Item C07BOARD of COUNTY COMMISSIONERS
AGENDA ITEM SUMNIAI
Meeting Date:, January 1.. 2011 Division: Emergency Services
Bulk Item: Yes X No Department: Emergency Management
Staff Contact Person hone # Jose Tea 3 - 89-632
AGENDA ITEM WORDING: Approval of a Memorandum of Agreement with the City of Miami
dated July 8, 2010 concerning a United States Department or Homeland Security"s Office of Grants
Training G&T), through the State of Florida Division of Emergency Management FD M sub -grant
Agreement # 11DS-32-11-23- 2-233 in the amount of $312,472.00 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 &
'raining G&T , through FDEM, has su granted the Urban Area Security Initiative UASI Grant
Program., F' 2009, to the City of Miami, Miami -Dada and Monroe Counties, and the City of Hialeah in
the amount o 1 ,7 8, 61.0 . 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 $312,472.00 and it breaks down as follow: Monroe County Emergency Management
$145,833.00 and Monroe County Sheriff's Office $166,639.00.
PREVIOUS RELEVANT BOARD ACTION: The UASI FY05, FY6, UASI FY07, and I AS1 F'o
were approved on the March 15, 2006, May 11, 2007, March 19, 2008, and January 20, 2010 CC
meetings respectively.
CON I A CT AGR MIE1 T CHANGES: N/A
STAFF RECOMMENDATIONS: It is appropriate to accept UASI FY9 Grant award. The Monroe
County Sheriff's Office is to provide the County a Memorandum of Understanding to apply for
reimbursement of funds. A revenue fund needs to be established by the Office of Management and
Budget.
TOTAL COST: 312,472.00 INDIRECT COST: � BUDGETED: Yes No X
DIFFERENTIAL of LOCAL PREFERENCE: N7A.
COSH` TO COUNTY: 0.00 SOURCE FUNDS: UASI Grant
REVENUE PRODUCING: Yes I No. X AMOUNT PER MONTH Year
APPROVED Y: County Atty OMB/Purchasing X Risk Management X
D CUMEN A" I N. Included X Not Required
DISPOSITION. AGENDA ITEM #
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contractwith: City of Miami Contract ## 11-DS 32-11- 3 - 2-23 3
Effective Date: October 1, 2009
Expiration Date: April 30, 2012
Contract Purpose/Description:
Approval of a Memorandum of Agreement with the City of Miami dated July 8, 2010
concerning an United States Department of Homeland Security's Office of Grants & Training
(OG&T), through the State of Florida Division of Emer er r Mart gen ent DM sub- grant
(Agreement ## 11 DS-3 2-11-2 -- 2- 3 3 , and authorization for the County Administrator to
execute any other required documentation in relation to the appl.ication process. A revenue fund
needs to be created by OMB
Contract Manager: Jose Tezanos 6325 1
(Name) (E#
for BOCC meeting on ,tart 19, 2011 Agenda Deadline: Jan 4, 2011
CONTRACT COSTS
Total Dollar Value of Contract: $ 312,472,00 Current Year Portion: $ 312,472.00
Budgeted` Yes[] No Z Account Codes: GE -
Grant: $ 312 72.00
Counter Match: $ o
ADDITIONAL COSTS
Estimated Ongoing Costs: r For:
(Not included in dollar value above) . maintenance, utilities, janitorial, salaries, etc.)
CONTRACT RV1W
Changes
D to In Needed
Division Director f0 No[a'l'
Risk Management ��r-�� �� Yes❑ Ng�
Date Out
W1, 0 //,
O.M.B./Purchasing Yes❑ No0 �'` ,_ 1� afi 16
County Attorney t � �0 Yes[:] No
Comments:
OMB Form Revised l01 MCP #.
MEMORANDUM of AGREEMENT
FOR A `IC1PATI G MIAMI u SI GRANT 2009 AGENCY
"Monroe County 91
This Agreement is entered into this day of J 20101 by
and between the City of Miami, a municipal corporation of the State of Florida, (the
"Sponsoring Agency" and Monroe County, (the "Participating Agency").
RECITALS
WHEREAS,.the U.S. Department of Homeland Security JSDHS is providing �
financial assistance to the Miami urban area in the amount $10,708,461 dollars through
the -Urban Area Security Initiative ASi Grant Program 200r and
WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI
Grant Program 20 9; 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 tog and involve core cities, core counties, c tiguous
jurisdictions, mutual aid partners, and State agencies; and
WHEREAS, the 2009 Urban Area has ,been defined as- the City of Miami, Miami -
Dade and Monroe Counties, and the City of Hialeah, and anticipates sub -granting a
portion of the UASI. funds in acoordanoe with the grant requirements; and
WHEREAS, the City Commission, n solution. No. i `- O czl d ,
adopted on has authorized the City Manager to enter into this
Agreem ent with each partici ating a groc on ba aIf.ofthe Crf 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 Pates 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 Prograrn 2009 which was
made available by the U.S. Department of Homeland security and the State of
Florida Division of Emergency Managem nt. FDEM .
