FY2013 06/11/2014AMY NEAVILIN, CPA
CLERK OF CIRCUIT COURT & COMp1RpLLER
caam, aNIon
DATE: July 15, 2014
TO: Sheriff Rick Ramsay
Monroe County Sheriffs Office
ATTN. Tamara Snider
Grants Administrator
FROM: Lindsey Ballard, D. C�k
At the June 11, 2014 Board of County Commissioner's meeting, the Board granted approval and
authorized execution of Item J2 MOU between the Monroe County Sheriffs Office and Monroe County
Board of County Commissioners to apply for reimbursement of funds from the UASI FY 2013
Grant/Homeland Security Office of Domestic Preparedness with the City of Miami. The $96,925.27
from the grant will be used to purchase law enforcement equipment approved by the granting agency.
Enclosed is (1) duplicate originals of the above - mentioned, executed on behalf of Monroe County, for
your handling.
cc: County Attorney
Finance
File V
500 Whitehead Street Suite 101, PO Box 1980, Key West, FL 33040 Phone: 305- 295 -3130 Fax. 305- 295 -3663
3117 Overseas Highway, Marathon, FL 33050 Phone: 305- 289 -6027 Fax 305 - 289 -6025
88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852 -7145 Fax. 305- 852 -7146
MEMORANDUM OF UNDERSTANDING
THIS VkMORANDUM OF UNDERSTANDING is made and entered into this
day of , 2014, by and between the Monroe County Board of County
Commission , a political subdivision of the State of Florida, whose address is1100 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 2013 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 March
19, 2014, by which the City of Miami sub - granted the sum of ninety -six thousand nine hundred
twenty -five dollars and twenty seven cents ($96,925.27), of which forty-eight thousand four
hundred and sixty -two dollars and sixty three cents ($48,462.63) was to be given to Monroe
County Sheriff's Office for the purchase of equipment approved by the granting agency as well
as other items, and
WHEREAS, the COUNTY has determined that the public would be best served by
providing the SHERIFF's office their portion of the forty -eight thousand four hundred and sixty -
two dollars and sixty four cents ($48,462.64) in funding to purchase law enforcement, as well as
other equipment (i.e.; interoperable communications equipment, etc.) approved by the granting
agency 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 March 19, 2014, through May 31,
2015, 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 Memorandum of 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 this agreement shall be the total sum of $96,925.27.
The total sum represents federal grant support in the amount of $96,925.27 and matching funds
in the amount of $0.00. All funds shall be expended in accordance with the grant agreement.
5. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "Memorandum of Agreement for Participating Miami UASI Grant 2013
Monroe County Sheriffs Office — MOU UASI FY 2013
Page 1 of 3
Agency" 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 Richard A. Ramsay
5525 College Road
Key West, FL 33040
And
Director
Monroe County Emergency Management
490 63r 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
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
Monroe County Sheriffs Office — MOU UASI FY 2013
Page 2 of 3
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
11. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
12. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
G94 Florida, on the day and year first written above.
R , -�
HEAVILIN, Clerk
Deputy Clerk
Witness
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By. &' 6 -le� a � �L
M or /Chairm n
MONROE COUNTY SHERIFF'S OFFICE
•
By:
Title: V y G
MONRO�OUNTY SHERIFF'S OFFICE
MONROE COUNTY ATTORNEY
A ROV D AS TO FO M:
YNTHI�L.A
ASS NTY AT TORNEY
Date
AS TO FORM:
PATRICK J. MCCULLAH
GENERAL COUNSEL
DATE:
Monroe County Sheriffs Office — MOU UASI FY 2013
Page 3 of 3
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
March 19, 2014
Division:
Emergency
Services
Bulk Item: Yes
X No _
Department:
Emer encyanagement
Staff Contact Person/Phone # Jose Tezanos / 305- 289 -6325
AGENDA ITEM WORDING: Approval of a Memorandum of Agreement with the City of Miami
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 #
14DS- L2- 11- 23 -02- in the amount of $96,925.27 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 the State of Florida, Division of Emergency Management, has subgranted
the Urban Area Security Initiative (UASI) Grant Program, FY 2012, to City of Miami in the amount of
$5,225,000.00. 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 $96,925.27
and funds should be distributed as follow: Monroe County Emergency Management $48,462.64, and
Monroe County Sheriffs Office $48,462.63.
PREVIOUS RELEVANT BOARD ACTION: The UASI FY05, FY06, UASI FY07, UASI FY08,
UASI FY09, UASI FY 10, UASI FY 11, UASI FY 12 were approved on the March 15, 2006, May 11,
2007, March 19, 2008, January 20, 2010, January 19, 2011, February 15, 2012, January 16, 2013, and
November 20, 2013 BOCC meetings respectively.
CONTRACT /AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approve UASI FYI Grant award. The Monroe County Sheriffs
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: 96,925.27 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 AMOUNT PER MONTH Year
APPROVED BY: County Atty X OMB/Purchasing X Risk Management X
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 7/09
MEMORANDUM OF AGREEMENT
FOR PARTICIPATING MIAMI UASI GRANT 2013 AGENCY
MONROE COUNTY
This Agreement is entered into this 19th day of March 4
, 201, by
and between the City of Miami, a municipal corporation of the State of Florida, (the
"Sponsoring Agency ") and Mnnrnp ennnty , ( the 'Participating Agency").
RECITALS
WHEREAS, the U.S. Department of Homeland Security ( USDHS) is providing
financial assistance to the Miami urban area in the amount $5,225,000 dollars through
the Urban Area Security Initiative (UASI) Grant Program 2013; and
WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI
Grant Program 2013; 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 2013 and involve core cities, core counties, contiguous
jurisdictions, mutual aid partners, and State agencies; and
WHEREAS, the 2013 Urban Area has been defined Miami and Ft. Lauderdale
collectively and anticipates sub - granting a portion of the UASI funds in accordance with
the grant requirements; and
WHEREAS, the City Commission, by Resolution No. L-14%
adopted on ry — 1 , 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 process to enhance Miami and its
surrounding jurisdictions ability to respond to a terrorist threat or act.
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree
as follow:
I. PURPOSE
A. This Agreement delineates responsibilities of the Sponsoring Agency and the
Participating Agencies for activities under the UASI Grant Program 2013 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.
II. SCOPE
A. The provisions of this Agreement apply to UASI Grant Program 2013 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.
2
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 City of Miami.
C. UASI Grant Program 2013. The UASI Grant Program 2013 reflects the intent of
Congress and the Administration to enhance and quantify the preparedness of the
nation to combat terrorism and continues 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 2012 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.
D. National Incident Management System (NIMS). This system will provide a
consistent nationwide approach for federal, state, and local governments to work
effectively and efficiently together to prepare for, respond to, and recover from
domestic incidents, regardless of cause, size, or complexity. To provide for
interoperability and compatibility among Federal, State, and local capabilities, the
3
NIMS will include a core set of concepts, principles, terminology, and technologies
covering the incident command system; multi - agency coordination systems; unified
command; training; identification and
E. Urban Area Working Group (UAWG). The State Administrating Agency Point of
Contact (SAA POC) must work through the Mayor /CEOs from all other jurisdictions
within the defined urban area to identify POCs from these jurisdictions to serve on
the Urban Area Working Group. The Urban Area Working Group will be
responsible for coordinating development and implementation of all program
elements, including the urban area assessment, strategy development, and any
direct services that are delivered by the grant.
F. 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.
4
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.
I. Submitting required reports.
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.
5
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 2013 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.
I. 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.
6
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 which sovereign immunity may be applicable. Nothing herein shall be
construed as consent by a municipality, 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.
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 2013 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 15 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.
8
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 at the address furnished by the parties to one another to receive
notices under this agreement or if no address is specified, to the address of the
parties' signatory executing this contract.
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 March 31, 2015, unless otherwise extended, by a
written amendment duly approved and executed prior to March 31, 2015, 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.
ATTEST:
W- -
City Clerk
APPROVED AS TO FORM AND
Daniel J. AWnso
City Manager
APPROVED AS TO INSURANCE
i�
1
f
SPONSORING AGENCY
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
REQUIREMENTS:
i
i
Sh rpe, Interim Director
o Risk Management
CORRECTNESS:
ATTEST:
Deputy Clerk
Title:
PARTICIPATING AGENCY
MONROE COUNTY It
NAME: s a j- Murphy
u. �.. ,
APPROVED AS TO FOt3A0f AND
CORRECTNESS:
Parficipating Agency Attorney
MI ONROE COUNTY ATTORNEY
PRO ED-AS T FO
G f A L. HALL
ASST Al"T CQUNTY ATTORNEY
Data�_� xol*
Contract Number. 14-DSd2 -11 -23-02- ` J
CFDA Number 97.087
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 the authority to subgrard 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 Program Budget and Scope
of Work, Attachment A and B 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 D.
(3) PERIOD OF AGREEMENT
This Agreement shall begin upon execution by both parties and shall end May 11.
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
Mich are agreed upon shalt be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(S) RECORDKEgPING
(a) As applicable, Recipient's performance under this Agreement shag be subject to the
Federal OMB Circular No. A -102, "Common Rule: Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments" (63 Federal Register 8034) or OMB Circular
No. A -110, °Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Chcular No. A-87, "Cost
Principles for State, Local and Indian Tribal Governments," OMB Circular No. A -21, "Cost Principles for
Educational Institutions," or OMB Circular No. A -122, "Cost Principles for Non - profit Organizations."
(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
Agreement, for a period of fire 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.
The fire 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 InvaMng 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 sitar final disposition.
3. Records relating to real property acquired shall be retained for free years after
the dosing on the transfer of title.
(c) The Re*ient 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 B - 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 acce ss 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, on Monday through Friday. "Agents" shall include, but not be
limited to, auditors retained by the Division.
(6) AUDIT REQUIREMENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
tends under this Agreement
(b) These records shall be available at reasonable times for inspection, review, or audit
ty state personnel and other personnel authortzed by 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 Division with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
2
(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 audkee responsibilities as provided In Subpart C of OMB Circular A-1 33,
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-1 33. as revised, is not required. In the
event that the Recipient expends less than $500,000 in federal awards in its fists( 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-1 33, as revised, by or on behalf of the Recipient to:
The Division at the following address:
Division of Emergency Management
Office of inspector General
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
bp: // harvester .census.govftokollecttddeindex. htmi
And to any other Federal agencies and pass- through entities in accordance with Sections .320 (e) and (t),
OMB Circular A -133, as revised.
(f) Pursuant to Section .320 (1`), 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 address:
Division of Emergency Management
Office of inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
3
(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 f+-133 or Chapters 10.550 (local govemmental 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. Stet 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.
'•:
(a) The Redpient shall provide the Division with quarterly reports and a close-out report.
These reports shall include the current status and progress by the Recipient and all subrecipiients 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.
(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 cow
out report The ending dates for each quarter of the program year are March 31, June 30, September 30
and December 31.
(c) The dose -out report is due 45 days after termination of this Agreement or 45 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 Paragraphs (10), (11) and (12) of this Agreement, "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 as requested by the Division.
4
(8) MQNITORING
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 and B to this Agreement, and reported in the quarterly
financial 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 determines that
a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional
instructions provided by the Division 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.
,tat , the Recipient is solely responsible to parties it deals with In carrying out the terns of this
Agreement, and shall hold the Division harmless against all claims of whatever nature by third parries
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,
F la, M , agrees to be fully responsible for its negligent or tortious ads 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 omisslons to the extent set forth in Section 768.28, Fla, Ptat 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
( ti) ALT
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 shall, 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;
(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 cr 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 werning 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 In question or
4. Require the Recip'ent 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.
2
(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
any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the
Division for any other default by the Recipient.
(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, laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document, paper,
letter, or other material subject to disclosure under Chapter 119, Fla. Stat as amended.
(b) The Division may terminate this Agreement for convenience or when it determines, In
its sole discretion, that continuing the Agreement would not produce beneficial results in line with the
further expenditure of funds, by providing the Recipient with thirty calendar days prior written notice.
(c) The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement. The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement.
(d) In the event that this Agreement is terminated, the Reciplent 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 by law, withhold payments to the Recipient for the purpose of set-off 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 Gass, 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:
Alonzo Joseph
2555 Shumard Oak Blvd.
Tallahassee, FL 32399 -2100
Telephone: 850-488 -3133
Fax: 850- 922 -8689
Email:Alonzo.Joseph@em.myflorida.com
7
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is:
Joseph Zahralban
444 SW 2nd Avenue
Miami , FT. 'AA 11Q
Telephone: 305-416-543
Fax. 305 -569 - 407
Email: ' gov. 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 suboontract must be forwarded to the Division for review and approval before It is executed by
the Redplent. The Recipient agrees to Include In the subcontract that (1) the subcontractor Is bound by
the terms of this Agreement, (i) the subcontractor is bound by all applicable state and federal laws and
regulations, and (Ii) 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 business enterprise, as defined In Section 288.703, Fla. Stet
(15) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
,�I�i>Gld,luL��l�y
(a) All attachments to this Agreement are incorporated as if set out My.
(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
Attachment B - Scope of Work
Attachment C - Deliverables
Attachment D - Program Statutes and Regulations
Attachment E - Justification of Advance Payment
Attachment F - Warranties and Representations
Attachment G — Certification Regarding Debarment
Attachment H — Statement of Assurances
Attachment I — Reimbursement Checidist
(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
$5,225,000.00, subject to the availability of funds.
