'a�IF. � .y,VY F•1r:5!R.'S3:'!al' , T.
c�Pi tuntyerihegetent upmen 2 iy'
3.. as « ' .'.:xr. .a..
1 j�, `
...
�y
��rt {.Ii�'Lt �'
_•°"
�$t�.. M ORI
a'.'.' - er. x' _e�o+�.,a,e.,n:. s,:>: a: r, •
1. 650 Warehouse Security (AELM 145W -01 -VIDA)
1
550,000
1
550,000
2. Target Hardening —MIA (AELM 14SW- 01- WAIL)
1
$50,OD0
1
55,000
3. Target Hardening - Miami Dade Transit (AELM 145W -01-
1
$348,112
DOOR)
4. Critical Infrastructure Documentation Krt (AELM 145W -01•
1
$30,000
SIDP)
1
$50,000
5. CCTV Project (AEL# 14SW -01 -VIDA)
1
$30,000
6. Security Alarm for Major Sewer Pump Station (AELM 14SW-
01-ALRM)
7. Security Cameras for Water Tank/Pump Station (AELM 14SW-
01 -VIDA)
8. Security Fence -Public Works Yard (AELM 145W -01 -WALL)
�;:.:' �: 6::- :•t•-.;a•.� i»n';:f.'; IC "�':." S •r: g.•- Stl'i'r�5 ia7;)J +�;if •,• ��
II LSpCCttgll. 817d,$CJCCnttlgi5}!�IIl;:i�,. ;7 .".t ''?�3.:::'.y.: • _ ?'".,3•:.:,t+Y,xk•:.�,7:>sW.
�,:.,: ,t»: r,"
V - ��n: . .v
: �. ;.
ui
on;e;:ajid; n` t�pmeat�(H3OR,Ionly)
'�:S�culiuii•a' onFfn`�'J7�en'ti6n s`�t�P �9
"�',-7�'
s:.�„�" ,�.�- s: �`x+= '�:�- ' ,•,..
- Ming
v � -
CBRN .�
fyr
_EPievenusndH�'esponseitera%Y
1. UASI Fire Vessel Maintenance & Equipment (AEI.0 17WC -DO-
1
SIM,000
BOAT)
1
$18B,397
1
$226,796
2. Rigid Hull Inflatable Boat (AEU# 17WC -00 -BOAT)
3. 28 Foot Fire Boat (AELM 17WC - DD - BOAT)
:% -:: n.• r,':: �.^ S�i.C` YyL ?: �.Ei - ah,�;- 'L.S..;,.�I..i.
Eguipmen;i'';,¢; ': +r' -� : ; R
.. :;�,t..J'i
..,).... 5; rt
'.1 +F '. �'Cti,s .. rM1 �
`� s
CBRNAv,:ation c,,3 4: f�:•i.?.r; ;:
,b`
.
�s
re 7 9g'i sip .Yrt=� yipyv.� _ � - f _ ,n "a
-
26
1. POD Logistical System (AELO 19MH0D•CONT)
I
5140,000
law,
le
A .
u I dtjArn_M�Cdd_&�Wdr�l
T y . ;cons
true,, o)-lati
E8
Y. li� p W
V. n
1. Mobile Command Vehicle Sustainment (AEL111 2IGN-OD-
1
$20,000
MAIN)
$SD,DDO
2. Repair and replacement for UASI purchased equipment (AELJI
22GN-ODMAIN)
$4,499.91
3. Training, exercise overtime and equipment (to Include USAR,
Hazmat Dive and EOC) (Split between Equipment, Training,
1.
$272,500
and Exercise) (AEL# 2IGN-00-TRNG)
4. Target Hardening - MOPD Headquarters (AELA 21GN4)0-INST)
Up to 50 percent of total program funds may be used for personnel and
personnel- related activities
Hiring of full -time or part-drot staffer contractors/consultants:
-1 To assist with the management of the respective grant
program
, ;L To assist With application requirements of the grant program
4. To assist with the compliancy with reporting and data
collection as it may relate to the grant program
1. Management and Administrative Cost
$322,253
Development of operating plans for information collection and
processing necessary to respond to DHS/ODP data calls.
Overtime and b2tkfill costs — Overtime expenses are defined as the
result of personnel who worked over and above thiiT normal scheduled
daily or weekly worked time in the performance ofFEMA — approved
activities. Back Costs also called "Overtime as Backfill" are defined
as expenses from the result of personnel who are working overtime in
order to perform the duties of other personnel who are temporarily
assigned to FEMA — approved activities outside their core
responsibilities. Neither overtime nor backfill expenses are the result of
an increase of Full — Time Equivalent (FTEs) employees, These costs are
allowed only to the extent the payment for such services is in accordance
with the policies of the state or unit(s) of local government and has the
approval of the state or the awarding agency, whichever Is applicable. In
no case is duid compensation allowable. That is, an employee of's unit of
government may not receive compensation from their unit Or agency Of
government AND from an award for a single period of time (e.g., 1:00
pm to 3:00 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 0JP Financial Guide at
htipJ/
Acquisition or authorized office equipment, including personal
computers, laptop computers, printers, LCD projectors, and other
equipment or software which may be required to support the
implementation of the homeland security strategy.
27
The following are allowable only within the contract period:
-. Recurring feestcharges associated with certain equipment, such as
cell phones, faxes, etc.
, L Leasing and/or renting of space for newly hired personnel to
administer programs within the grant program.
TOTAL
$10,708,461.00
28
B. Scope of Work
Funding is provided to perform eligible activities as identified in the Office of Grants and Training Fiscal Year 2010 Urban Area Security
Initiative (UASI) Grant Program, consistent with the Department of Homeland Security State Strategy and the Urban Area Strategy. Eligible
activities are outlined in the Scope of Work for each category beloer.
Categories and Eligible Activities
Urban Area Security Initiative
FY2010 UASI allowable costs are divided into the following categories: planning, organization, equipment, training, exercises,
management and administration cost are allowable cost. Up to 25% of UASI funds must be dedicated towards law enforcement
terrorism prevention- oriented planning, organization, training, exercise and equipment activities. Each category's allowable costs
have been listed in the "Budget Detail Worksheet" above.
A Planning
Developing hazard /threat - specific annexes that incorporate the range of prevention, protection, response, and recovery
activities.
Developing and implementing homeland security support programs ind adopting DHS national initiatives including but not
limited to the following:
• Implementing the Mallon/ Preparedness Guidelines
• Pre -event recovery planning
• Implementing the National Jrlfrasrmclure Protection Plan and associated Sector Specific Plans
• Enhancing and implementing Statewide Communication lnteroperability Plans (Sap) and Tactical lnteroperable
Communirarions Plans MCP) that align with the goats, objectives, and initiatives of the National Emergenry
Communications Plan (NECP)
• Costs associated with the adoption, implementation, and adherence to N1MS compliance requirements, including
implementing the NIMS National Cmdentialing Framework
• Modifying existing incident management and EQPs to ensure proper alignment with the NRF coordinating structures,
processes, and protocols
• Establishing or enhancing mutual aid agreements
• Developing communications and interoperability protocols and solutions
• Conducting local, regional, and tribal program implementation meetings
• Developing or updating resource inventory assets in accordance to typed resource definitions issued by the NM
Integration Center (NIC)
• Designing State and local geospatial data systems
• Conducting public education and outreach campaigns, including promoting individual, family, and business emergency
preparedness; alerts and warnings education; and evacuation plans as well as CBRNE prevention awareness
• Preparing materials for State Preparedness Reports (SPRs)
• WHTI implementation activities including the issuance of WHTI- compliant tribal identification cards
Developing related terrorism prevention acthitles Including:
• Developing law enforcement prevention activides, to Include establishing and/or enhancing a fusion center
• Hiring an rf specialist to plan, develop, and implement the IT applications necessary for a fusion center
• Developing and planning for information/intelligence sharing groups
• Hiring contractors and consultants to make recommendations on the development of capabilities at State and Major Urban
Area fusion centers; such centers should be designed in support of the analytic and other baseline capabilities is outlined in
the Global Justice Information Sharing Initiative's (Global) Bareline Capabilitiesjor State and Major Urban Area Fusion
Centers
• Integrating and coordinating public health care, public safety, and health security date - gathering (threats to human and
animal health) within State and Major Urban Area fusion centers to achieve early warning and mitigation of health events
• Integrating and coordinating private sector participation with fission tenter activities
• Acquiring systems allowing connectivity to State, local, tribal, territorial, and Federal data networks, such as the National
Crime Information Center (NCIC) and Integrated Automated Fingerprint Identification System (IAFIS), as appropriate
• Planning to enhance security during heightened alerts, terrorist incidents, and/or during mitigation and recovery
• Mul"iscipline preparation across first responder community, including EMS for response to catastrophic events and acts
of terrorism
• Accessible public information/education: printed and electronic materials, public service announcements, seminars/town
hall meetings, and web postings coordinated through local Citizen Corps Councils
• • Citizen Corps voluntea.programs and.other activities.to strengthen citizen participation
• Conducting public education campaigns including promoting individual, family, and business emergency preparedness;
promoting the Ready campaign; and/or creating State, regional, or local emergency preparedness efforts that build upon the
Ready campaign
• Evaluating Critical Infrastructure Protection (CIP) security equipment and/or personnel requirements to protect and secure
sites
• CD' cost assessrttertts, including resources (e.g., financial, personnel) required for security enhancenunts/deployments
• Multi-Jurisdiction Bombing Prevention Plans (M]BPP)
• Underwater Terrorist Protection Plans
Developing and enhancing plans and protocols, including but not limited to:
• Developing or enhancing EOPs and operating procedures
• Developing or enhancing local, regional, or Statewide strategic or tactical interoperable emergency communications plans
• Activities associated with a conversion from wideband to namowband voice charnels .