B. This Agreement serves as the Scope of Work between the Participating Agency and
the Sponsoring Agency.
[I.- SCOPE
A. The provisions of this Agreement apply to UASI Grant Program 2009 activities to be
ari`ormed at the request f the federal government, provided at the otl f the
p g g
Spon odng 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.
. No provision in this Agreement limits the activities of the Urban Area Working Group
or its. sponsoring Agency in performing local and state functions.
Ill DEFINITIONS
A. Critical infrastructure, Any system or asset that if attacked avid result in
catastrophic loss of fife andlor 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 ithi which the core city is geographically located. The
core city is the city of Miami.
C. UASi Grant Program 2009. The UASI Grant Program 2009 reflects the intent of
Congress and the Administration to enhance and quantify the preparedness of the
nation to combat terrorism.
D. National Incident Management system (NIBS). 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
in#ero erabili and compatibility among Federal, state, and local capabilities, the
p �
NIMS will include a core set of concepts, principles, terminology, and technologies
covering the incident command system; multi -agency coordination systems,
unifiedcommand; training; identification and
E. Urban Area Working Group AWG . The State Administrating ing Agency,..,Point o
Contact (SAA Pc must work through the Mayor/CEOs from all other jurisdictions
within the defined urban area to identify POCs from these jurisdictions to serve on
the Urban Area Working Group. The Urban Area Working Group will be
responsible for coordinating development and implementation of all program
elements, including the urban area assessment, strategy development, and any
direct services that are delivered by the grant.
F. UASI Grant Program Zoo. This grant is being provided to address the unique
equipment, training, planning, and exercise needs of large high threat urban areas,
and program ctivities must involve coordination y the identified core city, core
county/counties, and the respective State Administrative Agency. Funding for the
ASI Grant Program 2009 was appropriated by U.S. Congress and is authorized
by Pubic Lair 10—11# the Emergency Wartime e Supplemental Appropriations Act,
o. 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
he selected urban areas.
G. Urban Area. An urban area is firnited to inclusion of jurisdidons 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 13E i ONS( LE FOR:
A. Providing n 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 oifi s, 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 Se urty Strategy.
Ensuring the participation of the following critical players in the assessment and
strategy d veio m nt process: law enforcement, emergency medical services,
emergency management, the fire service, hazardous materials, public works,
governmental administrative, public safety communications, healthcare and pubic
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.
!. Submitting required reports,
V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLEFOR:
A. Providing are 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. Developing sub -grants for municipalities within each county in accordance with UASI
Grant Program 2009 requirements. Participating Agencies and sub -grantees must
abide by the grant requirements including budget authorizations, required
accounting and reporting on fund usage, use of funds only for the intended purpose,
'and tracking of federally funded assets.
C. Submitting monthly budget detail worksheets eets to the City of Miami on the progress of
direct purchases of equipment or services.
D. Complying with all UASI Grant Program .2009 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 oomprehensive Urban Area
Assessment, which in tarn will guide development of an Urban Area Homeland
Security Strategy.
F. Ensuring the participation of the following critics players in the assessment and
strategy development process: law enforcenient, emergency medical services,
emergency management, the fire service, hazardous materials, public works,
governmental administrative, public safety communications, healthcare and public
health.
G. Assisting the spDnsorin agency ire :development of a comprehensive Urban Area
Homeland Security Strategy.
H. Complying with the requirements or statutory objectives of federal law.
1. Ensuring satisfactory progress toward the goads or objectives set forth in the grant
application.
J. Following UASI Grant Program 2009 agreement requirements and/or special
conditions.
K. Submitting required reports as prescribed by the Sponsoring Agency.
L. Maintaining an equipment inventory of UASI purchased items.
VL 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 Agencyand 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
lave. Nothing herein is intended to serve as a waiver of sovereign immunity by any
party to which sovereign immunity may be applicable. clothing herein shall be
construed as consent by a state agency or subdivision of the State of Florida to be
sued by third parties in any manner arising out of this Agreement or any other
contract.
E. This is a reimbursement grant that requires the Participating Agencies to purchase,
receive, and pay invoices in full for equipment, services, and allowable personnel
costs PRIOR to submitting the same for reimbursement to the Sponsoring Agency.
v11. FINANCIAL AGREEMENTS
A. Financial and Compliance Audit Report: Recipients ipient that expend 00,000 or more
of Federal funds during their fiscal year are required to submit an ,organi adorn ride
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-1 33.
B. The Secretary of Homeland Security and the Comptroller General of th.e ;United
States shall have access to any books, documents, and records of recipients of
S! Grant Program 2009 assistance for audit and examination purposes, provided
-that, in the opinion of the Secretary of Homeland Security or the Comptroller
General, these documents are related to the receipt or use of such assistance. The
grantee will also give the sponsoring agency or the Comptroller General, through
any authorized representative, access to and the right to examine all records, books,
papers or documents related to the grant.