(b) Any advance payment under this Agreement is subject to Section 216.181(16),
Fia-Stat.. and is contingent upon the Recipient's acceptance of the rights of the Division under Paragraph
(12)(b) of this Agreement The amount which maybe advanced may not exceed the expected cash
needs of the Recipient within the first three (3) months of the contract term. For a federally funded
contract, any advance payment is also subject to federal OMB Circulars A-67, A -110, A -122 and the Cash
Management Improvement Act of 1990. All advances are required to be held in an interest- bearing
account_ 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 E. Attachment E will specify the
amount of advance payment needed and provide an explanation of the necessity for and proposed use of
these funds. No advance shall be accepted for processing if a reimbursement has been paid prior to the
submittal of a request for advanced payment
(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 and B of this Agreement
(d) invoices shall be submitted at least quarterly and shall Include the supporting
documentation for all costs of the project or services. Invoices shall be accompanied by a statement
signed and dated by an authorized representative of the Recipient certifying that'all disbursements made
in accordance with conditions of the Division agreement and payment Is due and has not been previously
requested for these amounts.' The supporting documentation must comply with the documentation
requirements of applicable OMB Circular Cost Principles. The final invoice shall be submitted within thirty
(30) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the
submittal of quarterly invoices shall be submitted to the Division grant manager as part of the Recipient's
quarterly reporting as referenced in Paragraph 7 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
further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty
days of receiving notice from the Division.
4
Changes to the amount of funding pursuant to Paragraph (17)(a) above may be accomplished by
notice from the Division to the Recipient. The Division may make an award of additional funds by
subsequent modification.
All funds received hereunder shall be placed in an interest- bearing account with a separate
account code identifier for tracking all deposits, expenditures and Interest earned. Funds disbursed to the
Recipient by the Division that are not expended in implementing this program shall be returned to the
Division, along with any interest earned on all funds received under this Agreement, within ninety (90)
days of the expiration of the award Agreement.
The Recipient shall comply with all applicable procurement rules and regulations in securing
goods and services to implement the Scope of Work Whenever required by law or otherwise permitted,
the Recipient shall utilize competitive procurement practices.
Allowable costs shall be determined in accordance with applicable Office of Management and
Budget Circulars, or, in the event no circular applies, by 48 CFR Part 31 CONTRACT COST
PRINCIPLES AND PROCEDURES.
Any requests received after May 31. 20115, at the discretion of the Division, may not be
reimbursed from this Agreement
This agreement may be renewed, at the Division's sole discretion, for a period that may not
exceed three years or the term of the original Agreement, whichever period Is longer, specifying the
renewed price and subject to the availability of funds. Pursuant to Section 287.057(13), Florida Statutes,
exceptional purchase contracts pursuant to Section 287.057(3)(a) and (c), may not be renewed.
(18) REPAYMENTS
All refunds or repayments due to the Division under this Agreement are to be made payable to
the order of "Division of Emergency Managemenr, and mailed directly to the following address:
Division of Emergency Management
Cashier
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
retuned check or draft, whichever is greater.
(19) MANDATED CONDIJIQ SS
(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. 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
10
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
may be 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 sea, , which prohibits discrimination by pubic and private entities on
the basis of disability in employment public accommodations, transportation, State and local government
services, and telecommunkxftns.
(f) Those who have been placed on the coMdOd vendor list following a conviction for a
public entity crime or on the discdminMM vendor fist may not submit a bid on a contract to provide 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 pubic 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 criminalty or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
18(g )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.
I
in addition, the Recipient shall send to the Division (by emali or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment G) 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. or the Florida Constitution.
(Q All bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a proper preaudk and postaudit thereof.
G) Any bills for travel expenses shall be submitted in accordance with Section 112.061,
EW, 5W. 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 119, Fla. Stet , 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
CINA`)j. The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(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. Stall with respect to the meetings of the Recipient's governing board or the meetings of
any suboommiitee 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. Stet.
(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
12
(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 offidal adion by the Florida Legislature or
any state agency.
(b) The Recipient certifies, by its signature to this Agreement, that to the best of his or
her knowledge and belief.
1. No Federal appropriated funds have been paid or will be paid, by or on behalf
of the Recipient, to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in 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 contrac 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 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 this Federal contract, grant, loan or cooperative agreement, the Reciplent shall complete
and submit Standard Font -" 'Disclosure of Lobbying Activities.'
3. The Recipient shall require that this certification be included in the award
documents for all subawards (including subcontracts, subgmnts, 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 fife the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each auch failure.
(21) 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 WffH 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 refer the
discevery or invention to the Division for a determination whether the State of Florida will seek patent
13
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 Reclplent to the State of
Florida.
(c) Within thirty days of execution of this Agrseement, 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 Its 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 H.
14
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
RECIPIENT
By:
Name a Title: Johnny Martinez, P . E . , City Manager
Date: %-- 24 - 1 C-
FID# 59- 6000375
DUNS# 072220791
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By: t
Name and Tide: AR YAL 1�C)CjL D l k .
Date: a 6' Z
15
I
pt
00
By:
Name a Title: Johnny Martinez, P . E . , City Manager
Date: %-- 24 - 1 C-
FID# 59- 6000375
DUNS# 072220791
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By: t
Name and Tide: AR YAL 1�C)CjL D l k .
Date: a 6' Z
15
ATTEST:
Todd annon
City Clerk
APPROVED AS TO FORM AND
0
r
CITY OF MIAMI FLORIDA, a
municipal corporation,
P.E.
Manager
APPROVED AS TO INSURANCE
REQUIREMENTS:. ,
� >r
/,+ f
Calvin Ellis, Dtisk ctor
Department of Management
L
CORRECTNESS:
EXHIBIT —1
THE FOLLOWING FEDERAL RESOURCES .s1RE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE. N the resources awarded to the Recipient are from more than one Federal program, provide the
some information► shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal agency: Homeland Security Grant Program
Catalog of Federal Domestic Assistance We and number: 97.087
Award amount $ 5,225,000.00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
44 CFR, (Code of Federal Regulations) Part 13 (Common Rule)
OMB Circular A -21, A -102, A -110, A -122, A -128, A-87 and X133
NOTE N the resources awarded to the Recipient represent move than one Federal program, list
applicable compliance requirements for each Federal program in the some manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
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 2013 Homeland Security Grant Program (HSGP),
consistent with the Department of Homeland Security State Strategy.
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
16
ATTACHMENT A
Proposed Program Budget
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'Budget Detail Worksheet°
below,
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 can be found at
www.rkb.us.
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 LETP-Type activities.
At the discretion of the Recipient,funds allocated to Management and Administration costs(as described in the
"Proposed Program Budget")may be put towards Programmatic costs instead. However,no more than 5%of
each Recipients'total award may be expended on Management and Administration costs.
Grant Roc'pient Agency • categ y • M+aunt A.1DCi
Award Allocation $5,500,000.00
FY 2013-State Homeland
Security Grant Program—Urban City of Miami State Management&Administration $275,000.00
Area Security Initiative -issue 34 (Miami/Fort Lauderdale UASI) withheld 5%
Expendable Award Allocation after 5% $5,225,000.00
reduction
LETP-Type Activities(25%of award
allocation)This amount is not in addition to $1,375,000.00
the remaining award amount but Instead
signifies the amount needed to meet the
25%requirement
Management and Administration
(the dollar amount which corresponds to 5% $261,250.00
of the total local agency allocation is shown
In the column on the right).
•
Cae r: b r
17
Budget Detail Worksheet
The Recipient is required to provide a completed budget detail worksheet, to the Division, which accounts for the
total award as described in the "Proposed Program Budget",
If any changes need to be made to the "Budget Detail Worksheet", after the execution of this agreement, contact
the grant manager listed in this agreement via email or letter.
UASI Issue 34 Budget Detail Worksheet-- Eligible Activities
Allowable Planning Costs Quantity Unit Cott Total Cost
Leveraging ne ro/a at-speanc annexes mat incorporate me range or prevention, protection,(
responss.and recovery aches
•
Leveraging a'to implementing ,tomeiana secunty support programs ens adopting ongoing un
national inthahves I
Developing reated terrorism prevention activities
Terror Response Planning(Line item 2013-13)
$5,000.00 $5,000.00
Business & Community Partners Against Terrorism. The
Business/Community Partners Against Terrorism Program is designed
to forge cose two-way relationships between the Sheriffs Office and
important elements in the county's private sector communities,
including: 1) key representatives of the business communities that
contribute to the Critical Infrastructure and Key Resources Project 1 $30,000.00 $30,000.00
(Cl/KR), aid 2) private community organizations' representatives such
as homeoNners associations, condominium and coop boards, gated
communities, etc. The guiding framework for this initiative derives
from materials developed by DI-IS. (Line Item: 2013-16)
Developing ana enhancing plans and protocols
P,T & E. This project will support multi-disciplinary projects for the City of
Miami under the leadership of MEM. Project scope will involve a full scale
exercise, revision of planning documents such as the CEMP/COOP/COG and 1 $ 274,659,49 $ 274,659.49
trainings that benefit terrorism-related emergency management trainings.
(Line Item:2013-04)
Regional P T&E. This project will fund regional panning, training and
exercises for all jurisdictions and disciplines in the UASI Region. These
projects wil' be coordinated through the Regional Project Manager and 1 $ 186,926.30 $ 186,926.30
Regional Planning, Training and Exercise Coordinator. (Line Item:2013-19)
Regional Incident Management Team (IMT) Development for Broward County
and participating Municipalities. (Line item 2013-02) 1 $ 66,720.00 $ 66,720.00
Developing or conducting assessments
Critical Infrastructure/Key Resources Assessments, Through the use of the
DHS ACAMS system, the Palm Beach County's Critical infrastructure/Key
Resources (Cl/KR) project will 1)identify, prioritize, and assess thei
vulnerability of Palm Beach County's critical infrastructure and assets as
defined by the National Infrastructure Protection Plan and the 2010
Taxonomy; 2) identify significant and specific security enhancements for the
protection o' those critical infrastructures and resources in Palm Beach 1
County; and 3) provide a timely warning and ensure the protection of those $50,000.00 $50,000.00
infrastructures and assets that face a specific imminerr threat through the use
of the Department of Homeland Security Office of In`astructure Protection,
the Southeast Regional Fusion Center, and the Business Partners Against
Terrorism Program.
(Line Item:2013-15)
curing or run or part-time srarr or ondr ctor wcansurtanfflo assist win planning activities(not roil
the purpo..e of hiring public safety personnel fuifilhng traditional puolit,safety duties)
Miami-Dade Whole Community Preparedness Planning (Line Item: 2013-05) 1 $293,558.49 $293,558.49
Emergency Management Planning Coordinator(12 months), This position will
assist with the development/revision of citywide emergency management 1 $160,000.00 $160,000.00
plans such as the CEMP, COG and COOP. (Line item:2013-06)
Regional Program Manager. This position assists the Miami and Ft.
Lauderdale with regional planning needs (e.g. drafting of investment 1 $95,000.00 $95,000.00
justifications, coordination of UAWG meetings, development of annual
budgets, etc.). (Line item: 2013-07)
Emergency Management Planner (12 months). This position will assist with
general planning responsibilities related to the implementation of the UASI 1 $80,000.00 $80,000.00
grant program. (Line item 2013-09)
Regional Training and Exercises Planner - this position includes the
responsibilities of ensuring compliance with training courses as well as the 1 $65,000.00 $65,000.00
coordination of necessary regional exercises. (Line Item.2013-10)
EOC Planner Sustainment. (Line Item:2013-11) 1 $50,000.00 $50,000.00
R-LEX Regional Coordinator/Trainer. This project will provide for a position to
assist with the administration and training involved with this regional 1 $100,000.00 I $100,000.00
intelligence sharing system. (Line Item: 2013-14)
Broward Planner-Planning for the Whole Community—Community Resiliency 1 $66,720.00 $66,720.00
and Sustainabiity Partnership Development(Line Item 2013-17)
LPR Planner Sustainment. Sustainment funding for a License Plate Reader
Planner for Hialeah. (Line Item: 2013-18) 1 $50,000.00 $50,000.00
19
raenmying resources ror meaicat supplies necessary 7.o support cruiaren curing an emergency,
including pharmaceuticals and pediatric-sizes equipment on whi M first responders and medical'
dere are trained
Developing and impiemenbng a community preparedness strategy for the State✓iocat jurisdiction
Conferences to facilitate planning activities
Materiels required to conduct planning antivtttes i
a
Travel/per diem related to alarming activities r
Travel. This is costs for staff to attend DHS and State sponsored grant
management/UAS1 courses/conferences. (Line item 2013-12) 1 $15,000.00 $15,000.00
Overtime and beokflhl costs(in accordance with operational Cost Guidance) •
staousnrnp. expanamp, aria maintaining volunteer programs aria •rolunteer recruitment enortA
that support disaster preparedness rind/or response
CERT Planning, Training,and Equipment(Line item 2013-03) 1 $9,000.00 $9,000.00
Citizen Corp(Line item 2013-08) 1 $94,748.38 $94,748.38
Other projects areas with pror approval from FEMA
Activities to achieve planning inclusive of people with disabilities
Allowable-HSGP and UCT? tlrganilzetioni!l AOtivifiea-rirf„ga;t tit ?"; '` the intal."— — ''-"""^+
t.UASi c.wrardi Quantity Unit Cost i Total Coal
keim6ursemenc tregellecf operational incre measuri of
-
cntical infrastructure sites incurred(up to 50 percent of the allocation)
wererne roi information invesugaave ana inteisgenoe snaring activities rup to u percent at me
allocation)
Huang of new staff lymphoma/contractors/consurtan►s fiat partapation in informationfintefttgence
analysis and sharing groups r'r fusion center activities(up to 50 percent of the ailocatican;
Contract Intelligence Analysts(Line item 2013-20) 1 $242,000.00 $242,000.00
AMowaiais Training Costs Quantity Unit Cost Total Cost
Developing.Deliverng,and Evaluating Training
ICS 300 (Line item 2013-21) 1 $ 293,558.00 $ 293,558.00
Sustain Local Emergency Responder Training(Line item 2013-22) 1 $ 16,380.54 $ 16,380.54
tjverume ano muffin mr emergency preparedness aria response personnei attenaing i-LNIA-
soonsored and approved training classes
Backfill for Training(Line Item: 2013-23) 1 'd $15,999.98 $15,999.98
uverame ana oacictiu expenses for partuame anti volunteer emergency response personnei
participating in FEMA training
Training Workshops and Conferences •
,
Activities to achieve training inclusive of people with disabilities
Furl or Part-Time Staff or Contractors/Consulrants
I.