• Implementing Statewide Communications lnteroperability Plan (SCIP) and Tactical Interoperable Comrttunications Plans
(rICPs) that align with the goals, objectives, and initiatives of the National Emergency Communications Plan (NECP)
• Developing protocols or standard operating procedures for specialized tea to incorporate the use of equipment acquired
ms
through this grant program
• Developing terrorism prevention/protection plans
• Developing plans, procedures, and requirements for the management of infrastructure and resources related to HSGP and
implementation of Star or Urban Area Homeland Security Strategies
• Developing plans for mass evacuation and pre - positioning equipment
• Developing or enhancing border security plans
• Developing or enhancing cyber security plans
• Developing or enhancing secondary health screening protocols at major points of entry (e.g., air, rail, port)
• Developing or enhancing cyber risk mitigation plans
• Developing or enhancing agriculturdfood security risk mitigation, response, and recovery plans
• Developing public/private sector partnership emergency response, assessment, and resource sharing plans
• Developing or enhancing plans to engage and interface with, and to increase the capacity of, private sectorinon-
govemmental entities working to meet the human service response and recovery needs of victims
• Developing or updating local or regional communications plans
• Developing plans to support and assist jurisdictions, such as port authorities and rail and mass trarisit agencies
• Developing or enhancing continuity of operations and continuity of government plans
• Developing or enhancing c)dsting catastrophic incident response and recovery plans to include and integrate Federal assets
provided under the N'RF
• Developing plans and response procedures for validating and responding to an alarm from a chemical or biological detector
(response procedures should include emergency response procedures integrating local fin responders)
• Developing or enhancing evacuation plans
• Developing mechanisms for utilizing the National Emergency Family Registry and Locator System (NEFRLS)
• Developing or enhancing plans to prepare for surge capacity of volunteers
• Developing or enhancing the State emergency medical services systems
• Developing or enhancing plans for donations and volunteer management and the engagement/integgation of private
sector /non- govemmental entities in preparedness, response, and recovery activities
• Developing or enhancing Bombing Prevention Plans
• Developing school preparedness plans
• Developing preparedness plans for child congregate care facilities, including group residential facilities, juvenile detention
facilities, and public/private child care facilities
• Ensuring jurisdiction EOPs adequately address warnings, emergency public information, evacuation, sheltering, mass care,
resource management from non - governmental sources, unaffiliated volunteer and donations management, and volunteer
resource integration to support each Emergency Support Function, to include appropriate considerations for special needs
populations
• Developing and implementing civil rights, civil liberties, and privacy policies, procedures, and protocols
• Designing anti developing State, local, tribal, and territorial geospatial data systems
• Developing and implementing statewide electronic patient care reporting systems compliant with the National Emergency
Medical Services Information System (NEMSIS) .
Developing or conducting assessments, including but not limited'to:
• Developing pre -event recovery plans
• Conducting point vulnerability assessments at critical infrastructure sites/key assets and develop remediation/security plans
• Conducting or updating interopemble emergency communications capabilities assessments at the local, regional, or
Statewide level
• Developing bordersecurity operations plans in coordination with CBP
• Developing, implementing, and reviewing Area Maritime Security Plans for ports, waterways, and coastal areas
• Updating and refining threat matrices
n `t;; t : i:; r: ;s :s:,' •:. tai,.. v -. ,..,.: , ..: ...:i. , -.�
• Conducting cyber risk and vulnerability assessment
• Conducting assessment and exercising existing catastrophic incident response and recovery plans and capabilities to
identify critical gaps that cannot be met by existing local and Stale resources
• Conducting Bombing Prevention Capability Analysis
Activities that directly support the identification of specific catastrophic incident priority response and recovery projected
needs across disciplines (e.g., law enforcement. fire, EMS, public health, behavioral health, public works, agriculture,
information tee(tnology, and citizen preparedness)
• Activities that directly support the identification of pre - designated temporary housing situ
• Conducting community assessments, stweys, and research of vulnerabilities and resource nerds, and determine citizen
education and participation to meet the needs
• Conducting Citizen Corps program assessments and evaluations, citizen preparedness surveys, volunteer impact studies,
and costibenefit analysis
• Soft target security planning (e.g., public gatherings)
• Participating in the FEMA Gap Analysis Program
Organizational Activities -Urban Areas arc allowed up to 50 percent of their FY 2010 UASI funding for Organizational
activities.
Section 2005 of the Homeland Security Acr of 1001, as amended by the 9111 Act,
includes the following allowable activities:
• Responding to an increase id the threat level under the Homeland Security Advisory System, or needs resulting from a
National Special Security Event
• Establishing, enhancing, and staffing State and Major Urban Area fusion centers
• Paying salaries and benefits for personnel to serve as qualified intelligence analysts
Overtime Costs — Overtime costs are allowable for personnel to participate in information, investigative, and intelligence
sharing activities specifically related to homeland security and specifically requested by a Federal agency. Allowable costs
a limited to overtime associated with Federally requested participation in eligible fusion activities including anti-terrorism
task forces, Joint Terrorism Task Forces (n7l's), Area Maritime Security Committees (as required by the AMarirtme .
Transportation Securiry Act of 1001). DHS Border Enforcement Security Task Forces, and Integrated Border Enforcement
Teams. Grant funding can only be used in proportion to the Federal man -hour estimate, and only after funding for these
activities from other Federal sources (i.e. FBI JTTF payments to State and local agencies) has been exhausted. Under no
circumstances should DHS grant funding be used to pay for cost already supported by funding from another Federal source.
Intelligence Analysts — Per the Personnel Reimbursement for Intelligence Cooperation and Enhancement (PRICE) of
Homeland Security Act (Public Law 1 104 12), SHSP and UASi funds may be used to hire new staff and/or contractor
positions to serve as intelligence analysis to enable informationlintelligence sharing capabilities, as well as support existing
intelligence analysts previously covered by SHSP or UASI funding. In order to be hired as an intelligence analyst, staff and/or
contractor personnel must meet at least one of the following criteria
o Successfully complete training to ensure baseline proficiency in intelligence analysis and produrilon within six months of
being hired; and/or,
o Previously served as in intelligence analyst for a minimum of two years either in a Federal intelligence agency, the
military, or State and/or local law enforcement intelligence unit
'All intelligence analyst training should be in accordance with the Global Justice information Sharing Initiative's (Global)
,Minimum Criminal Intelligence Training Standardsfor Law ErLiorcement and Other Criminal Justice Agencies in the United
Sfares, which outlines the minimurp categorles of training needed for intelligence analysts. These include subject- matter
expertise, analytic methodologies, customer - service ethics, information handling and processing skills, critical thinking ikills,
computer literacy, and objectivity and intellectual honesty. A certificate of completion of such training must be on
file with the SAA and must be made available to FEMA Program Analysts upon request.
Operational Overtime Costs — In support of efforts to enhance capabilities for detecting, deterring. disrupting, and
preventing acts of terrorism, operational overtime costs are allowable for increased security measures at critical infrastructure
sites. FY 2010 SHSP or UASI funds for organizational costs may be used to support select operational expenses associated
with increased security measures at critical infrastructure sites in the following authorized categories:
• Back and overtime expenses (as defined in this Guidance) for staffing State or Major Urban Area fusion
centers
• Hiring of contracted security for critical infrastructure site
• Public safety overtime (as defined in this Guidance)
• Title 32 or State Active Duty National Guard deployments to protect critical infrastructure sites, including all
resources that arc part of the standard National Guard deployment package (Note: Consumable costs, such as
fuel expenses, are not allowed except as part of the standard National Guard deployment package)
• Increased border security activities in coordination with CBP, as outlined in Information Bulletin 1135
FY 2010 SHSP or UASI funds may onlybe spent for operational overtime costs upon prior approval provided in writing by
the FEMA Administrator.
B. Personnel
Personnel hiring, overtime, and backfill expenses are permitted under this grant in order to perform allowable FY 2010 HSGP
planning, training, exercise, and equipment activities.
• A personnel cost cap of up to 50 percent of total SHSP and UASI program funds may be used for personnel and personnel-
related activities as directed by the Personnel Reimbursemeni for Intelligence Cooperation and Enhancement (PRICE) of
HomelandSeavityAei ( Public Law 1 10.412). Grantees who wish to seek a waiver from the personnel cost cap must
provide documentation explaining why the cap is unacceptable; waiver requests will he considered only under extreme
circumstances. In general, the use of SHSP and UASI funding to pay for staff and/or contractor regular time or
overtime/bacldiill is considered a personnel cost. Activities that are considered "personnel" and "personnel- related," and
therefore count against the personnel cost cap of 50 percent, include, but are not limited to:
• Operational overtime
• Overtime/liackTill to participate in approved training or exercise deliveries
• Salaries and personnel costs of intelligence analysts
• Overtime to participate in intelligence sharing activities
• Salaries and personnel costs ofplanners, equipment managers,
• exercise coordinators, and/or training coordinators
• Salaries and personnel costs under the M&A category
• Contractor costs associated with performing the above activities
C Equipment Acquisition
The 21 allowable prevention, protection, response, and recovery equipment c ategories and equipment standards for FY 2010
HSGP are listed on the web -based version of the Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB),
at hnps : /Arnnv.rkb.vs. Unless otherwise stated, equipment must meet all mandatory regulatory and/or DHS- adopted standards to
be eligible for purchase using these funds. In addition, agencies will be responsible for obtaining and maintaining all necessary
certifications and licenses for the requested equipment.
D. Training
Allowable training - related costs include, but are not limited to, the following:
• Developing, Delivering, and Evalaatiag Training— Includes costs related to administering the trainin& plarmmg,
scheduling, facilities, materials and supplies, reproduction of materials, and equipment.
• Overtime and Backfill —The entire amount of overtime costs, including payments related to back-filling personnel,
which are the direct result of attendance at FEMA and/or approved training courses and programs, are allowable.
These costs are allowed only to the extent the payment for such services is in accordance with the policies of the State
or unit(s) of local government and has the approval of the State or the awarding agency, whichever is applicable. In
no use is dual compensation allowable. That is, an employee of a unit of government may not receive compensation
from their unit or agency of government AND from an awed for it single period of time (e.g., 1.-00 p.m. to 5:00
p.m.), even though such work may benefit both activities.
• Travel — Costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by employees,who are on travel
status for official business related to approved training.
Hiring of Full or Part -Time Staff or Contractors /Consultants — Payment of salaries and fringe benefits to full or
pan -time staff or contractors /consultants must be in accordance with the policies of the State or unit(s) of local
government and have the approval of the State or awarding agency, whichever is applicable. Such costs must be
included within the funding allowed for program management personnel expenses, which must not exceed 15 percent
of the total allocation as specified in section EA In no case is dual compensation allowable (see above).
• Certifies tion/Reeertificadon of Instructors— States are encouraged to follow the FEMA Instructor Quality
Assurance Program to ensure a minimum level of competency and corresponding levels of evaluation of student
learning. This is particularly Important for those courses that involve training of trainers. This information is
contained in Information Bulletin N193, issued October 20, 2005.
Training Actfvides
States, territories, and Urban Areas may use HSGP funds to develop a homeland security training program.
Allowable training - related costs under HSGP include the establishment, support, conduct, and attendance of training
specifically identified under the SHSP, UASI, MMRS, and CCP grant programs and/or in conjunction with
emergency preparedness training by other Federal agencies (e.g., HHS, DOT). Allowable training topics include, but
are not limited to,CBRNE terrorism, eyber /agriculture/food security, intelligence gathering and analysis, NIMS
related training, citizen and community preparedness, interoperabje, and. emergencycommuniutiai ;,and.training,fpr,.,
volunteers, infants and children and individuals with disabilities in disasters, pediatric medical surge, And evacuation
and sheltering with particular emphasis on children, keeping children with parents or guardians, addressing steeds of
unaccompanied minors, and integrating the Accessibility and functional needs of chiM anP�� s; � disabilities
de a ilities
(see Comprehensive Preparedness Guide 301 117PG- 3011:.interim Emerge+rcy for
Special Needs populations and other resources for additional information).
Training conducted using HSGP funds should address a performan a Bli itddientified t hrou
eve o An 1Mou io
(AAR/fP) or contribute exorcist.
Plan butc to building cap as well as
Exercises should be used to provide the opportunity to demonstrate u i vali sk 1
the AARAP loom d tAdddr traini in the State
to idahtify training gaps. Any training or training Baps
or Urban Area training cycle. All training and exercises conducted with HSGP hinds should support the development
and testing of the jurisdiction's EOP or specific Annexrs where applicable.
E. Exercises and submit to the FEMA Grano and
All Urban Areas are required to develop a Multi -Year Training and Exercise Plan (f£P)
Preparedness Community of Interest (COD on she Homoignd Security Information Network (HSIM, Fur ther, Urban Areas are
_
encouraged to develop a Multi -Year Plan and Schedule that takes into consideeration o ti odty�um zc op oft h U rban A
for at least the Immediate yaw, with exercises being timid to provide respon d pp
Further guidance concerning the Training and Exercise Plan and the Training and Exercise Plan Workshop can be found at
. hrtn••!/hsaca•dhsrov
Allowable exercise- related costs include:
• Funds Used to Design, Develop, Conduct, and Evaluate an Exercise– includes costs related w planning, meeting
space and other meeting costs, facilitation costs, materials and supplies, travel, and documentation. Grantees Are
meetings end con
encouraged to use government facilities to conduct ferences whenever possible
• Hiring of Full or Part -Time Staff or ContractorslConsultants – Full or peuttime staff may befi Sup port
exercise - related activities. Such costs must be included within the funding allowedfo u g�f� renal arisen
personnel expenses, which must not exceed 1 i percent of the total allocation, The app cot – must be followed.
procurement policy or the Federal Acquisition Regulations (FAR) – which— is more s tring
In no case is dual compensation allowable.
Overtime and Baelfill –The entire amount of Overtime costs, including payments related to bacl�lling personnel,
• which arc the diced result of time accordance wish the policies of the State
spent on the design, development, and undue rd exercise are plowable expenses.
These costs ar e allowed only to the extent the payment for such services is in
or unit(s) of local government and has the approval of the State or the awarding agency, whichever is applicable. In
no case is dust compensation allowable. That is, an employee of a unit of government mac Dot 100 v m. to ipation
from their unit or agency of government AND from an award for s single period of time (.g , P•
p.m,), even though such work may benefit both activities.
Tavel– Travel costs are allowable as expenses by employees who or
on travel status for official business related to
• the planning and conduct of exercise projects) or HSEEP programmatic requirements as described in site HSEEP
website (e.g., improvement Plan Workshops, Training and Exercise Plan).
• Supplies – Supplies hue items that are expended or conasmneuri a mas ks ,and disposable p pl anni ng txry equipment)- the
exercise projeox(s) (e.g., copying paper, gloves, tape,
• Other items – These costs include the rental of equipment (e.g., portable toilets, cents), food, gasoline, exercise
signs, badges, etc.
Unauthorized exercise - related costs include; construction
4. Mrnbursement for the maintenance and/or wear and tear eosts of general use vehicles (e 8,
vehicles) and emergency response apparatus (e &, fire trucks, ambulances).
.L Equipment that is purchased for permanent Installation an
use, beyond the scope of exercise conduct (e g ,
electronic messaging signs),
Exerclse Requfremenu
rdance with the Homeland Security Exercise
Exercises conducted with FEMA support must be managed and executed in acco
and Evaluation Program (HSEEP). HSEEP Guidance for exercise design. samplem c ev aluation
and emp� m p � cment
planning is located u hrrps:!/hsaep.dhs.gov. The HSEEP Library p
All exercises using HSGP funding must beNIMS compliant More information is.avedlable online at the NMS integration
Center, hrip.- IAnAt! j enna .gm✓enwrgencylnims/mdexshim.
33
Where applicable, the Training and txefcise Plans should include training and exercises that support specialized programs' such
as the Regional CatastrophicPrepwcdness Grant Program.
States art encouraged to exercise thew capabilities with regard to infants end children ' across a ll aspects of response and
recovery, including pediatric medical surge capa bilities and integrating the accessibility and functional needs of c hildren and
adults with disabilities.
Exercise Scenarios. The scenarios used in HSGP- funded pearl iss must be bawd on the Ste Cp axe de's
• Homeland Security Strategy and Plans. Acceptable scenarios for SHm� d nu technolog disasrustuds:
chemical, biological, radiological, nuclear, explosive, size , Bra the National RMOMe Framework.
Exercise scenarios must be catastrophic in scope and size es s dc6ncd by l; existing
The scenarios a en - exercise funded mu t ask s must fo cu s on v t l m ati e,, from multiple jan jurisdictions and larg
enough i scope sire to
disciplines and nongovernmental org anizations. Exercise scenarios should also be based on the Multiyear Training
and Exercise Plan.
• Spatial Event Planning. If a State or Urban Area will be hosting n spY bye Fxerc Bowl se Pro (NEP) ed
they are approved to participate in a Tier I or Tier Il exercise as appro should plan
finance mining d exercise ac tivities n preparation for events` Sous and Urban A shoo d elan eonnsidesto to use SHSp of UAS]
exercises at major venues (c:g., arenas, convention centers) that focus on evacuations. cammuni a i and
command and control. States should also anticipate participating in at 1 nmmg s Plan�ry Stotts
must include all conformed or planned special events in the Muhl -year
Exercise Evaluation All exercises will be capabilities d performance -based and evaluated urns Exercise
• Evaluation G (EEGs) found on the HSEEP website at htrys:OhxeP.dhsgov. An After -Action
Rsport/Improvenacet Man (AARAP) will be pre end submitted Network itted to the FEMA Grants acrd Pr e p are dness wing
Community of Interest (CAI) on the Homeland Security Information the within HSEEP f orm at, should capture
d ays
completion of the exercise, regardless of type or scope. AARAPs must conform to the
objective data Pertaining to exercise
c onduct, and must be, developed baud an information gathered through EEGs
condu
found in HSEEP. All applicants are encouraged to use the lessons Learned I Sharing System as a source
for lessons learned and to exchange best practices.
•
ll levels of exerass is
Role orNon- Governmental Entities in Exercises. Non- got'�°� Participation ma
strongly encouraged. Leaders from nongovernmental entities should be included in the ta op co
ci a nd that
evaluation of an exercise. State, local, tribal, and territorial jurisdictions we encour
tat Its integration and use of non- governmental resources provided by non- Bovemmental emmemtal organizations-
private sector and private non-profit, faith - based, community. volunteer, and other non -gov and
Noe - governmental participation in exercises should be coordinated with the local Citizen Corps Count it( s )
other partner agencies.
unuuthariwd Fiercirt: Casts
Unauthorized coon vehicles) and
a ecfse- related costs include:
d te
Reimbursement for the maintenance and/or wear anar costs of genteel use vehicles (e.g , cAnsW
• ulances).
emergency response apparatus (e.g., fire truck, amb cod the scope of exercise conduct (e.g..
• Equipment that is purchased for permanent installation and/or use, bey
electronic messaging signs}
Management and Administration - no more than 3% of each sub - recipient's total award may be expanded on Management d
Administration costs.
Hiring of full -time or part -time staff or contractors/consultanta:
• To assist with the management of the respective grant program
• To assist with application requirements
• To assist with the compliancy with reporting and data collection requi rements
Development of operating plans for Inforrhation collection and processing necessary to respond to
FEMA data calls
Overtime and bacldill costs - Overtime expenses arc dtfined as the result A pe rsonne l who worked ci sol abo
n scheduled daily or weekly worked time in the performance of FEl a pproved rd
called "Overtime as $a�11" are defined as expenses �fromassi assigned t o f�� app�activities
g outside their ocore to
perform the duties of other personnel who are tempo Y olio) of overtime in
responsibilitis. Neither overtime nor backfill expenses are the rstnfoos serv c� s f s in taccordantxgwith Ithe Policies ;
employes. These costs we allowed only to die extent the payment wtoiehem.is appf icablEt : = _ -- -• • " —"
the state or unit(s) of IObal government and has the approval of fire state or t! a swatding egeawy, .
34 ._
In no case is dual compensation allowable. That is, an employee of a unit of government may not receive mmpens'alon
from their unit or agency of government AND from en award for a single period of time (c.g., 1:00 pm to 5 pm), eves
though such work may ben W t bo � rs sC om pensation and Unemployment Compens tilon.ited to Federal Insurance
Contributions Act (FICA),
Travel expenses
Meeting- related expenses (For a complete list of allowable meeting- related expenses, please tev'new the OJP
Financial Guide at hit livvriJr " usdo' oovlF uide).
Acquisition of authorized office equipment, Including:
• Personal computers
• Laptop computers
• Printers
• LCD projectors, and
re which maybe required to support the implementation of the homelan
• Other equipment or softwa
severity strategy ,
The following are allowable only within the Period of performance of the contract:
• Rbcumng fees/charges as w ith , certain equipment, such'as cell phones, faxes, etc•
• Leasing and/or renting es space for newly hired personnel during the period of performance of the grant program
D. UnauthoriudExpenditures ofthegrantprogram
• Activities unrelated to the completion and implementation Equipment List or Previously listed as allowable costs
• Other items not in accordance with ongoing, rout ne public safety activities of state and local emerges funds that
• Funding may n ot be used to supplant
and may not be used to hire staff for operational activities or bacldill. Funds =mat not replace {supp
have been appropriated for the same purpose•
E Construction and Renovatio rohibited except m outlined below. Such r�truction and
Use of MP funds for tonstruction and renovation is generally p mat critical
shall be strictly limited and allowable only tr9nen it is a necessary component of a iecurity syste
infrastructure facilities.
project construction and renovation not exceeding 51,000,000 is allowable, as deemed neassmY• Th following types of liance review under
projects a considered to constitute construction or renovation, and must be submitted w FEMA for comp
re
Federal environmental planning and historic Preservation (1) laws and requirements prior to initiation of the Project
• Construction and renovation ref guard facilities
• Renovation of and modifications, including the installation of security and commumeaeon equipment, to buildings
and structures that are 50 years old or older not of a facility or structure, including
•
Any other construction or renovation efforts that change or expand the footprint
security enhancements to improve perimeter security.
physical security enhancements, including but not limited to:
_ • Lighting
• Fencing
o Closed- circuit television (CCTV) Systems
o Motion detection systems
o Barriers, doom, gates and related security enhancements
0
rovlslons. Communication rmt'erDroJtcrs must be
In additlor4 the ereaton of communications lowers that are included in a jurisdiction's tnteroperable c ommunicati ons P lan
is allowed subject to all applicabIt laws, regulwions, and S eenrirng p ro latians
submitted to FEMA for EHP review. Per the Cansalydottd 5ecurlry, Alsaster Aulstanu, and Continuing APP Pr
Act of 2009 (Public Law 110329), communfcatlons /awers are not subject to tke$1,000,000 eonstrucrion and renovation
cap.