Travel
Supplies
Tuition for nigher education tU
,Other items
A complete list of FEMA approved courses may be found at www.alp.usdoi.nov/FEMA/docs/Elloible Federal Courses.odf
A i6 r
�r0hfn vhri� ...,
i.aoi :i.;0rVf ..- . _ , ri
uesign,ueve'op,Conauct and Evaluate an Exercise
Recover,damage assessment Exercise(2013-24) 1 $23,908.48 $23,908.48
exercise riarning vvorxsnop - t rant tunas may De usea el plan ana conduct an txerase'
Planning Workshop to include costs related to planning,meeting space and other meeting costs,
'facilitation costs,materials and supplies.travel and exercise plan development
o - m or - or pa - e s may
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 contraoia/consultants may also be
procured to support the design development,conduct and evaluahon of CBRNE exercises The
applicant's formal written procurement policy or the Federal Acquisition Regdtetions(FAR)mast
be followed
co . inc ing -
volunteer emergency response personnel participating in FEMA etiercises
Implementation of HSEEP
1 ,
Activities to achieve exercises inclusive of people with disabilities
Travel _ Ravel costs (i.e., airfare, mileage, gerr diem, hotel, etc.) are,
allowable as expenses employees who are on travel status for
official business related to the planning pA, conduct gf the exercise
oroiect(s). These costs must be in accordance with state aw, as.
highlighted in the OJP Financial Guide States must also follow state
regulations Imardino travel. If a state or territory does not have ,
Travel policy they must follow federal guidelines and rates gg
explained it the OJP Financial Guide. For further information on
federal law pertaining to travel costs please refer to
hap l/www.ojo usdoj gov/FinGuida,
S'lppries• bupp ies are items mat are expdi'laec or Consumed owing me course or me prannirrg
and conduct of time exercise proiect(s)(e g ,copying paper.gloves,tape, non-sterile masks and
disposable protective equipment)
4
umer items - flees costs mums me raffle of speceirocation5 nor exercise planning ano;
conduct. exercise signs.badges etc
Eligible Equipment Acquisition Costs
The table below highlights the allowable equipment categories for this award A comprehensive
listing of these arowable equipment categories, and specific equipment eligible under each
category, can be found on the web-based Authorized Equipment List at trjto./rvvww rkb us Quantity Unit Cost Total Cost
Click on `Authorized Equipment List(AEL)
n you wean to purcriase a piece or equipment trom any category ceiow men, rrl me space
iven below that category.put the'AEL item number and"tdie*
Personal protect re eaurpment
SWAT - C50 First Responder Kits (Line item 2013-25)AEL#01AR-02-APR 1
$35,100.00 $35,100.00
TRT NFPA Compliant PPE(Line item 2013-26)AEL#01SF-01-GARM
01SE-01-RENT 1 $19,995.00 $19,995.00
Personal Protective Equipment for Office(Line item 2013-71)AEL#O1SP-01
ENSE 1 $45,000.00 $45,000.00
21
Exo!oswe device mtbgabon and rernediatron equipment
Real Time Xray(Line item 2013-27Y AEL#02EX-01-XRAP 1 $60,000.00 $60,000.00
EOD/IED Tool Kits(Line item 2013-28) AEL#02EX-02-TLRO 1 $30,000.00 $30,000.00
Golden XRS-3, an X-Ray generator(Line item 2013-29)AEL#02EX-01-XRAP 1 I $5,650.00 $5,650.00
BRNE operational search and rescue equipment
Clip-On Night Vision Thermal(Line item 2013-30)AEL#030E-02-TILA 1 $30,000.00 $30,000.00
Long Pole Search System(Line item 2013-31)AEL#030E-02-SCOP 1 $15,000.00 $15,000.00
Information technology
WebEOC-interoperable Communications software needed for regional info
sharing during emergency operations as well as non-emergency situtations to
provide a platform for day-to-day regional info sharing and updates. (Line item 1 $159,484.00 $159,484.00
2013-32)AEL #04AP-05-CDSS, 04AP-03-GISS, 04SW-04-NETW, 21GN-00-
TRNG, 21GN-00-CNST
Coop equipment and training(Line item 2013-33)AEL#04HW-01-HHCD 1 $75,000.00 $75,000.00
Unified Cmd Post(UCP) Upgrade(Line item 2013-34)AEL#04HW-01-INHW,
21GN-00-0CEQ 1 $53,000.00 $53,000.00
IMT Technology Enhancement(Line item 2013-35)04HW-01-HHCD 1 $8,145.00 $8,145.00
Critical Asset Enhancement-Video Monitor(Line item 2013-37) 04MD-01-
VCAM t $63,559.02 $63,559.02
CBRNE Toughbook Computers/Software(Line item 2013-38)04HW-01-
MOBL 1 $29,769.92 $29,769.92
Laptop Computers for X-Ray Equipment(Line item 2013-39)04HW-01-INHW 1 $12,000.00 $12,000.00
22
Cyber secunty enhancement equipment
Enhanced Security Infrastructure Video Analytics(Line item 2013-40)AEL
#05NP-00-IDPS 1 $63,499.60 $63,499.60
Software or appliance that gathers data from multiple security sources such as
firewalls, intrusion detection systems, malware protection systems, etc. to
provide log file consolidation and event correlation capability in support of
network security operations. (Line Item 2013-41)AEL#05NP-00-SEIM 1 $96,923.25 $96,923.25
lnterope+ahle ommunixttions biquipmr'int
Radio Microwave Link. Replacement of analog system with digital so that can
communicate to achieve digital P25 communications. (Line item 2013-42)AEL 1 $364,563.62 $364,563.62
#06CP-03-MWAV
Motorola APX 7000 ;APCO P-25 compliant Portable Radios; 700-800MHZ;
IMPRESS Energy sysytem;multl-band(UHF-VHF/FDMA-TDMA);P-25 Smart-
Zone Trunkng;AESRadio-to-Radioencrypted;equippedw/external $121,140.60 $121,140.60
antennas;shoulder microphone; batteries; carriers; and batter chargers(Line
item 2013-43)AEL#06CP-01-PORT
P-25 Compliant Motorola APX 7000 Portable Radio(Line item 2013-44)AEL
#06CP-01-PORT 1 $118,800.00 $118,800.00
P-25 Compliant XTS 2500 762-870 MHz 1-3W/870(EM)(Line item 2013-45)
AEL#O6CP-01-MOBL 1 $48,462.64 $48,462.64
P-25 Compliant XTS 2500 762-870 MHz 1-3W/870(LE)(Line item 2013-46)
AEL#06CP-01-MOBL 1 $48,462.63 $48,462.63
P-25 Compliant Motorola APX 7500 Vehicle Base Radio(Line item 2013-47)
AEL#06CP-01-MOBL 1 $13,077.62 $13,077.62
Detection Equipment
Air Monitor(Line item 2013-48)AEL#07CD-01-DPPI 1 $5,O00.00 $5,000.00
Radiation Detection Equipment(Line item 2013-70)AEL#O7RD-01-DOSP 1 $8,000.00 $8,000.00
DeconYzminatan Equipment (H,Sfsr)only)
Medical supolhes
Sheltering Program Enhancements(Line item 2013-49)AEL#09ME-05-
GURN 1 $30,000.00 $30,000.00
power agt'ipment
CBRNE reference matenais I ---�
1 •
1
CBRNE incident responses oehic es
Terrorism incident prevention equipmerit
Responder Notification and Collaboration Project(Line item 2013-50)AEL
#13IT-00-ALRT 1 $50,000.00 $50,000.00
Systems Intelligence Sharing(Line item 2013-51)AEL#131T-00-INTL, 21 GN-
00-OCE0 1 $48,258.48 $48,258.48
Systems Intelligence Sharing(Line item 2013-52)AEL#131T-00-INTL 1 $20 000 n0 $20 600.00
Portable Video Surveillance System (Line item 2013-53)AEL#13LE-00-SURVj 1 $120,544.25 $120,544.25
Physical security enhancement equipment .
Static License Plate Reader(Line item 2013-54)AEL#14SW-01-SIDV 1 $70,000.00 $70,000.00
Rapid ID Fingerprint Scanner(Line item 2013-55)AEL#14SW-01-SIDP 1 $52,225.00 $52,225.00
Critical Infrastructure/KR Monitoring (Line item 2013-56)AEL#14SW-01-
VIDA 23 $120,714.25 $120,714.25
Lightspeed Building Hardening(Line item 2013-57)AEL#14SW-01-VIDA 1 $46,855.00 $46,855.00
ShotSpotter Network, Acoustic Sensor Triangulation (Line item 2013-58)AEL
#14SW-01-ASTN t $120,193.85 $120,193.85
Law Enforcement Surveiliorce (CCTV)(The Clecoc'Circuit TV project will
allow the Miami Police Department the opportunity to deploy CCTV equipment
in the area of soft targets and enhance our ability to deter and investigate 1 $44,489.35 $44,489.35
terrorist activity.) (Line item 2013-59)AEL#14SW-01-VIDA,04HW-01-INHW,
04MD-03-D ISP
Insprrban anti Screening systems
Agriculture T6rronsm Prevention Response,snc Mitigation Equipment (HSGP only)
to:- E Prevention Finn Response+,ritercraft 1 I
Water Rescue CapabiTites-(Line Item 2013-60)AEL#17WC-00-BOAT r 1 ( $30,000.00 I $30,000.00
CBRNE Avrat n Equipment
1 I I
RNE rog+stc !support equipment
Intervention eGuwment
I I
Other authorae4 equipment cysts(:rn�ude any construct.'n or renovation costs:inthis category 141ritten a{,prn"at mast be provided by PEM#pnos to the
use of arty funds for cormiructic n or renovation)
Air Support Maintenance(Helicopter)(Line item 2013-61)AEL#21 GN-0O-
MAIN 1 $150,000.00 $150,000.00
UASI Fire Vessel Maintenance & Equipment. This funding will sustain the 48ft
fire boat and 27ft dive boat purchased under UASI to support public safety,
firefighting operations, urban search and rescue and emergency medical 1 $54,839.54 $54,839.54
operations for homeland security-related threats/activities on the waterways.
(Line item 2013-62)AEL#21 GN-00-MAIN
EOC Sustainment. This will pay for on-going information technology costs 4
related to the operation of the City of Miami EOC. (Line item 2013-63)AEL 1 $35,000.00 $35,000.00
#21 GN-00-0CEQ
Repair&Replacement for UASI Purchased Equipment.This will cover the
costs associated with maintaining, replacing and repairing UASI purchased 1 $27,419,72 $27,419.72
equipment. (Line item 2013-64)AEL#21 GN-00-MAIN
Maintenance and Sustainment(This funding will be used to keep grant funded
equipment in working order so that we will have a functicning capability to use
equipment purchased to respond effectively to terrorist activity.)(Line item 1 $15,998.00 $15,998.00
2013-65)AEL #21 GN-00-MAIN
Ethernet Secured @ Fire College for Redundant Communications for Miami's
First Responders(18 months). This project will continue services for a Metro-
Ethernet line that provides fast network connectivity betv,een the City's 1 $10,000.00 $10,000.00
network and the E911 back up center. (Line item 2013-66)AEL#14C1-00-
COOP
Satellite Phone Sustainment Citywide(18 months). This project will sustain
the satellite phones that are installed throughout City Departments including
police and fire stations which allow all first responders to communicate when 1 $23,400.00 $23,400.00
primary communication services are down. (Line item 2013-67)AEL#06CC-
03-SATP
EOC Enhancements(Line item 2013-68)AEL 21GN-00-0CEQ 1 $40,000.00 $40,000.00
Support for current UASI Equipment. Continue support c;equipment
purchased with UASI Funds(servers, storage units, desktop, laptops, etc.).
Some of these purchases were done using a 1-year support coverage. Will 1 $40,000.00 $40,000.00
maintain servers at the Coral Springs disaster recovery site. (Line item 2013-
69)AEL#21GN-00-MAIN 24
Perorinet
up to Du percent or total program tunas may De user, ror personnel anc personnel-rerarecr
activities
25
.is Management and Administration Cost
Hiring of full-time or part-time staff or contractors/consultants:
To assist with the management of the respective grant program
To assist with application requirements of the grant program
. -4. • I - r. .•ran ^ I ...I . : . ,;,; •i e . • :gran
program
Miami UASI M&A(Line Item: 2013-01 ) 1 $261,250.00 $261,250.00
respond to DHS/ODP data calls.