Approval Process: tee must Provide the Division n with:
In order for grantees to drawdown funds for construction and renovation costs, the gran
ructure is Publicly or privately owned, and the
• A desa iption of the asset or facility, asset locstion' whether the infrast
construction or renovation project;
• Certification that a facility vulnerability asse fied vulnerabilities from the
ssment has been conducted
• An outline addressing how the eonMtrtrction or renovation project will address the identi
asseurnent
Consequences of not implementing the construction or renovation project
_ .m .:.: :•_r_.. _.:�•
Any additional information requested by FEMA to ensure compliance with Federal environmental and historic —
preservatior'sequirements
35
Additional i may also be found on the FEMA website located at /him�n, frmo ^
Note: Written appruval must be provided by FChIA Prior to the use or as
IIA51 funds for construction ur
rtnoratiou.
Overtime and Baekfrll Guidance
roved activities specified in thertime
Overtime -These expenses are limited to the additional costs which result from Per is guidance. Overtime
working over and about er hours o
weekly work time as a direct result ortheir performance O f FEMA -approved
associated with any other activity is not eligible. are limited to overtime eosu which result from
Ball- related Overtime -Also called "Overtime u Bartell;' these exPerises personnel who tae tempoiarily assigned
personnel efio at working overtime (as identified above)
bilities Neither heovertime nor expenses am the result of an
to FEMA - approved activities outside their core resp
increase of FTE employees.
National Incident Management System (NIMS) Compliance nal Response Plan (N
HSPD -5, • of Domestic inci dents," i mand the. id sitio lcvelNs�tas work togetherto manag domestics
NIMS provides a consistent frame*or Federal, State,
incidents, regardless of cause, size, or complexity. To promote interoperab r and for command and
local, and tribal capabilities, NDAS includes a core set of guidelines, standards,
menag ,moot preparedness, resource management, communications and m fottie temp established Y S• ntial or
technologies, and management and maintenance of NAMS. The W. B
discipline, all- hazards plan that provides the structure and merJranisms w coordinate eoperatio n eeCtive response by an
incidents of National Significance. which are ma tribal pnvau sector. and nongovcmmenta] entities " organizations
appropriate combination of Federal, State, local,
The NIMS Integration Center (IJIC) rccomtncads es Comp
iosely , the i m c
p l e j m - �ion ties that have been required
that support NIMS implementation. •these Revities closely parallel the ip
of State, territorial, tribal. end lorA govunmenu since ogre and can be Organ izations into into the broader national
uu rte e e v/ d encv/ To inugnte nonprofit organ
ness effort, DHS encourages gr antees to consider pursuing these recommended activities. Ilerice
Prep ycmmental organizations grantee and sub - grate, will be requireddto n t� 1 5 eomP
Additionally. nongo aredness, response. and/or security Pecs
requirements• Tbis includes all emergency preparedness operation of resources•andlor activities awarded through this
participating in the development, implementation P
grant rt§Lcomptete training programs consistent with the NIMS National Standard Curricu Dcvion. incident
Gut
d System (I�'2�)• �termediste Incident Command System (0-300)• and
Minimum oairyiag includes IS -700 NIMS: An introduction. in addition, IS -800.21 NRP_ An Introduction. lace eat
Command System (ICS-1 incident Commas Y gtoad° on NIMS training, Pleasc
command Inc ident C System (G-400) are also recommen For additional ee
refer to htta r 'u fl /niraclnitru a nd r tit sbt?rt
forsehieving compliance are available through the
Additional information about NIMS implementatlot w�emerae nev/nimsl.
NIMS Integration Center (NIC), at tgSp `iiN.: w.
111. Reporting Requirements
1, Quarterly Programmatic Reporting: t thuds (March 30, .tune
The Quarterly Programmatic Report is due within 30 days afar the end rep ort(s) h is delinquent. future financial for the
30. Septem cots will n bD i ember until t ree Ro ipie s reporting is c
36
i Programmatic Reporting $SIR
�s�raal Strateeie Imolen*+entation Reoori
After the end of each reporting period, for the life of the contract unless directed otherwise but the SAA, the
recipient will complete their Biannual Strategic implementation Report in the Grants Reporting Tool (GRT)
b*! ". J1www reoortine ado_ LgQX The reporting periods arc January 1 -June 30 and July 1 December 31.
Dan entry is scheduled for December 1 and June 1 resputively. Future awards and reimbursement maybe
withheld iftheseteptms aredelinquent. .
3. Reimbursement Requests: w t manager for review and approval at anytime during the
A request for reimbursement may be sent to your gran
contract period. The Recipient should include the category's corresponding line item number in the "Detail of
Claims" form. This number can be found in the "Proposed Program Budget ". A tine item number is to be
included for every dollar amount listed in the " Denil of Claims" form.
3. Close -out Programmatic Reporting:
The Close -out Report is due to the Florida Division of Emergency Management no later than 60 calendar days
after the agreement is either completed or the agreement has expired.
4. Monitoring:
Florida Division of Emergency Management
US Department of Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced state and local capability and capacity to prevant, p and respond to terrorist threats since 1999 through various
funding sources including federal grant funds. The Florida Division of Emergency Management (FDEM) her a responsibility to track and
monitor the status of grant activity and items purchased to ensure compliance with applicable SHSGP grant guidance and statutory regulations.
nt agency's compliance with applicable state and federal guidelines.
The monitoring process is designed to assess a recipie
Monitoring is accomplished utilizing various methods including desk monitoring and on -site visits. There are two primary areas reviewed during
monitoring activities - financial and programmatic monitoring. Financial monitoring is the review of records associated with the purchase and
c monitoring is the observation of equipment purchased, protocols and other
disposition of property, projects and conk acts. Programmati
associated records. various levels of financial and programmatic review may be accomplished during this process.
Desk monitoring is the review of projects, financialectiviry and technical assisr>yrrce between FDEM and the applicant vie a - mail and telephone.
On-Site Monitoring arc actual visits to the recipient agencies by it Division representative who examines records, procedures and equipment.
rc r nn al f in* � g n g mp hat been
Each year the FDEM will conduct monitorin for to �0 /. of their sub- ranters. It b imp ortant to note that although a given grant
closed, it is still subject to either desk or on -site monitoring for it five year period following elosum.
Areal ihar 'Ill be examined includ
Management and administrative proredunes;
Grand folder maintenance;
Equipment accountability and sub-hand receipt procedures;
Program for obsolescence;
Status of equipment purchases;
Status of training for purchased equipment;
Status and number of response trainings conducted to include number trained;
Status and number of exercises;
37
Status ofplanning activity;
Anticipated projected completion;
Difficulties encountered in completing projects;
Agency NIMSACS compliance doatnuntation;
Equal Employment Opportunity (EEO Status);
Procurement Polity
FDEM may request additional monitoringrinformation if the activity, or lack thereof, generates questions from the region, the sponsoring agency
or FDEM leadership. The method of gathering this information will be determined on a case -by -ease basis.
Desk monitoring is an on -going process. Recipients will be required to participate in desk top monitoring on an annual basis and u determined
by the FDEM. This contact will provide an opportunity to identify the need for technical assistance CfA) and/or a site visit if the FDEM
determines that a recipient is having difficulty completing their project.
agency will be notified by the program office via email
As diffculties/defrciencies am identified, the respective region or sponsoring .
information will include the grant recipient agency name, year and project description and the nature of the issue in question. Merry othere issues
that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to the FDEM for assistance.
Examples of TA include but are not limited to:
Y Equipment selection or available vendors
4. Eligibility of items or services
4- Coordination and partnership with other agencies within or outside the region or discipline
d, Record Keeping
4 Reporting Requirements
Documentation in support of a Request for Reimbursement
On -Site Monitoring will be conducted by the FDEM or designated personnel. Onsite Monitoring visits will be scheduled in advance with the
recipient agency POC designated in the grant agreement.
The FDEM will also conduct coordinated financial and grant file monitoring: • monitoring visits will be coordinated with the capability
cies within the region or state may be called upon to assist in the form of a peer review as
review visits. Subject matter experts from other agen
needed.
All findings related to the capability review will be documented acid maintained within the FDEM.
On -site Monitoring Protocol
Or,site Monitoring Visits will begin with those grantees that are currently l
y spending or have completed programm on site monitoring checklist tto
(FFn. Site visits may be combined when geographically convenient. There is a financial and progrmun
assist in the completion of all required tasks.
Siteite VisitPrratiom
A tatter wUl be sent to the recipient agency Poirt of Contact (POC) - dining the date, time a td purpose of the alas visit be[ore the plaraied arriv
date.
tee in writing (email is acceptable) and documented in the grantee folder.
The appointment should be confirmed with the gran
38 . .
The physical location of any equipment located at an alternate site should be confirmed with a representative from that iocation and the address
should be documented in the grantee folder before the site visit
on.Site Monitoring Visit
Once FDEM personnel have arrived al the site, orientation conference will be conducted. Oaring this time, the purpose of the site visit and the
they will then explain them objectives and will
items FDEM intends to examine will be identified. If financial monitoring visit will be conducted,
proceed to perform the financial review.
FDEM personnel will review all files and supporting documentation. Once the supporting documentation has been reviewed, a tour /v'isualispot
inspection of equipment will be conducted.
Eadr item should be visually inspected Whenever possible. Bigger items (wmputcrs, response vehicles, ore.) should have an asset decal
(information/scrial number) placed in a prominent location on each piece of equipment as per recipient agency requirements. The serial number
should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment (large capitol expenditures in
excess ofS1,000. per item).
If an item is not available (being used during time of the site visit), the appropriate documentation must be provided to account for that particular
piece ofequiprnent. 'Once the tour/visual/spot inspection of equipment his been complcted, the FDEM personnel will then conduct an exit
conference with the grantee to review the findings.
Other programmatic issues can be discussed at this time, such as missing quarterly reports, payment voucher /reimbursement, equipment,
questions, etc.
_p;L,l!toaitorineYisit ' '
FDEM personnel will review the on -site monitoring review worksheets and backup documentation as a team and discuss the events of the on-site
monitoring.
Within 30 calendar.days of the site visit,.¢ monitoring mportwill be generated and sent to the grantee explaining any issues and corrective actions
required or recommendations. Should no issues or findings be identified, a monitoring report to that effect will be generated and sent to the
grantee. The grantee wil l submit a Corrective Action Plan within a timeb=e as determined by the FDEM. Noncompliance on behalf of sub -
grantees is resolved by managemem under the terms of the Sub grant Agreement.
The On-Ske Moniforing Worksheets, the monitoring report and all back up documentation will then be included in the grantee's file.
K. Programmatic Point of Contact .
Contractual Point of Contact
Programmatic Point ofcontect
FDEM
2555 Shumard Oak Blvd.
Tallphassee, FL 32399 -2100
(9501498-9441
L Contractual Responsibilities
FDEM
2555 Shumard Oak- Blvd.
Tallahassee, FL 32399-2100
(850) 410 -3457
The FDEM shall determine eligibility of projects and approve changes in scope of work.. .
The FDEM shall administer the financial processes.
39
Attachment B
Program Statutes, Regulations and Special Conditions
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 Uniform Administrative Requirements for Grants and Cooperative Agreements
28 CFR, Part 66,.Common rule, Acquisitions Act of 1970
6) Uniform Relocation Assistance and Real Property t of aster 7) Section 10 6( of the a Flood Historic Pres Act of 1966 as Public
amended (16 470), 75
8) . Section
Order 11593
reservation Act of 1966 (16 USC 569a -1 et seq.)
g) Archeological and Historical P
10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968,
11) Juvenile Justice and Delinquency 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 USC 3789(d), or Victims of Crime Act (as appropriate);
15) Title Vl of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended;
17) Subtitle A, Title 11 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
Special Conditions
. The grantee and any sub grantee shall comply with the most recent version of the Administrative
1
ommonl
Requirements,
applicablet o Department of H meland Security g ant are listed below:
n
9
Y
A. Administrative Requirements
D 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments
D 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with
Institutions of Higher Education, Hospitals, and Other Non - Profit Organizations (OMB
Circular A -110)
B. Cost Principles
2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OM
Circular A -87)
2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A -21)
D 2 CFR Part 230, Cost Principles for Non - Profit Organizations (OMB Circular A -122)
40
Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and
Procedures, Contracts with Commercial Organizations
C. Audit Requirements
OMB Circular A -133, Audits of States, Local Governments, and Non - Profit Organizations
2. Recipient understands and agrees that it cannot use any federal funds, either directly reg ulation or
indirectly, in support of the enactment, repeal, modification or adoption royal of FEMA
policy, at any level of government, without the express prior written app
3. The recipient agrees that all allocations and use of fun d rant ii a in accordance
with the FY 2010.Homeland Security Grant Program guidance and a
4. The recipient shall not undertake any project having the potential to impact Environmental or
but not
Historical. Preservation.(EHP.) resources without the prior approval of FEMA, incl g disturbance,
limited to communications towers, physical security enhancements involving
new construction, and modifications to buildings ,• structures and objects that are al50o d r old or
older, and purchase and use of sonar equipment. Recipient must comply w ith
placed on the project as the result of the EHP review. Any change to the approved project scope
of work will require re- evaluation comp with the recipient must ensure r monitoring of
o
disturbing activities occur during project m P
ground disturbance, and if any potential archeological resources are discoverd, State Historic
immediately cease construction in that area and notify FEMA and the appropria
Preservation Office. Any construction activities that e hav bee in itiated and wilt with
eligible for FEMA
EHP review and approval will result in a non-compliance finding
funding.
5. The recipient is prohibited from obligation or expending Operation Stonegarden (OPSG) funds
provided-through-this-award-until uniquE, s pecific or modified co unty level or equivalent
Operational Order /Frag Operations Order with embedded estimatedoperatioriang this has been
reviewed and approved through an official email notice issued by FEMA removing this special
programmatic condition. The Operations Order appro Customs and Border Protection (CBP)
u
Operations Orders are submitted to (1) the app p a Q, forwarded
Border Patrol (BP) Sector Headquarters (HQ); upon approval sys tem by the Sector HQ
( the OPSG
through the Border Patrol Enforcement Transfer System (BPETSded t e m Federal Emergency
Coordinator, CPB/BP Washington, DC and upon app
Management Agency (FEMA), Grant Programs Directorate (GPD), Grant Development and
Administration Division (GD&A). Notification of release of programmatic hold will be sent by
FEMA via email to the State Administrative Agency (SAA) with a copy to OPSG Coordinator at
CBP /BP HQ, Washington, DC.
g. The recipient shall submit the quarterly initial e grant award. The t shal3submit quarterly
of the first Federal quarter foll owin g
FFRs thereafter until the grant ends. Reports are due on January 30, Ap ril 30, July 30, and
October 30. A report must be submitted for every quarter of the period of performance, including
partial calendar quarters, as well as for periods where no grant activity occurs. Future awards
and fund draw downs may be withheld if these reports are delinquent The final FFR Is due 90
days after the end date of the performance period.
7. In the event FEMA determines period of performance or terms and conditions, recipients award, including changes to the ec p'ients will be
p p
notified of the changes in writing. Once notification has been made, any subsequent request for
_funds will indicate recipient acceptance of the changes to the award. Please call the FEMA/GMD
Call-Center at (866; 927-5646 or via email to ASK -GMD dhs.aov if you have an f questions. _
41
g, A. Provisions applicable to a recipient that is a private entity.
1. You, as the recipient, your employees, subrecipients under this award and subrecipients'
employees may not:
a. Engage in severe forms of trafficking in persons during the period of time that the award is in
effect;
b. Procure a commercial sex act during•the period of time . that the award is in effect; or
c. Use forced labor in the performance of the award or subawards under the award.
2. We as the Federal awarding agency may unilaterally terminate this award, without penalty, if
you or a subrecipient that is a.private entity:
a. Is determined to have violated a prohibition in paragraph al authorized and ter
Hate the award
b. -Has an. employee who is determined by the agency
to have violated a prohibition in paragraph A.1 of this award term through.conduct that is either:
I. Associated with performance ender this award; or
ii. Imputed to you or the subrecipient using standards and due process for Imputing the conduct
of an individual to an organization that are provided in 2 CFR Part 180, 'OMB Guidelines to
Agencies on Government wide Debarment and Suspension (Non- procurement),' as implemented
by our agency at 2 CFR Part 3000.
B. Provisions applicable to a recipient other than a entity. We as the Federal.awarding
agency may unilaterally terminate this award, without penalty, if a•subrecipient that is a private
entity:
1. Is s determined to have violated an applicable prohibition in paragraph A.1 of this award term;
or
2. Has an employee who is determined by the agency official authorized to terminate the award
to have violated an applicable prohibition in paragraph A.1 of this award term through conduct
that is either:
a. Associated with performance under this award; or
b. Imputed to the subrecipient using the standards and due process for imputing the conduct of
an individual to an organization that are provided in 2 CFR part 180, "OMB Guidelines to
Agencies on Government wide Debarment and Suspension (Non - procurement)," as implemented
by our agency at 2 CFR part 3000.
9. C. Provisions applicable to any recipient.
1. You must inform us immediately of any Information you receive from any source alleging a
violation of a prohibition in paragraph A,1 of this award term.
2. Our right to terminate 6(g) of the Trafficking victims. P Protection section 10on Act of 000 ((TVPA), as
a. Implements 6(g)
amended (22 U.S.C. 7104(g)), and
b. Is in addition to all other remedies for noncompliance that are available to us under this award.
3. You must include the requirements of paragraph A.1 of this award term In any subaward you
make to a private entity.
C. Definitions, For purposed of this award term:
1 "Employee" means either: '
a. An individual employed by you . or a subrecipient who is engaged in the performance of the
projector program under this award; or _, ,_, .�__._.... -- •• -- — - -
42
b. Another person engaged in the performance of the project or program under this award and
not compensated by you including, but not limited to, a volunteer or individual whose services are
i contributed by a third party as an in4dnd contribution toward cost sharing or matching
requirements.
E. 'Forced Labor' means labor obtained by any of the following methods: the recruitment,
harboring, transportation, provision, or obtaining of a person for labor services, through the use of
force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt
bondage, or slavery.
1. "Private entity' means:
a. Any entity other than a State, local government, Indian Tribe, or foreign public entity, as those
terms are, defined in 2 CFR 175.25.
b. Includes:
1. A nonprofit organization, in any nonprofit institution of higher education, hospital, or
tribal organization other than.one included in the definition of Indian Tribe at 2 CFR 175.25(b).
ii. A for -profit organization.
2. 'Severe forms of trafficking in persons', 'commercial sex act", and 'coercion' have the
meaning given at section 103 of the 7VPA, as amended (22 U.S.C. 7102).
10. A, 'Classified national security information,' as defined in Executive Order (EO) 12958, as
amended, means information that has been determined pursuant to EO 12958 or any
predecessor order to require protection against unauthorized disclosure and is marked to indicate
its classified status when in documentary form.
B. No funding under this award shall be used to support a contract, subaward, or other
-agreement for goods or services that will include access to classified national security information
if the award recipient has not been approved for and has access to such information.
C. Where an award recipient has been approved for and has access to classified national ;
security information, no funding under is award shall be used to support a contract, subaward, or
other agreement for goods or services that will include access to classified national security
information by the contractor, subawardee, or other entity without prior written approval from the
DHS Office of Security, Industrial Security Program Branch (ISPB); or, an appropriate official
within the Federal department or agency with whom the classified effort will be performed:
D. Such contracts, subawards, or other agreements shall be processed and administered in
accordance with the DHS "Standard Operating Procedures, Classified Contracting by State and
Local Entities," dated July 7, 2008;'=05 12829, 12958, 12968, as amended; the National
Industrial Security Program Operating Manual (NISPOM); and /or other applicable implementing
directives or instructions. All security requirement documents are located at:
http: / /www dhs aov /xopnbi -q itsAndex.shtm
E. Immediately upon determination by the award recipient that funding under this award will be
used to support such contract, subaward, or other agreement, and prior to execution of any
actions to facilitate the acquisition of such a contract, subaward, or other agreement,
recipient shall contact ISPB, or the applicable Federal department or agency, for approval and
processing instructions.