: .c -• r:t: '' . a • - c:. - • -
and functional needs of workers and citizens with disabilities.
Overtime and backfill costs—Overtime expenses are defined as the result of personnel who
worked over and above their normal scheduled daily or weekly worked time in the performance o'
FEMA — approved activities. Backfill Costs also called 'Overtime as Backfilr are defined a
expenses from the result of personnel who are working overtime in order to perform the duties o
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 b the extent the payment to
such services is in accordanoe 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 dual
compensation allowable. That is, an employee of a unit of gtiemment may not receiv:
compensation from their unit or agency of government AND from ar award for a single period o'
time (e.g., 1:00 pm to 5:00 pm), even though such work may benefit both activities. Fringe
benefits on overtime hours are limited to Federal Insurance Contributions Act(FICA),Workers'
Compensation and Unemployment Compensation.
ravel expenses
Travel. This is costs for staff to attend DIAS and State sponsored grant
management/UASI courses/conferences.(Line Item:2012-2)
eetmg re+area expenses iror a complete est or auowaore meenng-rerateo expenses, press.
review the OJF Financial Guide at httpJ/www.ojp.usdoj.gov/FinGuide).
Acqu►srtion or autnonzaa orrice equipment, rncruorng personal cc-neuters, raptop computers,
printers, LCD projectors,and other equipment or software which ma be required to support th
implementation of the homeland security strategy.
he following are allowable only within the contract period:
Recurring fees/charges associated with certain equipment,such as cell phones,faxes,etc.
•' e., q : - mg o +.: - .r n: . ••• .- -ann. r p ••. ^-r in ' -
•rant program.
$5,225,000.00
26
ATTACHMENT B
Scope of Work
Funding is provided to perform eligible activities as Identified in the Office of Grants and Training Fiscal Year 2013 Urban
Area Security Initiative (UASI) Grant Program, consistent with the Department of Homeland Security State Strategy and
the Urban Area Strategy. Eligible activities are ouff[nod in the Scope of Work for each category below:
Categories and Eligible Activities
Urban Area Security Initiative
FY2013 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 hazarilthrea"pecific annexes that Incorporate the range of prevention, protection,
response, and recovery sc"S8.
Developing and Implementing homeland security support programs and adopting DHS national initiatives
Including but not limited to the following:
• implementing the Nab'ona/ Preparedness Guidellnes(NPG) and the Whole community approach to
Security and Emergency Management
• Pre -event recovery planning
• Implementing the National infrastructure protection Plan (N/PP)and associated Sector Specific Plans
• Enhancing and Implementing Statewide Communication Interoperability Plans (SCIP) and Tactical
Interoperable Communications Plans (TICP) that align with the goals, objectives, and Initiatives of the
N @Nona! Emergenry Communications Plan (NECP)
• Costs associated with the adoption, implementation, and adherence to NIMS compliance
requirements, including Implementing the NIMS National Credendaling Framework
• Modifying existing incident management and EOPs to ensure proper alignment With the National
Response Framework (NRF) coordinating structures, processes, and protocols
• Establishing or enhancing muaual aid agreements
• Developing communications and Interoperebiflty 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 NIMS Integration Center (NIC)
• Designing State and local geospatial data systems
• Developing and conducting public education and outreach campaigns, including promoting Individual,
family, and organizational emergency preparedness; alerts and warnings education; promoting
training, exercise, and volunteer opportunities; Informing the public about emergency plans,
evacuation routes as well as CBRNE prevention awareness
• Designing programs to address targeting at -risk populations and engaging them In emergency
management planning efforts
• Activities, materials, service, tools and equipment to achieve planning, protection, mitigation,
response and recovery that is inclusive of people with disabilities (physical, programmatic and
communications access for people with physical, sensory, mental health, Intellectual and cognitive
disabilities)
• Preparing materials for State Preparedness Reports (SPRs)
• WHTI Implementation activities Including the issuance of WHTI- compliant tribal identification cards
Developing related terrorism prevention activities including:
• Developing THIRA thatreflects a representative make up and composition of jurisdiction
• Developing initiatives that direcity support local efforts to understand, recognize, prepare for, prevent,
mitigate, and respond to preoperational activity and other crimes that are precursors or indicators of
terrorist activity, in accordance with civil dghts/dvil liberties protections
• Developing law enforcement prevention acdvities, to include establishing and/or enhancing a fusion
center
• Hiring an iT spedallst to plan, develop, and implement the IT applications necessary for a fusion
center
• Developing and planning for Inform ationhntelligence sharing groups
27
• Integrating and coordinating fine service, emergency management, public health pre, public safety,
and health security data - 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 fusion center 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
• Muhl- discipllne preparation across first responder community, Including EMS for response to
catastrophic events and acts of terrorism
• Accessible public it formationleduption: printed and electronic materials, public service
announcements, seminars/town hall meetings, and web postings coordinated through local Citizen
Corps Councils or their equivalent
• Conducting public education campaigns including promoting suspicious activity reporting and
preparedness; Individual, famly, and organizational 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
• CIP cast assessments, Including resources (e.g., financial, personnel) required for security
enhancements/deployments
• Multi,luriadiction Bombing Prevention Plans (MJBPP)
• Underwater Terrorist Protection Plans
Developing and enhancing plans and protocols, including but not limited to:
• Community -based planning to advance Nftle community security and emergency management
• Incorporating govemment(non- govemmental collaboration, citizen preparedness, and volunteer
participation into State and local government homeland strategies, policies, guidance, plans, and
evaluations
• Developing, enhancing, maintaining a current EOP that conforms to the guidelines outlined in the
CPG 101 v.2
• Developing or enhancing local, regional, or Statewide strategic or tactical interoperable emergency
communications plans
• Activities associated with a conversion from wideband to narrowband voice channels to support
interoperabiiity
• Implementing Statewide Communications Inleroperablldty Plan (SCIP) and Tactical Interoperable
Communications Plans (TICPs) that align with the goals, objectives, and initiatives of the National
Emergency Communications Plan (NECP)
• Developing protocols or standard operating procedures for specialized teams to Incorporate the use
of equipment acquired through this grant program
• Developing terrorism prevention tprotectlon plans
• Developing plans, procedures, and requirements for the management of infrastructure and resources
related to HSGP and Implementation of State or Urban Area Homeland Security Strategies
• Developing plans for mass evacuation and pre - positioning equipment
• Developing or enhancing plans for responding to mass casualty Incidents caused by any hazards
• Developing or enhancing applicable procedures and operational guides to implement the response
actions within the local plan Including patient tracking that addresses identifying and tracking children,
access and functional needs population, and the elderly and keeping families Intact where possible
• Developing or enhancing boner security plans
• Developing or enhancing cyber security and risk mitigation 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 agriculture/food 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
sector /non - governmental entities working to meet the human service response and recovery needs of
survivors
• Developing or updating local or regional communications plans
• Developing plans to support and assist jurisdictions, such as port authorities and rail and mass transit
agencies
Developing or enhancing contnulty of operations and continuity of government plans
• Developing or enhancing erdsdng catastrophic incident response and recovery plans to Include and
Integrate Federal assets provided under the NRF
28
• 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 first responders)
• Developing or enhancing evacuation plans
• Developing mechanisms for ufflizing the National Emergency Family Registry and Locator System
(NEFRLS)
• Developing or enhancing plans to prepare for surge rapacity of volunteers
• Developing or enhancing the State emergency medical services systems
• Developing or enhancing plans for donations and volunteer management and the
engagementlIntegration of private sector/non- govenunental entitles 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
facHltles, juvenile detention facilities, and publdprivate child care facilities
• Ensuring jurisdiction EOPs adequately address warnings, emergency public infonnatlon, 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 integrating activities, materials, services, tools and
equipment to achieve planning Inclusive of people with disabilities (physical, programmatic and
communications access for people with physical, sensory, mental health, Intellectual and cognitive
disabilities). Developing and implementing civil rights, civil liberties, and privacy policies, procedures,
and protocols
• Designing and 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)
• Costs associated with Inclusive practices and the provision of reasonable accommodations and
modifications to provide full access for children and adults with disabilities
Developing or conducting assessments, Including but not limited to:
• Developing pre-event recovery plans
• Conducting point vulnerability assessments at critical Infrastructure sltes/key assets and develop
remedlation/security plans
• Conducting or updating Interoaerable emergency communications capabilities assessments at the
local, regional, or Statewide level
• Developing, implemerting, and reviewing Area Maritime Security Plans for ports, waterways, and
coastal areas
• Updating and refining threat matrices
• Conducting cyber risk and vulnerability assessments
• Conducting assessments and exercising existing catastrophic Incident response and recovery plans
and capabilities to Identify critical gaps that cannot be met by existing local and State 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 technology, and citizen preparedness)
• Activities that directly support the identification of pre- designated temporary housing sites
• Conducting community assessments, surveys, and research of vulnerabilities and resource needs, to
determine haw to meet needs and build effective and tailored strategies for educating Individuals
conducting assessments of the extent to which compliance with the integration mandate of disability
laws is being achieved
• Soft target security planning (e.g.. public gatherings)
Identify resources for medical supplies necessary to support children during an emergency, including
pharmaceuticals and pediatric-sized equipment on which first responders and medical providers are
trained
Ensuring subject matter experts, durable medical equipment, consumable medical supplies and other
resources required to assist children and adults with disabilities to maintain health, safety and usual
level of independence in general population environments
Developing and implementing a community preparedness strategy for the State/local jurisdiction
Establishing, expanding, and maintaining volunteer programs and volunteer recruitment efforts that
support disaster preparedness strategy for the Statellocal jurisdiction
29
+ Citizen support for emergency responders Is critical through year -round volunteer programs and as
surge capacity In disaster response, including but not limited lo: citizen Corps Afflliate Programs and
Organizations, Community Emergency Response Team (CERT), Fire Corps, Medical Reserve Corps
(MRC), Neighborhood WatchlUASonWatch, volunteers in Police Service (VIPS), and jurisdiction
specific volunteer efforts
Establishing and sustaining Citizen Corps Councils or their equivalent
Working with youth- serving organizations to develop and sustain a youth preparedness program
B. Organizational Activities —
Organizational activities Include:
• Program management
• Development of whole community partnerships
• Structures and mechanisms for information sharing between the public and private sector
• Tools, resources and activities that facilitate shared situational awareness between the public and
private sectors
• Operational Support
• As Identified in priority one utilization of standardized resource managem ant concepts such as
typing, Inventorying, organizing, and tracking to facilitate the dispatch, deployment, and recovery of
resources before, during and after and incident
• Responding to an increase in the threat level under the National Terrorism Advisory System (NTAS),
or needs In resulting from a National Special Security Event
• 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 are limited to overtime associated with Federally requested
participation In eligible fusion activities including anti- terrorism task forces, Joint Temortsm Task Forces
(JTTFs), Area Maritime Security Committees (as required by the Maritime Transportation Security Act of
2002), DHS Border Enforcement Security Task Forces, and Integrated Border Enforcement Teems.
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 (Le. FBI JTTF payments to State and local agencies) has
been exhausted. Under no circumstances should DHS grant funding be used to pay for costs already
supported by funding from another Federaf source.
Intelligence Analysts — Per the Personnel Reimbursement for Intelligence Cooperation and
Enhancement (PRICE) of Homeland Security Act (Public Law 110-412), SHSP and UASI funds may be
used to hire new staff and/or contractor positions to serve as Intelligence analysts to enable
InformationAntelllgence 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 trainl% to ensure baseline profidency In Intelligence analysis and production
within six months of being hired; and/or,
o Previously served as an intelligence analyst for a minimum of two years either Ina Federal
intelligence agency, the military, or State and/or local law enforcement Intelligence unit
As Identified In the Maturation and Enhancement of State and Major Urban Area Fusion Centers priority, all fusion centers
analytic personnel must demonstrate qualifications that meet or exceed competencies identified in the Common
Competencies for State,Local, and Tribal Intelligence Analysts, which outlines the minimum categories of training needed
for intelligence analysts. These Include subject-matter expertise, analytic methodo:ogies, customer-service ethics.
Information handling and processing skills, critical thinking skills, 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 In addition to these training requirements, fusion centers should also continue to mature
their analytic capabilities by addressing gaps in analytic capability Identified during the fusion center's BCA.
Operational Overtime Costs — In support of efforts to enhance capabilities for detecting, deterring,
disrupting, and preventing ads cf terrorism, operational overtime ousts are allowable for Increased
security measures at critical Infr2structure sites. FY 2013 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 authorizea categories:
Backfill and overtime expenses (as defined in the FOA) for staffing State or Major Urban
Area fusion centers
Hiring of oontractee security for critical infrastructure sites
30
Public safety overtime (as defined In the FOA)
Title 32 or State Active Duty National Guam deployments to protect critical Infrastructure
sites, Including all resources that are 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 #135
FY 2013 SHSP or UASI funds may only be spent for operational overtime costs upon prior approval
provided In writing by the FEMA Administrator.