DHS Office of Security ISPB contract information:
i felephone: 202 - 447 -5346
43
Email: dhs .aov
Mail: Department of Homeland Security
Office of the Chief Security Officer
ATTN: ASDAndustrial Security Program Branch
Washington, DC 20528
i •
44
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 under this Agr edment request is subject to s. 216.181(16), Flo ida Statutes and Div sion advance
al. payment
ADVANCE REQUEST WORKSHEET
If you are requesting an advance, complete the following worksheet
C D
(A) (B) FFY Total
FFY FFY
DESCRIPTION
1 INITIAL CONTRACT ALLOCATION
2 FIRST THREE MONTHS CONTRACT
EXPENDITURES'
3 AVERAGE PERCENT EXPENDED IN FIRST
THREE MONTHS
Divide line 2 b line 1. purchase orders, timesheets and/or
Immedlate contract expenditures must be supported through invoices, h needs of the recipient within the
other.substantiating documentation and cannot exceed the expected cas
initial three months. Expenditures need only be provided for the years in which you requested an advance. if
you do not have this Information, call your consultant and he or she will assist you.
MAXIMUM ADVANCE ALLOWED CALCULATION:
X $ MAXIMUM
'Cell D3 EM Award ADVANCE
(Do not include any match)
Gp, p„ I -- -- -- - - - - - 2010 -2011
BUDGET CATEGORY
ADMINISTRATIVE COSTS
Include Seconday Administration.
PROGRAM EXPENSES .
TOTAL EXPENSES
45
REQUEST FOR WAIVER OF CALCULATED MAXIMUM
[ ] Recipient has no previous DCA/DEM contract history. Complete Estimated Expenses chart and
Explanation of Circumstances below.
[ ]Recipient has exceptional circumstances that require an advance greater than the Maximum
Advance calculated above.
Complete Estimated Expenses chart and Explanation of Circumstances below. Attach additional
pages if needed.
cipated Expenditures for First Three h
Contract
s
0
Explanation of Circumstances:
Attachment D
Reimbursement Check List
Please Note: FDEM reserves the right to update this - checklist throughout the life of the grant to
ensure compliance with applicable federal and state rules and regulations.
Equipment
[� 1. Have all invoices been included?
2. Has an AEL # been Identified for each purchase?
E] 3. If service /warranty expenses are listed, are they only for the performance period of the
grant?
Ej 4. Has ,proof of payment been included? (E.g.. canceled check, Electronic Funds Transfer
(EFT) confirmation, or P-Card back up documentation which will include receipt with
vendor, copy of credit card statement showing expense charged, and payment to credit
card company for that statement)
( 5. If EHP form needed — has copy of it and approval from State /DHS been included?
Plannin
sultants /Contractors Note: this applies to contractors also billed under O anfzation
1. Does the amount billed by consultant add up correctly?
2. Has all appropriate documentation to denote hours worked been properly signed?
3. Have copies of all planning materials and work product (e.g: meeting documents, copies
of plans) been included? (if a meeting was held by recipient or contractor / consultant of
recipient, an agenda and signup sheet with meeting date must be included).
4. Has the invoice from consultanticontrator been included?
5. Has proof of payment been included? (E.g. canceled check, Electronic Funds Transfer
(EFT) confirmation, or P -Card back up documentation which will include receipt with
vendor, copy of credit card statement showing expense charged, and payment to credit
card company for that statement }.
0 6. Has Attachment E (found within Agreement with FDEM) been completed for this
consultant and included in the reimbursement package?
Positions Note: this a lies to ositions blueo unaer �waH �� � �- �� -• -•• --
1. Have the following been provided: signed time sheet by employee and supe of oa an
proof that employee was paid for time worked (statement of earnings, copy p Y
check or payroll register)? Has a time period summary sheet been included for total
claimed amount? for which
2. Does the back -up documentation provided match the time period
reimbursement is being requested?
Trainin
(] 1. is the course DHS approved? Is there a course or catalog number? If not, has FDEM
approved the non -DHS training? Is supporting documentation included your
reimbursement request?
2. Have sign -in sheets, rosters and agenda been provided?
3. If billing for overtime and /or backfill, has a spreadsheet been provided that lists attendee
names, department, # of hours spent at training, hourly rate and total amount paid to
each attendee? Have print outs from entity's financial system been provided as proof
X
a
ON
attendees were paid? For backfill, has a clear delineation /cross reference been provided
showing who was backftlling who?
4 Have the names on the sign -in sheets been cross- referenced with the names of the
individuals for whom training reimbursement costs are. being sought? osts; costs
5. Has any expenditures occurred in support of fjie training (e.g., p In nr�bn g
related to administering the training, planning, scheduling, facilities, materials and
supplies, reproduction of materials, and equipment)? if so, receipts and proof of payme
must be submitted.. (E.g. canceled check, Electronic Funds Transfer ,EFT)
or P-Card back up documentation which will include receipt with vendor, copy of credit
card statement showing expense charged, and payment to credit card company for that
statement). -
Exercise
1. Has documentation been provided on the purpose /objectives of the exercise? Such as,
SITMAN /EXPLAN.
2. if exercise has been conducted - has after - action report been included? Have sign -in
sheets, agenda, rosters been provided?
3. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee
names, department, # of hours spent at exercise, hourly rate and total paid to each
attendee? Have print outs from entity's financial system been provided to prove
attendees were paid? For backFill, has a clear delineation/cross reference been provided
showing who was backftlling who?
4. Have the names on the sign4n sheets been cross - referenced wfth the names of the
individuals for whom exercise reimbursement costs are being sought?
5. Has any expenditures occurred on supplies (e.g., copying paper, gloves, tape, etc) in
support of the exercise? If so, receipts and proof of payment must be submitted. (E.g.
canceled check, Electronic Funds Transfer (EF confirmation, or P -Card back up
documentation to include receipt with vendor, copy of credit card statement showing
expense charged, and payment to credit card company for that statement).
6. Has any expenditures occurred-on rental of space /locations for exercises planning and
conduct, exercise signs, badges, etc.? If so, receipts and proof of payment must be
submitted. (E.d. canceled check, Electronic Funds Transfer (EFT) confirmation, or P-
Card back up documentation to include receipt with vendor, copy of credit card statement
showing expense charged, and payment to credit card company for that statement).
Travel /Conferences
1. Have all receipts been turned in such as: airplane receipts, proof of mileage, toll receipts,
hotel receipts, car rental receipts, registration fee receipts and parking receipts? Are
these receipts .itemized? Do the dates of the receipts match the date(s) of
travel/conference? Does the hotel receipt have a zero balance? If applicable, have a
travel authorization and travel reimbursement form been included to account for per
diem, mileage and other travel expenses which have been reimbursed to the traveler by
sub grantee?
2. If travel is a conference has the conference agenda been canceled check, Electronic Funds
3. Has proof of payment to traveler been included? (E.g.
Transfer (EFT) confirmation, or copy of payroll check if reimbursed through payroll).
48
'
�
�
�
|
i
1
'
|
'
'
'
� �1 if billing b���������
�� � ��� hourly ���������o�h
names, department, # of hours spent . v .
' — t �� from '��a �a�� system been provided to prove attendee? Nmvo print �
' --- ' 6 |� 8on/on�sahenanoe been provided
ofteddaoswem paid? �Forbock5U.� has aclear o oa
showing who was baokfil|imUw
F 1 �o�dbubonsane�omNonFedon�Ywnumgooumos. �
�—� � ' cash or in-kind contributions Which may /Ic|udo �am|ng
F 3� Contributions ona -from cau =�
Investments. � rUme or other operational costs unrelated to
F 3. Contributions are not�hnm salary, nva .
�� training.
For All R�irnb
.
[ i. Have Forms 3.'4o; wo ono -been - comp l e t ed ~.. included u�� each request for -- reimbursement
2. Havo the costs �ncb,n�been charged to the appmpr�e PDETE category'?
3. Does the total on Form. 3 match the totals on Forms 4o.4b and 4c?
' 4 HasFonn�beonsignadbythoG
' t package been en�redinto sub grantee's records/spreadsheet? 6. Hosthon�mbursoman pa oge
`—^ G. Have the quantity and unit cost be en not ted on Form 4b?
.
U
�
'
`
' 49
. '
. . .
'
Attachment E
Warranties and Representations
Fina ncial Manage
Recipients financial management system must include the following:
(1) Accurate, current and complete disclosure of the financial results of this project or proyiam
(2) Records that identify 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 purposes.
(4) Comparison of expenditures with budget amounts for each Request For Payment: Whenever
appropriate, financial information 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 OMB cost principles and the terms and conditions of this
Agreement.
(6) Cost accounting records that are supported by backup documentation.
Competition
All procurement transactions shall be done in a manner to provide open and free competition. The
Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors that
may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent cbntractor
performance 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 offeror whose bid or offer
is responsive to the solicitation and is most advantageous to the - Recipient, considering the price, quality
and other factors, Solicitations shall clearly set forth all requirements that the bidder or offeror must 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 Recipient's interest to do so.
50
Codes of conduct
The Recipient shall maintain written standards of conduct �overn:ng the performance of its employees
engaged In the award and administration of contracts. No employee, officer, or agent shall participate in
the selection, award, or administration of a contract supported by public grant funds if a real or apparent
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, has a financial or other interest in the firm selected for an
award. The officers, employees, 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 the standards by officers,
employees, or agents of the Recipient
Business Hours
The Recipient shall have its offices open for business, with the entrance door open to the public, and at
least one employee on site, from
Licensing and Pennitting
All subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all of the particular work for which they are hired by the Recipient.
31
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Recipient,
certifies, by
submission of this doaiment,.that neither -it nor its principals is,presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
-transaction by any Federal department or agency.
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
By
Signature
Name and Title
Street Address
City, State, Zip
Date
4.
Recipient's Name
DCA Contract Number
52
Attachment F
Attachment G
Statement of Assurances
The Recipient hereby, assures and certifies compliance with ail Fed&ai statutes, regulations, policies,
guidelines and requirements, including OMB Circulars No, A -21, A -110 A-122, A -128, A-137; E.O. 12672 •
and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66,
Common rule, that govern the application, acceptance and use of Federal funds for this federally- assisted
project Also the Applicant assures and certifies that
1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Neal
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 federally- assisted programs.
2. it will comply with provisions of Federal law which limit certain political activities of employees of a
State or local unit of government whose principal employment is in connection with an activity financed in
- whole or in part by Federal grants. USC•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
arl
gives the appearance of being motivated by a desire for private gain for themselves or others, particularly
those with whom they have family, business, or other ties.
5. It will give the sponsoring agency or the Comptroller General, h d related to the grant tative, any authorized
access to and the rightto'examine all records, books, pape
6. It wVI 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 EP I st of
accomplishment of the project are not listed on the Environmental Protection Agency A)
Violating Facilities and that it will 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 in the-project is
under consideration for listing by the EPA.
S it will comply with the flood i 93 2� 87 Stat. 975, approved December 2 31,19 6e Section D
Protection Act of 1973, Public 102(a)
L
requires, on and after March 2, 1975, the purchase of flood insurance in communities where such
insurance is available as a condition for the receipt of any Federal financial assistance for construction or
ent of
acquisition purposes for use in any area that has been identi
haze dsc The phrase De part
era financial
Housing and Urban Development as an area having sp ecial
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 assistance.
9. It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic
Preservation Act of 1966 as m
aended'(1B'USC 470), Executive Order 11593, and the Archeological and
Historical Preservation Act of 1966 (16 USC 569a -1 et seq.) by (a) consulting with t
l S ta t e Hi in is or
Preservation Officer on the conduct of Investigations, as necessary, to identify prop erties
eligible 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
properties and by (b) complying with all requirements established by the Federal grantor agency to avoid
or mitigate adverse effects upon such properties.
53
10. it will comply, and assure the compliance of all 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, M7100.1; and all other applicable Federal laws, orders, circulars, or regulations.
11. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements
including Part 18, Administrative Review Procedure; Part 20, Criminal Justice Information Systems; Part
22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence
Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justine Programs and
nt Opportunity Policies and Procedures; Part
Activities; Part 42, Nondiscrimination /Equal Employme
Procedures for Implementing the National Environmental Policy Act Part 63, Fkoodplain Management
and,.Wetiand Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Programs.
12. It will comply, and all its contractors will comply,.with the non - discrimination requirements of the.
Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime
Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A, Title 11 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 - Discrimination Regulations, 28 CFR Part 42, Subparts CAE, and G; and Departmeht 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 a due process hearing on a Grounds of race, colrth religion, national origin sex, or
d isability against a recipient of funds, the recipient will forward a copy o g
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 Coastal Barrier Resources Act (P.L. 97 -346) dated October 19,
1982 (16 USC 3501 et seq.) which prohibits the expenditure of most new Federal funds within the units of
the Coastal Barrier Resources System.
16. DRUG -FREE WORKPLACE (GRANTEES OTHER 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
28 CFR Part 67 Sections 67.615 and 67.620..
54
AGENDA ITEM SUMMARY FORM
FILE ID:
Date: 9 /30/2011 Requesting Department: Fire - Resc Law Department
Commission Meeting Date: L-111/ District Impacted: ALL ( Matter ID No.
11 - 1935,
•Type: I Resolution ❑ Ordinance [J Emergency Ordinance ❑ n iscussion Item
❑ Other ___
4abject: Urban Area Security I nitiative "UASP' G rant Program FY 2010 Memoran of
A ments ( "MOA's"
Purpose of Item:
Resolution to establish a Special Revenue Project entitled: "The Urban Area Security Initiative
( "UASN) Grant Program FY 2010 "; appropriating funds in the amount of $10,708,461.00, received
from the U.S. ,Department of Homeland Security ( "USDHSJ, passed directly through the State of
Florida Division of Emergency Management and authorizing the City Manager to execute
Memoranda of Agreements with contiguous partners (Miami-Dade and Monroe Counties, the Cities
of Hialeah, Miami Beach, Coral Gables and the Village of Key Biscayne); setting forth their
responsibilities in connection with the support of the UASI Project administered by the City of
Miami, Department of Fire - Rescue.
Ba ekground'Information:
(ATTACHMENM
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No:
Special Revenue Account No: UASI Grant Protect
CIP Project No:
NO Is this item funded by Homeland Defense/Neighborhood Improvement on s?
Start Up Capital Cost: 0:00
Maintenance Cost: $0.00
Total Fiscal Impact: $10 708' 461 00 (reimbursable Grant fund
Final Approvals
SIGN AND DATE1
r .CIP .. Budge
Gr n s a� Risk Management
Parchas� Dept. Director
Chief City Manager
Background Information: (continued)
The United States Department of Homeland Security, through the State of Florida Di:Jis 11 of
Emergency AYlanagernent ("DEW , has sub - granted the Urban Area Security Initiative CUASI ")
Grant Program FY 2010 to the City of Miami and its contiguous counties in she a,uount of
$10,708,461.00. 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 used, as stipulated by the grant, for the purchase of specialized equipment,
exercise, training, administrative sery ices and development -of .the Urban .Area Homeland Security
Strategy, and other planning activities needed to ensure a successful program..
It is now appropriate, to accept said grant award, establish a Special Revenue Project, and appiopriate
said grant award therein.
In addition, the City Commission authorizes the City Manager to execute Memorandum of
Agreements ( "MOAWs with contiguous partners (Miami -Dade and Monroe Counties, the Cities of
Hialeah, Miami Beach, Coral Gables and the Village of Key Biscayne), setting forth the parties'
responsibilities in connection with the development and support of the UASI Program 2010 which is
administered by the City of Miami, Department of Fire- Rescue.
n
...____ it. tt �mn G��ranel'
l Uiv
2D1 Meml UASI Budget 60- 1IJd'x
2010 Mleml UAGI Budget be -iIACx
...___e ..Arl 9nin rx —lopi-
2010#AnmlUASI Budgel 8-9-11AU
ri -ih4 n an. cat
note
-- _r,rncr^:ngn13 4--t
4of6
2010 Miami UASi Budget 5- 8-11.xlax
Line No,
Description of Protect
p
Hudgot
J.,vidleOonfPdmery
sub•Grenlee
Own or
Atloeallon
r
201459
POC Computer Units for WEB EOC Conneativll
146,OD0.00
Miami
MPD
201 D-60
Special Minion CBRNE Crime Scene Irwesligefion
$198,000.00
Miami
MP D
2010 -61
Backup Portable Eme en Elecldc Power
$50,000.00
Mleml-
MPD
201462
Andras RA Vestal Bomb Robot
575000.04
Miami
MPD
201063
AssorledToolsrorSombSquad
$10,000.00
Miami
MPD
201064
Power Hawk P16 Rescue Tool (SWAT)
$17,000.00
Miami
MPD
2010{5
PPE Boots
$3,000.00
Miami
MPD
201066
Anti-Terrorism Awareness and Educalianal Maiadals
533,000.00
Miami
MPD
2010-67
565.000:00
Miami Beach
MBEM
Ernwgency Generator
2010 -68
S53,434AS
Miami Beach
MBPD
Command Van
201069
Security Alarm for Major Sewer pump Slation
530,000.00
Miami Beach
MBEM
201474
Security Cameras for WafarTank/Pum Station
550.000.00
Miami Beach
MBEM
2010.71
Security Fence -Public Works Yard
$30,000.00
Miami Beach
MHEM
201472
FLUSAR Trainln
S85,000-00
Miami Beach
MBFR
2010.73
Planning, Trainin andExerclse
5118 802.00
Miami Dade
MDFR
2010.74
Video Conferenci
5118,397.00
Miaml Dade
MDFR
2DID -75
Rigid Hul inflatable Boat
$166397.00
Mlaml Dade
MDFR
2010.16
Vulnerability Assessment for MDFR Hea uaders
$98,397.00
I Miami Dade
MDFR
4of6
2010 Miami UASi Budget 5- 8-11.xlax
Miami UASI 2010
Budget
Une No.
Description of Pro)ect '—'
BUdpat
larldlcOonrPdmary
Sub-0rsntre
. Owmr
Allocation
2010 -77
Fire Service inteiiiiience Enli se
579.423.E
Miami Dade
MDFR
2010 -78
$226,796.D0
Miami Dade
MDFR
28 Fool Fire Boat
2010 -79
Technical Rescue Equipment
SiD,000.00
Miami Dade
MDFR
201040
537,389.00
Miami Dade
MDFR
Mass Deco n Nozzles
201041
546,448.00
Miaml -Dade
MDFR
EMS7ableCEqui ent
201042
TLO Training and Other conferences
$23,974.00
Mlsmi -Dade
MDFR
201043
Emergency Animal Care and.Rescue Unit
$141 956.00
Mtaml -Dade
MOC EM
2010-64
Personnel and Asset Trackin
5230,00040
Miaml -Dade
MDC FJuI
201045
Countywide Has i Disaster Pre eredness Traits
5200 000.00
MiamFUade
MDC EM
2010 -66
Emar Mana ement S eciaOal
$75,000.00
MlamMade
MDC EM
2010.57
580,000
Mlamt -Dade
MDC EM
Disaster Ptans Updates
2010-88
Pubic Awareness Cam d n
5252,364.00
Miami Dade
MDC EM
2010.88
Surveilence Detection
S100,DD0.00
Miami -Dade
MDPD
2010 -90
$50,000.00
MIamWade
MDPD
TLOTralnin
2010 -91
Video Forensics
$100 000.00
Miami -Dada
MDPD
2010 -M
$498,818.64
Miaml-Dade
MDPD
Guidestar
2010 -93
Iniesti ilivellnte once Hardware
$200 -00.00
Miami-Dade
MDPD
5 are
2010 Miami UABI Budget 84.11ades • '
Miami UASI 2010 Budget
Una No. Description of project Budget Ju 1dlcUon /pdnury Oxnor
Allocation sub- G�anlw
2010.94
Boo MW Radlos S313,440,99 Monroe MCEM
2 10.95 M&A Miarrd .ri�ett yy 5321,253:00 Mlsmi MEM
fE .0 ., .. ��f7 • y '. .. r'3h ` f G;�.�isl.:'�G� � ..
TOTAL 110,708,461.00 ` , f r
�4�r����.�c7Gf�' "'1'�'��;; pi•"krc�''� l , Vic: 1.: �'}? x1r
2010 Mani UASI Budget s-5-11.3dax
eels
- - i M � �►c u► f of f Y�
tau Sf
� r
G� f �
File ID #: 11 -01022
Version: l
City of Miami
Master Report
Resolution R -11 -0478
Controlling City Commission
Body:
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
Enactment Date: 11117/11
Status: Mayor's Office for
Signature
Title: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A
NEW SPECIAL REVENUE PROJECT ENTITLED: "URBAN AREA SECURITY INITIATIVE ("UASI ")
GRANT PROGRAM FISCAL YEAR 2010 ", AND APPROPRIATING FUNDS FOR THE OPERATION OF
SAME, IN THE AMOUNT OF S10,708,461, CONSISTING OF A GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY, DIRECTLY TO THE STATE OF FLORIDA DIVISION OF
EMERGENCY MANAGEMENT; AUTHORIZING THE CITY MANAGER TO ACCEPT SAID GRANT
AV+'ARD AND TO EXECUTE THE SUBGRANT AGREEMENT, IN SUBSTANTIALLY THE ATTACHED
FORM, AND ALL NECESSARY DOCUMENTS IN ORDER TO IMPLEMENT THE ACCEPTANCE OF
SAID GRANT AWARD; FURTHER AUTHORIZING THE CITY MANAGER TO EXTEND SAID UASI
GRANT PROGRAM, FISCAL YEAR 2010, AS NECESSARY AND TO EXECUTE ANY OTHER RELATED
MODIFICATIONS, AMENDMENTS OR EXTENSIONS ON ALL MATTERS EXCEPT THOSE DEALING
WITH FUNDING CHANGES; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS
GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY EXPENSE PURSUANT TO
THE UASI GRANT GUIDELINES; AND AUTHORIZING THE CITY MANAGER TO EXECUTE
MEMORANDUM OF AGREEMENT(S), IN SUBSTANTIALLY THE ATTACHED FORM(S), WITH ITS
CONTIGUOUS PARTNERS 04LAMI -DADE AND MONROE COUNTIES, THE CITIES OF H ALEAII,
MIAMI BEACH, CORAL GABLES, AND THE VILLAGE OF KEY BISCAYNE) SETTING FORTH THE
PARTIES' RESPONSIBILITIES IN CONNECTION WITH THE DEVELOPMENT AND SUPPORT OF THE
UASI PROJECT ADMINISTERED BY THE CITY OF MIAMI DEPARTMENT OF FIRE- RESCUE,
CONTINGENT UPON FUNDING OF SAID PROJECT BEING SECURED.