B. Personnel
Personnel hiring, overtime, and bacidhil expenses are permitted under this grant in order to perform alkhwabie
FY 2013 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 Reimbursement for
Intelligence Cooperation and Enhancement (PRICE) of Homeland SecurilyAct (Public Law 110 -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 be 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/backflll is considered a personnel cost Activities that are considered
"personner and 'personnel - related,' and therefore count against the personnel cost cap of 50
percent, include, but are not limited to:
• Operational overtime
• Overtimerback ill 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 of planners, equipment managers,
• exercise coordinators, andfor 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 categories and equipment
standards for FY 2011 HSGP are listed on the web-based version of the Authorized Equipment List (AEL)
on the Responder Knowledge Base (RKB), at htlpsJAovww.rkb.us. Unless otherwise stated, equipment
must meet all mandatory regulatory and/or DHS- adopted standards to be eligible for purchase using these
funds. In addition, agendas will be responsible for obtaining and maintaining all necessary certifications
and licenses for the requested equipment
The equipment, goods, and supplies (`the eligible equipment") purchased with funds provided under
this agreement are for the purposes specified In 'Florida's Domestic Security Strategy. Equipment
purchased with these funds will be utilized in the event of emergencies, including, but not limited to,
terrorism- related hazards. The sub- redpient shell place the equipment throughout the State of
Florida in such a manner that, in the event of an emergency, the equipment can be deployed on the
scene of the emergency or be available for use at a fixed location within two (2) hours of a request
for said deployment The Florida Division of Emergency Management (FDEM) must approve any
purchases of equipment not itemized in a project's approved initial Strategic Implementation Plan
(ISIP) in advance of the purchase.
The sub - recipient will, in accordance with the statewide mutual aid agreement or other emergency
response purpose as specified In the 'Florida Domestic Security Strategy; ensure that all equipment
purchased with these funds is used to respond to any and all incidents within its regional response
area as applicable for so long as this Agreement remains In e(tect Prior to requesting a response,
the FDEM will take prudent and appropriate action to determine that the level or Intensity of the
Incident is such that the specialized equipment and resources are necessary to mitigate the outcome
of the Incident
The sub- redpient shall notify the FDEM Office of Domestic Preparedness at 2555 Shumard Oak
Blvd., Tallahassee, Florida 32399 one year in advance of the expiration of the equipment's posted
shelf-life or normal life expectancy or when it has been expended. The sub - recipient shall notify the
FDEM immediately If the equipment is destroyed, lost, or stolen.
The sub - recipient shag not transfer, rent, sell, lease, affenate, donate, mortgage, encumber or
otherwise dispose of the eligible equipment without the prior written consent of the FDEM.
31
Training
Allowable training - misted costs include, but are not limited to, the following:
+ Developing, Delivering, and Evaluating Training — Includes costs related to administering the
training, planning, scheduling, facilities, materials and supplies, reproduction of materials,
d)sabllty accommodations and equipment, Training should provide the opportunity to
demonstrate and validate skills learned, as well as to identify any gaps in these skills. Any
training gaps, including those for children and individuals with disabilities or access and
functional needs is allowable (e.g., sign language interpreters, communication Access ReaItime
Translation [CART] and other modifications of policies and practices to fully Include participants
with disabilities). Stakeholders are also encouraged to leverage existing training provided via
educational/professional facilities and to incorporate non - traditional methodologies such as the
Internet, distance leaming, or home study whenever such delivery supports training objectives.
Pilot courses and Innovative approaches to training citizens and instructors are encouraged.
• Training that promotes Individual, family, or community safety and preparedness Is encouraged,
Inducing: al�hazarda ad* training such as emergency preparedness, basic first aid, life
saving skills, crime prevention and terrorism awareness, school preparedness, public health
issues, mitigation/property damage prevention, safety in the home, light search and rescue
skills, principles of NIMS/ICS, volunteer management and volunteer activities, serving and
Integrating people with disabilities, pet care preparedness. CPR/AED training, Identity theft
workshops, terrorism awareness seminars, and disabiifty4ndusive community preparedness
conferences. The delivery of the CERT Basic Training Course and supplement training for
CERT members who have completed the basic training, the CERT Tmin- #wTrainer Course,
and the CERT Program Manager Course are strongly encouraged.
Overtime and Backfill — The entire amount of overtime costs, including payments related to
backfilling 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 unigs) of local government
and has the approval of the State or the awarding agency, whichever is applicable. In no case is
dual compensation allowable. That is, an employee of a unit of government may not receive
compensation from their unit or agency of government AND from an award for a 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 Contractom/Consultants -- Payment of salaries and fringe
benefits to full or part-time staff or contrectors/oonsultants must be in accordance with the
policies of the State or units) of local govemment 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. In no case is dual compensation
allowable.
• Certification/Recertification of Instructors — States are encouraged to follow the NTE
Instructor Quality Assurance Program to ensure a minimum level of competency and
corresponding levels of evaluation of student teaming. This is particularly important for those
courses that involve training of trainers. This Information Is contained in Information Bulletin
#193, issued October 20, 2005. Additional Information can be obtained at
hQYAvww.xbma.aov/000d auldenceldownloaW10148
• Other Items — These costs Include the rental of equipment and other expenses used specifically
for exercises, costs associated with Inclusive practices and the provision of reasonable
accommodations and modifications to provide full access for children and adults with disabilities.
Unauthorized training - related costs include:
Reimbursement fort m maintenance and/or wear and tear costs of general use vehicles
(e.g.. construction vehicles) medical supplies, and emergency response apparatus (e.g.,
fire trucks, ambulances).
Equipment that is purchased for permanent installation and/or use, beyond the scope of
exercise conduct (e.g., electronic messaging signs).
The purchase of food is not permissible under this grant, subject to prior approval of the
Department of Flnanclal Services. vxplidtly authorized by 2 CFR, Pdrt 225, Appendix B.
While this is an allowable purchase by DHS, please note that FDEM adheres to Florida
Statues, which are more stringent than federal guidance. Such expenditures are restricted
to the rates specified for Class C meats In Section 112.081, Florida Statutes.
32
E. Exercises
AN Urban Areas are required to develop a Multi -Year Training and Exercise Plan (TEP) and submit to the
FEMA Grants and Preparedness Community of interest (COI) on the Homeland Security Information
Network (HSIN). Further, Urban Areas are encouraged to develop a Multi -Year Plan and Schedule that
takes Into consideration anticipated training needs of the Urban Area for at least the Immediate year, with
exercises being timed to provide responders the opportunity to utilize training received. Further guidance
concerning the Training and Exercise Plan and the Training and Exercise Plan Workshop can be found at
h0s Aseen.dhs.00v
Allowable exerdse -related costs include:
• Funds Used to Design, Develop, Conduct, and Evaluate an Exercise — Includes costs
related to planning, meeting space and other meeting costs, facilitation costs, materials and
supplies, travel, and documentation. Grantees are encouraged to use government facilities to
conduct meetings and oonfarences whenever possible.
• Hiring of Full or PartrTime Staff or Contractors/Consultants — Full or part-time staff may be
hired to support exercise- ,elated activities. Such costs must be included within the funding
allowed for program management personnel expenses, which must not exceed 15 percent of the
total allocation. The applicant's formal written procurement policy or the Federal Acquisition
Regulations (FAR) — whichever Is more stringent — must be followed. In no case is dual
compensation allowable.
Overtime and Backfill — The entire amount of overtime costs, Including payments related to
backfilling personnel, which are the direct result of time spent on the design, development, and
conduct of exercises are allowable expenses. These costs are allowed only to the extent the
payment for such services Is In accordance with the policies of the State or unh(s) of local
government and has the approval of the State or the awarding agency, whichever Is applicable.
In no case Is dual compensation allowable. That is, an employee of a unit of government may
not receive compensation from their unit or agency of government AND from an award for a
single period of time (e.g... 1:00 p.m. to 5:00 p.m.), even though such work may benefit both
activities.
+ Travel — Travel costs are allowable as expenses by employees who are on travel status for
official business related to the planning and conduct of exercise project(s) or HSEEP
programmatic requirements as described in the HSEEP webslte (e.g., improvement Plan
Workshops, Training and Exercise Plan).
Supplies — Supplies are items that are expended 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 costs include the rental of equipment (e.g., portable toilets, tents), food,
gasoline, exercise signs, badges, etc.
Unauthorized exercise- related costs Include:
i- Reimbursement for the maintenance and/or wear and tear costs of general use vehicles
(e.g., construction vehicles) and emergency response apparatus (e.g., fire trucks,
ambulances).
a Equipment that Is purchased for permanent installation and/or use, beyond the scope of
exercise conduct (e.g., electronic messaging signs).
Exercise Requirements
Exercises conducted with FEMA support must be managed and executed In accordance with the
Homeland Security Exercise and Evaluation Program ( HSEEP). HSEEP Guidance for exercise design
development, conduct, evaluation, and Improvement planning Is located at https://hseep.dhs.gov. The
HSEEP Library provides sample exercise materials and templates.
All exercises using HSGP funding must be NIMS compliant More Information Is available online at the
NIMS Integration Center, httpYAvww. fema .gov/emergency/nimOndex.shtm.
Where applicable, the Training and Exercise Plans should include training and exercises that support
specialized programs, such as the Regional Catastrophic Preparedness Grant Program.
States are encouraged to exercise their capabilities with regard to Infants and children across all aspects
of response and recovery, including pediatric medical surge capabilities and Integrating the accessibility
and functional needs of children and adults with disabilities.
33
• Exercise Scenarios. The scenarios used In HSGP- (raided exercises must be based on the
State/Urban Area's Homeland Security Strategy and plans. Acceptable scenarios for SHSP,
UASI, MMRS, and CCP exercises include: chemical, biological, radiological, nuclear, explosive,
cyber, agricultural and natural or technological disasters. Exercise scenarios must be
catastrophic in scope and size as defined by the National Response Framework.
The scenarios used In HSGP - funded exercises must focus on validating existing capabilities and
must be large enough In scope and size to exercise multiple tasks and warrant Involvement from
multiple jurisdictions and disciplines and nongovernmental organizations. Exercise scenarios
should also be based on the Multiyear Training and Exercise Plan.
Special Event Planning. if a State or Urban Area will be hosting a special event (e.g., Super
Bowl, G-8 Summit) they are approved to participate in a Tier I or Tier tl exercise as approved by
the National Exercise Program (NEP) Executive Steering Committee per the NEP
Implementation Plan. They should plan to use SHSP or UASI funding to finance training and
exercise activities in preparation for those events. States and Urban Areas should also consider
exercises at major venues (e.g., arenas, convention centers) that focus on evacuations,
communications, and command and control. States should also anticipate participating in at
least one Regional Exercise annually. States must include all confirmed or planned special
events in the Mull-year Training and Exercise Plan.
Exercise Evaluation. All exercises will be capabilities and performance -based and evaluated
using Exercise Evaluator. guides (EEGs) found on the HSEEP webslte at
hMD&1/hseap.dhs gov. An After Action Reportllmprovement Plan (AARAP) will be prepared and
submitted to the FEMA Grants and Preparedness Community of Interest (COI) on the Homeland
Security information Network (HSIN) within 90 days following completion of the exercise,
regardless of type or scope. AARNPs must conform to the HSEEP format, should capture
objective data pertalning to exercise conduct, and must be developed based on Information
gathered through EEGs found in HSEEP. All applicants are encouraged to use the Lessons
Leaned Information Sharing System as a source for lessons learned and to exchange best
practices.
Role of Non - Governmental Entitles In Exercises. Non-governmental participation in all
levels of exercises Is strongly encouraged. Leaders from nongovernmental entities should be
Included In the planning conduct, and evaluation of an exercise. State, local, tribal, and
territorial jurisdictions are encouraged to develop exercises that test the integration and use of
non - governmental resources provided by nor-governmental entities, dented as the private
sector and private non- profit, faith- based, community, volunteer, and other non -governmental
organizations. Non - governmental participation in exercises should be coordinated with the local
Citizen Corps Council(s) and other partner agencies.
Unauthorfred Exercise Costs
Unauthorized exercise- related costs include:
• Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g.,
construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances).
• Equipment that Is purchased for permanent installation and/or use, beyond the scope of exercise
conduct (e.g.. electronic m essaging signs).
F. Management and Administration - no more than 5% of each sub - recipient's total award may be
expended on Management and Administration costs.
Hiring of full -time or part-time staff or contractorslconsultants:
• To assist with the management of the respective grant program
• To assist with applicator. requirements
• To assist with the compliancy with reporting and data collection requirements
Development of operating plans for information collection and processing necessary to
respond to FEMA data calls
Overtime costs - Overtime 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. Allowatie costs are limited to overtime associated with federally requested
participation in eligible fusion activities including anti- tarorism task forces, Joint Terrorism Task
Forces (JTTFs), Area Maritime Security Committees (as required by Wffirne Transportation SecuHly
Act of 2002), 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
34
local agencies) has been exhausted. Under no circumstances should DHS grant funding be used to
pay for costs already supported by funding from another Federal source.
Operational overtime costs, In support of efforts to enhance capabilliles for detecting, deterring,
disrupting, and preventing ads of terrorism, operational overtime costs are allowable for increased
security measures at critical infrastructure sites. FY 2013 SHSP or UASI funds for organizational
costs may be used to support select operational expenses associated with Increased security
measures at critical infrastructures sites In the following authorized categories:
• BacIA and overtime expenses (as defined in FOA) for staffing State or Major
Urban Area fusion centers:
• Hiring of contracted security for critical infrastructure sites;
• Public safety overtime (as defined in FOA)
• Title 21 or State Active Duty National Guard deployments to protect critical
infrastructure sites, Including all resources that are part of the standard National
Guard deployment package); and
• Increased border security activities In coordination with CPS, as outlined in
Information Bulletin 135.