Reference: Introduced: 10/19/11
Name: Establishing Revenue - UASI Grant Pgrm FY' l0
Requester: Department of 'Cost: Final Action: 11/17/)l
Fire - Rescue
Notes:
Sections:
Indexes:
Attachments: 11 -01022 Summary Form.pdf, 11 -01022 Urban Area Security Initiative Grant Prgm. FY' 10.pdf, 11 -01022
Miami UASI 2010 Budget.pdf, l 1 -01022 Legislation.pdt 11 -01022 Exhibit I.pdf
Action History
City of Miami Page 1 Primed on 11/1812011
Ver. Acting Body Date Action Sent To Due Date Returned Result
1 Office of the City 11 /1 /11 Reviewed and
Attorney Approved
I City Commission 11/17/11 ADOPTED
A motion was made by Francis Suarez, seconded by Frank Carollo, that this matter be ADOPTED. The motion carried
by the following vote:
Aye: 5 - Wifredo (Willy) Gort, Marc David Sarnoff, Frank Carollo, Francis Suarez and Michelle Spence -Jones
City of Miartti Page 2 Printed an 11 /1 Br1011
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ESTABLISHING A NEW SPECIAL REVENUE PROJECT ENTITLED: "URBAN
AREA SECURITY INITIATIVE ( "UASI ") GRANT PROGRAM FISCALYEAR 2010 ",
AND APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE
AMOUNT OF $10,708,461, CONSISTING OF A GRANT FROM THE UNITED
STATES DEPARTMENT OF HOMELAND SECURITY, DIRECTLY TO THE STATE
OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT; AUTHORIZING THE
CITY MANAGER TO ACCEPT SAID GRANT AWARDAND TO EXECUTE THE
SUBGRANT AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, AND ALL
NECESSARY DOCUMENTS IN ORDER TO IMPLEMENTTHE ACCEPTANCE OF
SAID GRANTAWARD; FURTHER AUTHORIZING THE CITY MANAGER TO
EXTEND SAID UASI GRANT PROGRAM, FISCAL YEAR 2010, AS NECESSARY
AND TO EXECUTE ANY OTHER RELATED MODIFICATIONS, AMENDMENTS OR
EXTENSIONS ON ALL MATTERS EXCEPT THOSE DEALING WITH FUNDING
CHANGES; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS
GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY
EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES; AND AUTHORIZING
THE CITY MANAGER TO EXECUTE MEMORANDUM OFAGREEMENT(S), IN
SUBSTANTIALLY THE ATTACHED FORM(S), WITH ITS CONTIGUOUS
PARTNERS (MIAMI - DADEAND MONROE COUNTIES, THE CITIES OF HIALEAH,
MIAMI BEACH, CORAL GABLES, AND THE VILLAGE OF KEY BISCAYNE)
SETTING FORTH THE PARTIES' RESPONSIBILITIES IN CONNECTION WITH
THE DEVELOPMENTAND SUPPORT OF THE UASI PROJECT ADMINISTERED
BY THE CITY OF MIAMI DEPARTMENT OF FIRE - RESCUE, CONTINGENT UPON
FUNDING OF SAID PROJECT BEING SECURED.
WHEREAS, the United States Department of Homeland Security ( "USDHS "), is authorized by the
Emergency Wartime 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 assist them in building an enhanced and sustainable
capacity to prevent, respond to, and recover from threats or acts or terrorism; and
WHEREAS, the USDHS, through the State of Florida Division of Emergency Management
( "DEM'), has sub - granted an Urban Area Security Initiative ( "UASI ") Grant Project, Fiscal Year 2010 to
the City of Miami ( "City ") in the amount of'$10,708,461; and
WHEREAS, the City Department of Fire - Rescue will use said funds to continue to address the
unique equipment, training, planning, exercise and operational needs of the City and its contiguous
partners and to continue building an enhanced and sustainable capacity to prevent, respond to, and
recover from threats or acts of terrorism; and
- WHFREAS,- in accordance with the UASI Grant Program; Fiscal Year 2010, the attached
City of Miami Page I of 3 File Id: It •01022 (Version: 1) Printed On: 1012512011
City of Miami
City Hall
3500 Pan American
Drive
7 k
Legislation
Miami, FL 33133
www.miamigov.com
Resolution
File Number: 11 -01022
Final. Action Datc:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ESTABLISHING A NEW SPECIAL REVENUE PROJECT ENTITLED: "URBAN
AREA SECURITY INITIATIVE ( "UASI ") GRANT PROGRAM FISCALYEAR 2010 ",
AND APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE
AMOUNT OF $10,708,461, CONSISTING OF A GRANT FROM THE UNITED
STATES DEPARTMENT OF HOMELAND SECURITY, DIRECTLY TO THE STATE
OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT; AUTHORIZING THE
CITY MANAGER TO ACCEPT SAID GRANT AWARDAND TO EXECUTE THE
SUBGRANT AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, AND ALL
NECESSARY DOCUMENTS IN ORDER TO IMPLEMENTTHE ACCEPTANCE OF
SAID GRANTAWARD; FURTHER AUTHORIZING THE CITY MANAGER TO
EXTEND SAID UASI GRANT PROGRAM, FISCAL YEAR 2010, AS NECESSARY
AND TO EXECUTE ANY OTHER RELATED MODIFICATIONS, AMENDMENTS OR
EXTENSIONS ON ALL MATTERS EXCEPT THOSE DEALING WITH FUNDING
CHANGES; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS
GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY
EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES; AND AUTHORIZING
THE CITY MANAGER TO EXECUTE MEMORANDUM OFAGREEMENT(S), IN
SUBSTANTIALLY THE ATTACHED FORM(S), WITH ITS CONTIGUOUS
PARTNERS (MIAMI - DADEAND MONROE COUNTIES, THE CITIES OF HIALEAH,
MIAMI BEACH, CORAL GABLES, AND THE VILLAGE OF KEY BISCAYNE)
SETTING FORTH THE PARTIES' RESPONSIBILITIES IN CONNECTION WITH
THE DEVELOPMENTAND SUPPORT OF THE UASI PROJECT ADMINISTERED
BY THE CITY OF MIAMI DEPARTMENT OF FIRE - RESCUE, CONTINGENT UPON
FUNDING OF SAID PROJECT BEING SECURED.
WHEREAS, the United States Department of Homeland Security ( "USDHS "), is authorized by the
Emergency Wartime 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 assist them in building an enhanced and sustainable
capacity to prevent, respond to, and recover from threats or acts or terrorism; and
WHEREAS, the USDHS, through the State of Florida Division of Emergency Management
( "DEM'), has sub - granted an Urban Area Security Initiative ( "UASI ") Grant Project, Fiscal Year 2010 to
the City of Miami ( "City ") in the amount of'$10,708,461; and
WHEREAS, the City Department of Fire - Rescue will use said funds to continue to address the
unique equipment, training, planning, exercise and operational needs of the City and its contiguous
partners and to continue building an enhanced and sustainable capacity to prevent, respond to, and
recover from threats or acts of terrorism; and
- WHFREAS,- in accordance with the UASI Grant Program; Fiscal Year 2010, the attached
City of Miami Page I of 3 File Id: It •01022 (Version: 1) Printed On: 1012512011
File Number. if -01022
Memorandum of Agreements (MOA's ") with the City's contiguous partners (Miami -Dade and Monroe
Counties, the Cities of Hialeah, Miami Beach, Coral Gables and the Village of Key Biscayne) will
provide the necessary guidelines to coordinate the UASI Grant Program, Fiscal Year 2010 and will
permit the City to reimburse its partners for their eligible expenditures that are compliant with said
project;
NOW, THEREFORE, BE IT RESOLVED BY THE 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 Project is established and resources are
appropriated as described below:
FUND TITLE: Urban Area Security Initiative
Grant Program Fiscal Year 2010
RESOURCES: Department of Homeland Security $10,708,461
directly to the State of Florida Division
of Emergency Management
APPROPRIATIONS:
$10,708,461
Section 3. The City Manager is authorized (1) to accept said grant award and to execute the
Subgrant Agreement, in substantially the attached form, and all necessary documents in order to
implement the acceptance of said grant award.
Section 4. The City Manger is further authorized (1) to extend said UASI Grant'Program, Fiscal
Year 2010 grant award as necessary and to execute any other related modifications, amendments or
extensions on all matters except'those - dealing with funding changes, in connection with the
development and support of the UASI projects administered by the City's Department of Fire - Rescue,
as an UASI Sponsoring Agency, contingent upon the funding of the UASI projects being secured in the
form of grants from the Federal Department through the Florida DEM.
Section 5. The City Manager is authorized (1) to execute MOA's, in substantially attached form(s),
with its contiguous partners (Miami -Dade and Monroe Counties, the Cities of Hialeah, Miami Beach,
Coral Gables and the Village of Key Biscayne), for the purpose of setting forth the parties'
responsibilities in connection with the development and support of the UASI Grant Program, Fiscal
Year 2010 administered by the City Department of Fire- Rescue, an UASI sponsoring agency,
contingent upon funding of said project being secured.
Section 6. This Resolution shall become effective immediately upon its adoption and signature of
the Mayor. (2)
Cry of Miand Page 2 of 3 File Id. 11 -01022 (Yerslon: 1) Prl, led On: 10125/2011
File Number 11 -01022
APPROVED AS TO FORM AND CORRECTNESS.
JULIE O.
BRffl
CITY ATT NEY
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 of Miami Page 3 of 3 File 1d: 11 -01022 (Version: 1) Printed On: 1012512011
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