FY 2013 SHSP funds may only be spent for operational overtime costs upon prior approval provided
In writing by the FEMA Administrator.
Travel expenses
Meeting- related expenses (For a complete list of allowable meeting - related expenses, please
review the OJP Financial Guide at htto : /Iwww.olo.usdoi.cov /FlnGuide3
Acquisition of authorized office equipment, Including:
• Personal computers
• Laptop computers
• Printers
LCD projectors, and
• Other equipment or softhare which may be required to support the implementation of the
homeland security strategy
The following are allowable only within the period of performance of the contract:
• Recurring feestcharges associated with certain equipment, such as cell phones, faxes, etc.
• Leasing and/or ranting of space for newly hired personnel during the period of performance of
the grant program
G. Unauthorized Expenditures
• Activities unrelated to the completion and Implementation of the grant program
• Other Items not in accordance with the Authorized Equipment List or previously listed as allowable
costs
Funding may not be used to supplant ongoing, routine public safety activities of state and local
emergency responders, and may not be used to hire staff for operational activities or backlill.
Funds cannot not replace (supplant) funds that have been appropriated for the same purpose.
H. Construction and Renovation
Project construction using SHSP and UASI funds may not exceed the greater of $1,000,000 or 15% of the
grant award. For the purposes of the limitations on funding levels, communications towers are not
considered construction.
Written approval must be provided by FEMA prior to the use of any HSGP funds for construction or
renovation. When applying for construction funds, Including communication towers, at the time of
application, grantees are highly encouraged to submit evidence of approved zoning ordinances.
architectural plans, any other locally required planning permits and documents, and to have completed as
many steps as possible for a successful EHP review in support of their proposal for funding (e.g.,
completing the FCC's Section 06 review process for tower construction projects; coordination with their
State Historic Preservation Office to identify potential historic preservation Issues and to discuss the
potential for projegt effects). ProjezIs for which the grantee believes and Environmental Assessment (EA)
may be needed, as defined in 44 CFR 10.8 and 10.9, must also be Identified to the FEMA Program Analyst
within six (6) months of the award and completed EHP review packets must be submitted no later than 12
months before the and of the Period of Performance. EHP review packets should be sent by the SAA to
FEMA for review.
FEMA Is legally required to consider the potential Impacts of all HSGP projects on environmental
resources and historic properties. Grantees must comply with all applicable environmental planning and
historic preservation (EHP) laws, regulations, and Executive Orders (EOs) in order to draw down their FY
35
2013 HSGP grant funds. To avoid unnecessary delays in starting a project, grantees are encouraged to
pay dose attention to the reporting requirements for an EHP review. For more information on FEMA's
EHP requirements please refer to Builetins 329 and 345
(htto:/ _fema. cool aovemment /arantlbdietins/indes.shtm)
FY 2013 HSGP Program grantees using funds for construction projects crust comply with the Davis -Bacon
Ad (40 U.S.C. 3141 of seq.). Grant redpi wft must ensure that their contractors cr subcontractors for
construction projects pay workers employed directly at the work -site no less than the prevailing wages and
fringe benefits paid on projects of a similar character. Additional Information„ including Department of
Labor wage determinations, Is available from the following websfte:
httnlbkm w. dol .aov /comotiWodawslmmo.dbre.Mm
In addit ton, the erection of communications towers that are included In a Jurisdiction's Interoperable
communications plan Is allowed, subject to all applicable laws, regulations, and licensing pvovisions.
Communication tower projeds must be submitted to FEW for EHP review. Per She Conso9deted Security,
Disaster Assistance, and Condnuk7g Appropriations Act of 2008 (Public Law 110 -329), communications
towers are not subject to the$1, 000,000 construction and renovation cap.
Approval Process:
In order for grantees to drawdown funds for construction and renovation costs, the grantee must
provide the Division with:
• A description of the asset or facility, asset location, whether the Infrastructure Is publicly or
privately owned, and the construction or renovation project;
• Certification that a fadCty vulnerability assessment has been conducted
• An outline addressing how the construction or renovation project wll] address the identified
vuinemblfities from the assessment
• Consequences of not Implementing the construction or renovation project
• Any additional information requested by FEMA to ensure compliance with Federal environmental
and historic preservation requirements
Additional information may also be found on the FEMA's website located at
htbJM+ww.fema.aov /dan/ehd.
Hate: Written approval must be provided by FEMA prior to the use of any UASI funds for
construction or renovation.
J. Overtime and Bacldfil Guidance
Personnel (SHSP and UASI) — Personnel hiring, overtime, and backfill expenses are permltted
under this grant in order to perform allowable FY 2013 HSGP planning, batnkug, exercise, and
equipment ac tlWas. A personnel cost cap of up to 50 percent (509'0) of the total SHSP and UASI
program funds may be used for personnel and personnel- related activities as directed by the
Personnel Reimbursement for lnteitlgence Cooperation and Enhancement (PRICE) of Homeland
Security Ad (Public Law 110 -412). Grantees who wish to seek a walver from the personnel cost cap
must provide documentation explaining why the cap should be waived; waiver requests will be
considered only under extreme circumstances. In general, the use of SHSP and UASI funding to pay
for staff and/or contractor regular time or overtlme/backfill is considered a personnel cost
For further details, please refer to Information Bulletin 358.
FY 2013 HSGP funds may not be used to support the hiring of any personnel for the purposes of
fulfilling traditional public health and safety duties or to supplant traditional public health and safety
positions and responsibilities.
Definitions for hiring, overtime, and backfill-related overtime, and supplanting remain unchanged from
FY 2011 HSGP.
K National Incident Management System (NIMS) Compliance
HSPD -5, 'Management of Domestic lnddents,' mandated the creation of NIMS and the National
Response Plan (NRP). NIMS provides a consistent framework for entities at all jurisdictional levels to
work together to manage domestic incidents, regardless of cause, size, or complexity. To promote
tnteroperablIty and compatibility among Federal, State, local, and tribal capabllites, NIMS includes a
core set of guidelines, standards, and protocols for command and management, preparedness,
resource management, communications and information management, supporting technologies, and
management and maintenance of NIMS. The NRP, using the template established by NIMS, Is an all-
discipline, all - hazards plan that provides the structure and mechanisms to coordinate operations for
evolving or potential Incidents of National Signlfieanoe, which are major events that "require a
36
coordinated and effective response by an appropriate combination of Federal, State, local, tribal,
private sector. and nongovernmental entitles.*
The NIMS Integration Center (NiC) recommends 38 NIMS Compliance Ob)ectives for
nongovernmental organizations that support NIMS implementation. These activities closely parallel
the Implementation activities that have been required of State, territorial, tribal, and local governments
since 2004 and can be found at www .fema.aov /adf/emorgency /nhWngo is.odt To Integrate
nonprofit organizations Into the broader national preparedness effort, DHS encourages grantees to
consider pursuing these recommended activities.
Additionally, nongovernmental orgrantzat ions grantees and sub-grantees will be required to meet
certain MINIS compliance requirements. This Includes all emergency preparedness, response, and/or
security personnel In the orgarJ7ation participating In the development, Implementation, and/or
operation of resources and/or activities awarded through this grant must complete training programs
consistent with the NIMS National Standard Curriculum Development Guide. Minimum training
includes IS -700 NIMS: An introduction. In addition, IS-M.a NRP: An Introduction, Incident
Command System (ICS -100), Incident Command System (ICS -200), Intermediate Incident Command
System (G -300), and Advanced Incident Command System (C- 400) are also recommended. For
additional guidance on NIMS taming, please refer to
httoiANww .fema.aov /ememenMI(as/nlms tralnina.ltrlm
Additional information about NIMS implementation and resources for achieving compliance are
available through the NiMS Integration Center (NIC), at 1ft:1Awmfema.gov/emeroencv/hI msl
lit Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within 30 days after the end of the reporting
periods (March 30, June 30. September 30 and December 30) for the life of this contract
• if a report(s) is delinquent, future financial reimbursements will be withheld until
the Recipient's reporting la current
• If a report goes 2 consecutive quarters without Recipient providing Information In
the narrative portion of the Quarterly Status Report, Report will be denied until
narrative is provided, also financial reimbursements will be withheld until the
required Information has been submitted.
Pmnrammatin Rannoinn Crl mAtila
Reporting Period
Report due to OEM no later than
Janua,y 1 through March 31
Apol 30
Ap ril 1 twuah June 30
July 31
July 1 through September 30
October 31
October 1 throe h December 31
January 31
2. Programmatic Reporting -BSIR
Biannual Strategic Implementation Report:
After the and of each reporting period, for the life of the contract unless directed otherwise,
the SAA, will complete the Biannual Strategic Implementation Report in the Grants
Reporting Toot (GRT) httns :/Awww.reoorting.odo.dhs.gov The reporting periods are
January 1-June 30 and July 1- December 31. Data entry Is scheduled for December 1 and
June 1 respectively. Future awards and reimbursement may be withheld If these reports
are delinquent
3. Reimbursement Requests:
A request for reimbursement may be sent to your grant manager for review and approval at
anytime during the 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 line Item number Is to be included for every dollar
amount listed in the 'Detail of Claims' forth.
4. Close -out Programmatic Reporting:
The Close -out Report Is due to the Florida Division of Emergency Management no later
than 45 calendar ds}% after the agreement is either completed or the agreement has
expired.
5. Monitoring:
37
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 prevent, prepare and respond to terrorist threats since
1999 through various funding sources including federal grant funds. The Florida Division of Emergency Management
(FDEM) has 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. The monitoring process is designed to assess a
recipient agency's compliance with applicable state and federal guidelines.
Monitoring is accomplished utilizing various methods Including desk monitoring and on-aite 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 disposition of property, projects and contracts. Programmatic monitoring is the
observation of equipment purchased, protocols and other associated records. Various levels of financial and
programmatic review may be accomplished during this process.
Desk monitoring Is the review of projects, financial activity and technical assistance between FDEM and the applicant via
e-mail and telephone. On-Site Monitoring are actual visits to the recipient agencies by a Division representative who
examines records, procedures and equipment.
Frequency of annual monitoring aetivtty:
Eaci year the FDEM will conduct monitoring for up to 50% of their sub-grantees. It is important to note that although a
given grant has been dosed, it is still subject to either desk or on -site monitoring for a five year period following closure.
Areas that will be examined Include:
Management and administrative procedures;
Grant 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;
Status of planning activity;
Anticipated projected completion;
Wficultes encountered In completing projects;
Agency NIMSACS compliance documentation;
Equal Employment Opportunity (EEO Status);
Procurement Policy
FDEM may request additional monitoring/information if the activity, or lack there of, generates questions from the region,
the sponsoring agency or FDEM leadership. The method of gathering this information will be determined on a case -by-
case basis.
38
Desk monitoring is an on -going process. Recipients will be required to participate in desk top monitoring on an annual
basis and as determined by the FDEM. This contact will provide an opportunity to identify the need for technical
assistance (TA) and/or a site visit if the FDEM determines that a recipient is having difficulty completing their project
As difficulfies/deffdencies are Identified, the respective region or sponsoring agency will be notified by the program office
via email. Information will Include the grant recipient agency name, year and project description and the nature of the
issue in question. Many of the 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:
i Equipment selection or available vendors
Eligibility of items or services
4 Coordination and partnership with other agencies within or outside the region or discipline
J. Record Keeping
4, Reporting Requirements
1 Documentation in support of a Request for Reimbursement
On -Site Monitoring will be conducted by the FDEM or designated personnel. On-site 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. These monitoring visits will be coordinated
with the capability review visits. Subject matter experts from other agencies within the region or state may be called upon
to assist in the forth of a peer review as needed.
All findings related to the capability review will be documented and maintained within the FDEM.
On -site Monitoring Protocol
On -site Monitoring Visits will begin with those grantees that are currently spending or have completed spending for that
federal fiscal' year (IFFY). Site visits may be combined when geographically convenlent There Is a financial and
programmatc on -site monitoring checklist to assist In the completion of all required tasks.
Site Visit Preparation
A letter wilt be sent to the redpient agency Point of Contact (POC) outlining the date, time and purpose of the site visit
before the planned arrival date.
The appointment should be confirmed with the grantee in writing (email Is acceptable) and documented in the grantee
folder.
The physical location of any equipment located at an alternate site should be confirmed with a representative from that
location and the address should be docmented in the grantee folder before the site visit.
On -Site Monitorina Visit
Once FDEM personnel have arrived at the site, an orientation conference will be conducted. During this time, the purpose
of the site visit and the Items FDEM Intends to examine will be Identified. If financial monitoring visit will be conducted,
they will then explain their objectives and will proceed to perform the financial review.
39
FDEM personnel will review all files and supporting documentation. Once the supporting documentation has been
reviewed, a tourMsual/spot inspection of equipment will be conducted.
Each Item should be visually Inspected whenever possible. Bigger items (computers, response vehicles, etc.) should
have an asset decal (Information/serial 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 Qarge capitol expenditures In excess of $1,000. 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 of equipment. Once the tourMsuallspot inspection of equipment has been completed, the
FDEM personnel will then conduct an exit conference with the grantee to review the findings.
Other programmatic issues can be discussed at ths time, such as missing quarterly reports, payment
voucher /ral nbursemant, equipment, questions, eta
east Monitoring Visit
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, a monitoring report will 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 will submit a Corrective Action Plan within a
timeframe as determined by the FDEM. Noncompliance on behalf of sub - grantees Is resolved by management under the
terms of the Sub grant Agreement.
The On -Site Monitoring Worksheets, the monitoring report and all back up doaxnentatlon will then be included in the
grantee's tile.
K. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Alonzo Joseph
Owen Roach
FDEM
FDEM
2555 Shumard Oak Blvd.
2555 Shumard Oak Blvd.
Tallahassee, FL 32399 -2100
Tallahassee, FL 32399 -2100
(850)488-3133
(850) 410 -1599
e m on .com
Owen.RoachGern.myllodda.com
L Contractual Responsibilities
The FDEM shall determine eligibility of projects and approve changes In scope of work.
The FDEM shall administer the financial processes.
40
ATTACHMENT C
DELIVERABLES
The Miami-Fort Lauderdale Urban Areas Security Initiative (UASI) contains the 8th most
populated Metropolitan Statistical Area (MSA) in the nation, with a 2012 estimated population of
5.8 million residents. The Department of Homeland Security has determined that the MSA has
the 12th highest risk in relationship to the other MSAs in the United States. The MSA is a
popular tourist destination and ranks 10th in the nation for visitors. The wide maritime borders of
Southeast Florida share international waters with many countries and are in close proximity to
island nations. Hazard Vulnerability Analysis (HVAs)and threat assessments, including a 2012
THIRA, have been previously conducted to gauge the risks associated with both natural and
anthropogenic disasters. The potential for natural, technological, and human hazards is high in
the region. The risk from natural hazards is significant, and Miami is the most vulnerable city in
the nation to hurricanes. Vulnerabilities to radiological incidents, transportation accidents, and
cyber attacks are also high. Civil disturbances, terrorism, and mass migration events have
occurred in the UASI In the past. The UI.SI's current year Investments build upon prior year's
efforts to enhance capabilities in prevention of, protection from, mitigation of, response to, and
recovery from terrorism.
In addition, the Recipient is to complete the following projects as described below throughout
the agreement period to ensure compliance and coordination with the Homeland Security Grant
Program. Items listed below are to be reviewed quarterly to ensure recipients'
compliance. Documentation supporting he completion of the issues outlined below shall be
submitted along with the Quarterly Financial report.
_
.act -Fr Amount
Prevention Screening,
Search&Detection- video
surveillance System(Coral
Springs);License Plate
Reader Rd}apId ID scanner $242,769.00 Coral Springs:$120,544;
Holly
Hollywood: $122,225
Access Control &
Identity Verification-
access control Miramar:$120,714; Miami Dade:
equipment(monitoring, $63,559; Coral Gables: $63,450
video monitor, video $247,773.00
analytics)
Community Resilience-
Planning provided by 1 Broward Co:$66,720; Key
planner position $83,101.00 Biscayne: $16381
(Broward);training TBD
(Key Biscayne)
41
Cyber security- software
for data gathering from
multiple security
sources, such as
firewalls, intrusion
Miami Beach
detection systems,
malware systems, etc.
$96,923.00
Economic Recovery-
This project will include
exercise the Recovery
but not be limited to
Plan; individual
expanding knowledge
assistance and public
related to post - disaster
assistance assessments
damage assessments.
This will Include an
exercise, and if
$23,908.00
necessary, training to fill
any knowledge gaps. To be held
in Palm Beach Cou
Environmental
Response/Health &
Safety- PPE, Radiation
Detection equipment,
Air Monitor (Miami
Miami Dade:$58,000; Ft.
Dade); C50 1st
Lauderdale:$35,100; Broward
Responder Kits (Ft.
SO:$19,995;
Lauderdale); PPE TRT
NFPAcompliant
$113,095.00
( Broward)
Long Term Vulnerability
This project will maintain
Reduction - Air support
and sustain equipment
maintenance
that was previously
(helicopter/$150,000);
purchased with the UASI
Fire Vessel
grant. Equipment that
Maintenance (2
will be maintained and
boats/$54,839); EOC
sustained includes but is
sustainment (technology
not limited to an air support
costs/$35,000); Repair
helicopter, the
& Replacement of
$283,257.00
UASI Fire Vessel, EOC
equipment ($27,420)
sustainment, and other
equipment. Agency is
Miami.
Mass Search & Rescue
Operations- Technical
Rescue Team, Water
Rescue Capabilities:
Broward SO
three 16' Jon boats
$30,000.00
42
Operational
This project includes but
Communications-
is not limited to the
Hialeah - replace analog
purchase of P -25
v1stem w/ digital;
compliant radio systems
Pembroke Pines - radios,
throughout the Miami -
trunking system, radio
Fort Lauderdale UASI
to radio encryption
Region. These radio
antennas, microphone,
systems will allow for
batteries etc.; Sunrise -
Inter- agency
radio; Monroe - radios
$737,907.00
communication that will
enhance response in the
region and increase the
efficiency of mutual aid.
Hieleah:$364,564; Pembroke
Pines:$121,140;
Sunrise:$118,800;
Monroe:$96925
Operational
Coordination- ICS 300
Miami Dade:$301,703; Palm Bch
Training (Miami Dade);
Co:$105,000; Broward
WebEOC software
Co:$66,720; Broward
(multiple); COOP
SO:$53,000; Ft.
equipment & Training
Lauderdale:$16,000;
(Palm Bch Co); IMT
Multiple:$209,484
Development ( Broward);
Unified Command Post
upgrade ( Broward SO);
Backfill /overtime (Ft.
Lauderdale); Responder
Notification &
$751,907.00
Collaboration (multiple)
Physical Protective
Measures- fencing;
bollards;
scanner /security guard
access, cameras- target
hardening of the MDPD
Miami Dade
Communication Bureau
$48,855.00
43
Planning -
multidisciplinary
planning initiatives
Intelligence &
Information Sharing-
$1,242,444.00
This project involves
planner positions to
support the needs of the
UASI region. The
planners will ensure
compliance with UASI,
Department of Homeland
Security, & State
guidance. Additionally,
planners will contribute
to local, regional, &
statewide plans.
Miami:$274,659- exercise, plans
revision & training (ICS, Hazmat
160 and others);
Multiple:$200,000- regional
training & exercise;
Miami- Dade:$183,558 -Whole
Community Planning;
Miam 1:$160,000- Planning
Coordinator (1 yr);
Muftiple:$95,226- Citizen Corps;
MuMple:$95,000 -Reg Program
Mgr for regional planning;
Miami:$80,000 -EM Planner for
general planning relate to UASI
program;
Muftiple:$85,000 -Reg Training &
Exercise Planner,
Hialeah:$50,000 -EOC Planner
sustainment;
Miami:$15,000 -trael for staff
Palm Bch Co:$5000- Terrorism
Response Planning;
R. Lauderdele:$9000 -CERT
Planning, Training & Equipment
Palm Beach SO:$242,000 (4
analysts @ $60,500);
Mulbple:$100,000 for a R-I-EX
Regional Coordinator/Trainer,
$410,258.00 Palm Beach SO: $48,258 -
Systems Intelligence Sharing;
Multiple: $20,000 - Systems
Intelligence Sharing
44
Protection Screening,
Search & Detection -
Shot Spotter to detect
gun shots (Miami
Gardens); CCTV for
Miami Gardens:$120,194;
Miami PD to deploy in
Miami:$44,489
area of soft targets -view
$164,683.00
remotely
This project supports the
Whole Community
Concept & will sustain
or upgrade public
Public Information &
Information & warning
Warning- Alert &
systems throughout the
notification annual fees
$100,000.00
UASI region. In addition,
this project will support
the sustainment of the
Miami -Dade public alert
system first established
in FY09. Agency is
Miami Dade.
Recovery Infrastructure
This project will maintain
Systems- maintenance
the current City of Miami
& sustainment of
information technology
equipment (servers,
redundancies. It will
storage units, desktops,
serve to support the
laptops etc.)
$40,000.00
costs required to sustain
the back -up disaster
recovery site.
Response Infrastructure
Systems- Ethernet
Secured @ Fire College
Miami
for redundant
$10,000.00
Communications
45
46
Miami- Dade:$60,000 -Real Time
X -ray,
Hialeah:$50,000 -LPR Analyst
Sustainment;
Ft. Lauderdale:$40,000 -EOC
enhancements;
Situational Assessment-
Broward SO:$30,000- EOD /IED
equipment to assess a
tool kits;
situation
$272,420.00
Miami Dade:$30,000- clipon night
vision thermal;
Ft. Lauderdale:$29,769-
toughbook computer,
Miami Dade:$15,000 -long pole
search system
Miami Dade:$12,000- laptop for
X-ray,
Palm Bch SO:$5,650 X -Ray
generator
Risk Mg for Protection
Programs & Activates-
Palm Beach SO
ACAMS assessments
($50,000); Business and
Community Partners
Against Terrorism
$80,000.00
initiative ($30,000)
46
Attachment D
Program Statutes, Regulations and Special Conditions
1) 53 Federal Register 8034
2) 31 U.S.C. §1352
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
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93 -234, 87 Stat. 975
8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470),
Executive Order 11593
9) Archeological and Historical Preservation Act of 1966 (16 USC 569a -1 et seq.)
10) Tits 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 VI of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended;
17) Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990);
18) Tits 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
22) Chapter 252, Florida Statutes
23) Rule Chapters 271 27P -11, and 27P -19, Florida Administrative Code
24) 44 CFR, (Code of Federal Regulations) Part 13 (Common Rule)
25) 44 CFR, Part 302
26) 48 CFR, Part 31
27) OMB Circular A -21, A -102, A -110, A -122, A -128, A-87 and A -133
Sneclal Conditions
1. The Recipient shall comply with the most recent version of the Administrative Requirements, Cost
Principles, and Audit Requirements. A non - exclusive Ilst of regulations commonly applicable to
Department of Homeland Security grants are listed below:
A. Administrative Requirements
• 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments (also known as the "A -102 Common Rule').
• 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
a 2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB
Circular A-87)
• 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A -21)
2 CFR Part 230, Cost Principles for Non - Profit Organizations (OMB Circular A -122)
47
C. Audit Requirements for State
• 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 or
indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or
policy, at any level of government, %ithout the express prior written approval of FEMA.
3. The recipient agrees that all allocations and use of funds under this grant will be in accordance
with the FY 2013 Homeland Security Grant Program guidance and application kit.
4. The recipient shall not undertake any project having the potential to impact Environmental or
Historical Preservation (EHP) resources without the prior approval of FEMA, including but not
limited to communications towers, physical security enhancements involving ground disturbance,
new construction, and modifications to buildings, structures and objects that are 50 years old or
older, and purchase and use of sonar equipment. Recipient must comply with all conditions
placed on the project as the result of the EHP review. Any change to the approved project scope
of work will require re- evaluation for compliance; with these EHP requirements. If ground
disturbing activities occur during project implementation, the recipient must ensure monitoring of
ground disturbance, and if any potential archeological resources are discovered, the recipient will
immediately cease construction in that area and notify FEMA and the appropriate State Historic
Preservation Office. Any construction activities that have been initiated without the necessary
EHP review and approval will result In a non - compliance finding and will not be eligible for FEMA
funding.
5. The recipient is prohibited from obligation or expending Operation Stonegarden (OPSG) funds
provided through this award until each unique, specific or modified county level or equivalent
Operational Order /Frog Operations Order with embedded estimated operational budget has been
reviewed and approved through an cfficial email notice issued by FEMA removing this special
programmatic condition. The Operations Order approval process/structure is as follows:
Operations Orders are submitted to (1) the appropriate Customs and Border Protection (CBP)
Border Patrol (BP) Sector Headquarters (HQ); upon approval by the Sector HQ, forwarded
through the Border Patrol Enforcement Transfer System (BPETS) system to (2) the OPSG
Coordinator, CPB/BP Washington, DC and upon approval forwarded to (3) Federal Emergency
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 Adm inistrative Agency (SAA) with a copy to OPSG Coordinator at
CBPBP HQ, Washington, DC.
48
Attachment E
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
If you are requesting an advance, indicate same by checking the boa below.
[ 3 ADVANCE REQUESTED
Advance payment of $ is requested. Balance of
payments will be made on a reimbursement basis. These funds are
needed to pay stall; award benefits to clients, duplicate forms and
purchase start-up supplies and equipment. We would not be able to
operate the program without this advance.
If you are requesting an advance, complete the following chart and line item justification below.
ESTIMATED EXPENSES
BUDGET CATEGORYMINE ITEMS
20-20 Anticipated Expenditures for First Three Months of
(list applicable line items)
Contract
For example
ADMINISTRATIVE COSTS
{Include Secondary Administration.)
For example
PROGRAM EXPENSES
TOTAL EXPENSES i
LINE ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the need for
the cash advance. The justification must include supporting documentation that clearly shows the advance
will be expended within the first ninety (90) days of the contract term. Support documentation should
include quotes for purchases, delivery timelines, salary and expense projections, etc. to provide the Division
reasonable and necessary support that the advance will be expended within the first ninety (90) days of the
contract term. Any advance funds not expended within the first ninety (90) days of the contract term shall be
returned to the Division Cashier, 2555 Shumard Oak Boulevard, Tallahassee, Florida 32399 within thirty (30)
days of receipt, along with any interest earned on the advance)
:11_0,
Attachment F
Warranties and Representations
Financial Mana ement
Reciplents financial management system must include the following:
(1) Accurate, current and complete disclosure of the financial results of this project or program
(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 contractor
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
,rom 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 Recipients interest to do so.
50
Codes of conduct.
The Recipient shall maintain written standards of conduct governing 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 Monday to Friday Elam to 5pm excluding
holidays
Licensing and Permitting
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
51
Attachment G
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Recipient, ' certifies, by
submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared insiigible, 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
Recipient's Name
Name and Title DEM Contract Number
Street Address Project Number
City, State, Zip
Date
52
Attachment H
Statement of Assurances
The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies,
guidelines and requirements, including OMB Circulars No. A -21, A -110, A -122, A -128, A-87; E.O. 12372
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 Real
Property Acquisitions Act of 1970 (P.L. 91 -646) which provides for fair and equitable treatment of persons
displaced as a result of Federal and 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. (5 USC 1501,et. seq.)
3. It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor
Standards Act
4. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others, particularly
those with whom they have family, business, or other ties.
5. it will give the sponsoring agency or the Comptroller General, through any authorized representative,
access to and the right to examine all records, books, papers, or documents related to the grant.
6. It will comply with all requirements imposed by the Federal sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements.
7. It will ensure that the facilities under its ownership, lease or supervision which shall be utilized in the
accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of
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.
8. It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973, Public Law 93 -234, 87 Stat. 975, approved December 31, 1976, Section 102(a)
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
acquisition purposes for use in any area that has been identified by the Secretary of the Department of
Housing and Urban Development as an area having special flood hazards. The phrase "Federal financial
assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster
assistance loan or grant, or any other form of direct or indirect Federal assistance.
9. It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic
Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and
Historical Preservation Act of 1966 (16 USC 569a -1 et seq.) by (a) consulting with the State Historic
Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or
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 Justice Programs and
Activities; Part 42, Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Policy Act; Part 63, Floodplain Management
and Wetland 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 1954, as amended; Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A, Title II 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 C,D,E, and G; and Department of
Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
13. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil
Rights, Office of Justice Programs.
14. It will provide an Equal Employment Opportunity Program if required to maintain one, where the
application is for $500,000 or more.
15. It will comply with the provisions of the Coastal Barrier Resources Act (P.L. 97 -348) dated October 19,
1982 (16 USC 3509 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 THAN INDIVIDUALS) As required by the Drug -
Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F. for grantees, as defined at
28 CFR Part 67 Sections 67.615 and 67.620.
54
Attachment I
Reimbursement Check L1st
Please Note: FDEM reserves the right to update this check list throughout the life of the grant to
ensure compliance with applicable federal and state rules and regulations.
Eaulament
❑ 1. Have all invoices been Included?
❑ 2. Has an AEL # been identified for each purchase?
❑ 3. If service /warranty expenses are listed, are they only for the performance period of the
grant?
❑ 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 Stete/DHS been included?
Plannlna
Consultants/Contractors (Note: this aoolies to contractors also billed under Omanlzaihon
U 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 consultant/contrator 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).
❑ 6. Has Attachment G (found within Agreement with FDEM) been completed for this
consultant and included in the reimbursement package?
Salary Positions (Note th is mWies to positio billed under M&A and Omenhation as well
❑ 1. Have the following been provided: signed time sheet by employee and supervisor and
proof that employee was paid for time worked (statement of earnings, copy of payroll
check or payroll register)? Has a time period summary sheet been included for total
claimed amount?
2. Does the back -up documentation provided match the time period for which
reimbursement is being requested?
Trainlncr
❑ 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
55
attendees were paid? For backflll, has a clear delineation/cross reference been provided
showing who was backfilling 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?
5. Has any expenditures occurred in support of the training (e.g., printing costs, costs
related to administering the training, planning, scheduling, facilities, materials and
supplies, reproduction of materials, and equipment)? if so, receipts and proof of payment
must be submitted. (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).
❑ 1. Has documentation been provided on the purposelobjectives of the exercise? Such as,
SITMAN /EXPVW.
❑ 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 dear delineation/cross reference been provided
showing who was backfilling who?
❑ 4. Have the names on the sign -in sheets been cross - referenced with 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 (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).
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.g. 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).
TraveUConferences
❑ 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 included?
❑ 3. Has proof of payment to traveler been included? (E.g. canceled check, Electronic Funds
Transfer (EFT) confirmation. or copy of payroll check If reimbursed through payroll).
56
O aniza ion
❑ 1. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee
names, department, # of hours spent at EOC, 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 backfilling who?
❑ Matching Funds
1. Contributions are from Non Federal funding sources.
❑ 2. Contributions are from cash or in -kind contributions which may include training
investments.
❑ 3. Contributions are not from salary, overtime or other operational costs unrelated to
training.
For All Relmhursements- The Final Check
❑ 1. Have Forms 3, 4a, 4b and 4c been completed and included with each request for
reimbursement?
❑ 2. Have the costs incurred been charged to the appropriate POETS category?
❑ 3. Does the total on Form 3 match the totals on Forms 4a, 4b and 40
4. Has Form 3 been signed by the Grant Manager?
❑ 5. Has the reimbursement package been entered into sub grantee's records/spreadsheet?
❑ 6. Have the quantity and unit cost been notated on Form 4b?
57
City of Miami
Master Report
Resolution R -14 -0011
City Hall
3500 Pan American Drive
Miami, FL 33133
vwvw miamigov.com
File ID S: 13 -01403
Enactment Date: 1/9/14
Version: 1 Controlling Office of the City Status: Passed
Body: Clerk
Title: A RESOLUTION OF THE MAN CITY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A
NEW SPECIAL REVENUE PROJECT ENTITLED: "URBAN AREA SECURITY INITIATIVE ("UASI ")
GRANT PROGRAM FISCAL YEAR 2013 ", AND APPROPRIATING FUNDS FOR THE OPERATION OF
SAME, IN THE AMOUNT OF $5,225,000.00, 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
AWARD AND TO EXECUTE THE FEDERALLY- FUNDED SUBGRANT AGREEMENT, IN
SUBSTANTIALLY THE ATTACHED FORM, AND ANY NECESSARY DOCUMENTS IN ORDER TO
IMPLEMENT THE ACCEPTANCE OF SAID GRANT AWARD; AUTHORIZING THE CITY MANAGER
TO EXTEND SAID UASI GRANT PROGRAM FISCAL YEAR 2013 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; FURTHER AUTHORIZING THE CITY
MANAGER TO EXECUTE MEMORANDA OF AGREEMENTS, IN SUBSTANTIALLY THE ATTACHED
FORM(S), WITH ITS CONTIGUOUS PARTNERS 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: 12/4/13
Name: Establishing Revenue -UASI FY'13
Requester: Department of Cost: Final Action: 1/9 /14
Fire- Rescue
Notes:
Sections:
Indexes:
Attachments: 13 -01403 Summary Form.pdf, 13 -01403 Back -Up Documentpdt 13 -01403 Legislation.pol; 13 -01403
Exhibitpdf
Action History
City of Miami Pye I Printed on 1121/101+
1ler. Acting Body Date
Action Sent To Due Date Returned Result
1 Office of the City 12/18/13
Reviewed and
Attorney
Approved
1 City Commission 1/9/14
ADOPTED
A motion was made by Francis Suarez, seconded by Msc David Samofl that this matter be ADOPTED. The motion
carried by the following vote:
Aye: 4 - Frank Carollo, Francis Suarez, Wifredo (Willy) Gort and Mere David Sarnoflt'
Absent: l - Keon Hardemon
1 Office of the Mayor 1/17114
Signed by the Mayor Otlioe of the City
Clerk
1 Offioe of the City Cleric 1/17/14
Signed and Attested by
City Cleric
City ofW301i Page 2 Printed on 1n V2014
City of Miami
Legislation
Resolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 13 -01403
Final Action Date:
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 2013 ", AND
APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE AMOUNT OF
$5,225,000.00, 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 GRANTAWARD AND TO EXECUTE THE
FEDERALLY- FUNDED SUBGRANT AGREEMENT, IN SUBSTANTIALLY THE
ATTACHED FORM, AND ANY NECESSARY DOCUMENTS IN ORDER TO
IMPLEMENT THE ACCEPTANCE OF SAID. GRANT AWARD; AUTHORIZING THE
CITY MANAGER TO EXTEND SAID UASI GRANT PROGRAM FISCAL YEAR 2013
AS NECESSARYAND 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; FURTHER
AUTHORIZING THE CITY MANAGER TO EXECUTE MEMORANDA OF
AGREEMENTS, IN SUBSTANTIALLY THE ATTACHED FORM(S), WITH ITS
CONTIGUOUS PARTNERS 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.
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 of terrorism; and
WHEREAS, the USDHS, through the State of Florida Division of Emergency Management
( "FDEM'), has sub- gr'anted an Urban Area Security Initiative ("UASI ") Grant Project Fiscal Year 2013
to the City of Miami ("City') in the amount of $5,225,000.00; and
WHEREAS, the City's 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
WHEREAS, in accordance with the UASI Grant Program Fiscal Year 2013, the attached
Memoranda of Agreements ("MOAs ") with the City's contiguous partners, Broward County, Broward
My of /WNW Page 1 of 3 FYre 1d: 73-01403 (VeWon: 1) PKnred On: 12/121013
Fh Nwnber. 13.01409
County Sheriffs Office, the City of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale,
the City of Hialeah, the City of Hollywood, the City of Miami Beach, the City of Miami Gardens, the City
of Miramar, the City of Pembroke Pines, the City of Sunrise, Miami -Dade County, Monroe County,
Palm Beach County, Palm Beach County Sheriffs Office, and the Village of Key Biscayne, will provide
the necessary guidelines to coordinate the UASI Grant Program Fiscal Year 2013 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 Fund is established and resources are
appropriated as described below:
FUND TITLE: Urban Area Security Initiative Grant Program $5,225,000.00
Fiscal Year 2013
RESOURCES: Department of Homeland Security directly to the State of
Florida Division of Emergency Management
APPROPRIATIONS:
$5,225.000.00
Section 3. The City Manager Is authorized(l) to accept said grant award and to execute the
necessary documents to implement acceptance of said grant award and to execute the
Federally- Funded Subgrant Award Agreement, In substantially the attached form, and any necessary
documents in order to implement the acceptance of said grant award.
. Section 4. The City Manager is authorized(l) to extend said UASI Grant Program Fiscal Year 2013
grant awards as necessary and to execute any other related modifications, amendments or extensions
on al matters- except those dealing with funding changes, In connection with the development and
support of the UASI projects administered by the Cfty'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 FDEM.
Section 5. The City Manager is further authorized {1) to execute MOAs, In substantially the
attached form(s), with its contiguous partners, Broward County, Broward County Sheriffs Office, the
City of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City
of Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of
Pembroke Pines, the City of Sunrise, Miami -Dade County, Monroe County, Palm Beach County, Palm
Beach County Sheriffs Office, 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
FY 2013 administered by the City of Miami 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)
Gfy .rmlanu Pager of3 File 1d: 13 -01403 rftWen: 1) MOW On 1211212013
File Number. 13 -01403
APPROVED AS TO FORM AND CORRECTNESS:
VICtOIRIA M NDEZ , V
CITY ATTORNEY 6 W
Footnotes:
{1} The herein authorization is further subject to compliance with all requirements that may be
imposed by the CityAttomey, 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.
Qty of Miww Page 3 of FROM. 13 -01403 lNs bi : i) PdWed Os: 12424013
AGENDA rTEM SUMMARY FORM
FnX ID: M O B
Date: 10%234
Commission Meeting Date:.L / /q
Requesting Department: Fire - Rescue
Law Department
Matter ID No.
13 -2406
District Impacted: All
Type: X Resolution ❑ Ordinance ❑ Emergency Ordinance ❑ Discussion Item
❑ Other
Subject: Urban Area Security Initiative C UASI" Gram Program FY 2013 & Memoranda of
A nmMmts ("MOA's'h
of Item:
Resolution to establish a Special Revenue Project entitled: "The Urban Area Security Initiative
(" UASP') Grant Program FY 2013; appropriating funds in the amount of $5,225,000.00 received from
the U.S. Department of Homeland Security, passed directly through the State of Florida Division of
Emergency Management and authorizing the City Manager to . execute Memoranda of Agreements
("MOA's ") with contiguous partners, setting forth their responsibilities in connection with the support
of the UASI Project administered by the City of Miami Department of Fire - Rescue.
Background Information:
(SEE ATTACHED)
Bud¢et Impact Analysis
Yes 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: U ASI Grant Project
CIP Project No:
NO Is this item funded by homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: 0.00
Maintenance Cost: $
Total Fiscal Impact: $5.225.000.00
Final Approvals
(SIGN AND DATE)
Risk Management
Dept. Director
City Manage
Page 1 of 1
Background Information: (continued)
The United States Department of Homeland Security, through the State of Florida Division of
Emergency Management (DEM), has sub - granted the Urban Area Security Initiative (" LJASI") Grant
Program FY 2013 to the City of Miami and its contiguous partners in the amount of $5,225,000.00.
This program targets homeland security fimding to "high throat" 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 fimds will be used, as stipulated by the grant, for the purchase of specialized equipment,'
exercise, training, administrative services 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 appropriate
said grant award therein.
In addition, the City Commission authorizes the City Manager to execute Memoranda of Agreements
( "MOA's") with contiguous partners, Broward County, Broward County Sheriffs Office, the City of
Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City of
Holiywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of
Pembroke Pines, the City of Sunrise, Miami -Dade County, Monroe County, Palm Beach County,
Palm Beach County Sheriffs Office, and the Village of Key Biscayne, setting forth the parties'
responsibilities in connection with the development and support of the UASI Program FY 2013 which
is administered by the City of Miami Department of Fire - Rescue.
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