C. Financial Status reports are due within 45 days after the end of each calendar
quarter. A report must be submitted for every quarter that the award is active,
including partial calendar quarters, as well as for periods where no grant activity
occurs.
D. Submit progress reports to describe progress to date in implementing the grant and
its impact on homeland security in the state.
E. All financial commitments herein are made subject to the availability of funds and:
the continued mutual agreements of the parties.
111. CONDITIONS, AMENDMENTS, AND TERMINATION
A. The Participating Agency will not i1fiegally 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 rovislon of this Agreement later found to be in conflict with Federal law or
regulation, or invalidated by a court of competent jurisdiction, shall be considered
inoperable and/or superseded by that law or regulation. Any provision found
inoperable is severable from this Agreement, and the remainder of the Agreement
shall remain in full force and effect.
C. This Agreement may be modified or amended only with the wriften agreement Of
each of the P f#i i r
D. This Agreement may be terminated by either paw on thirty 30days written
notice to the other party.
E. This Agreement shall be considered the full anal complete agreement between the
undersigned parties: and shall supersede any prior Memorandum m of Agreement
among the parties, written or oral, except for any executory obligations that have
not been fulfilled.
F. This Agreement may be executed in several parts, each of which shall be
considered a valid Agreement, provided that each of the parties to the Agreement
has executed at least one 1 original copy of the Agreement and has transmitted
copy of the signature page hereof to the other parties.
G. This Agreement will end on April 30, 2012, unless otherwise extended, at which
time the parties may agree to renew the association. Renewal l will be based on
evaluation of the Sponsoring Agency 3s ability to conform to procedures, training
and equipment standards as prescribed by the grant.
SPONSORING AGENCY
THE CITY OF MIAMI, a municipal
ATTEST: Corporation of the state of Florida
BY -
Priscilla A. Thompson
City Cleric
APPROVED AS To FORM AND
CORRECTNESS -
Julie o. Bru
City Attorney
BY:
Carlos A. M goya
City Manager
APPROVED V AS TO INSURANCE
BY:
LeeAnn Brehm, ...Director
Risk Management
PARTICIPATING AGENCY
"Monroe county$$ .
ATTEST:
Y:
NAME:
Title:
TITLE:
APPROVED AS TO FORAM AND
Participating Agency Aftorney¢ {�
N10 OE COUNTY ATTORNEY
RO DA O OR
/CYNTHIA L. NAIL
ASSISTANT COVTY ATTORNEY
mate .�
Contract Number: 11 DS-32-11-23-02-233
FDA Number: 97.067
FEDERALLY -FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
_.-with hea dq uarters in T lI a has see,.F!add jtiereinafter r ferred to as th.e "Dlvis.ior! 7 .a and. City of Miami,
(hereinafter referred to as the "Recipient").
THIS AGREEMENT IS ENTERED 1 1TO BASED ON THE FOLLOWING REPRESENTATIONS:
ESENTATIONS:
A. The Recipient ipient represents that 1t is fully qualified and eligible to receive these grant funds to
provide the services Identified herein; and
B. The Division has received these grant funds from the State of Florida, and has the authority t
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, E, the Division and the Recipient agree to the following:
1 SCOPE OF WOR -
. .... ..The Recipient -shall perform --the word in accordance -with the Budget and Scope -of -Worl ,
Attachment A of this Agreement.
(2) INCORPORATION ATIOI OF LAWS RULES REGULATIONS AND POLICIES
The Recipient and the Division shall be governed by applicable State and Federal lavers,
rules and regulations, including those identified in Attachment B.
(3) PERIOD OF AGREEMENT.
T.
This Agreement shall begin October 1, 2009 and shall end April 30, 2012, 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 previsions of this Agreement. Changes
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(5) I EC I DKEEPIN
(a) applicable, Recipient's performance under this Agreement shall be subject to the
federal OMB Circular No. A--1 02, Common Rule: Uniform Administrative Requirements for State and
Local G overn m ents" or 0 M B Circular Flo. -1.10} "Grants and Ag ree m ents with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations, U and either OMB Circular No. A- , "Cost
Principles for State and Local Governments," OMB Circular No. A- , "Cost Principles for Educational
Institutions," or OMB Circular No. A- , "Cost Principles for Nonprofit Organizations." if this Agreement
1
is made with a cDmm rcial (for -profit) organization on a cost -reimbursement basis, the Recipient shall be
subject to Federal Acquisition Regulations 31.2 and 931.2.
{b) The Recipient shall retain sufficient records to shove 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 five years from the date the audit report is issued, and shall allow the Division
its designee,Ahe Sate -Chief. Financi@l o r- r 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 uniting by the DiViSiDn.
The five year period may be e)dended for the following exceptions;
I.lf rriyliti ti rf, i irrt r, -ud is- tart d- e#ore er -year - p r � --.-.__ .. ----
and extends beyond the five year period, the records shall be retained until all 11tigabon, claims or audit
. Records for the disposition of non-expenclable personal property valued at
$ ,000 or more at the -time it is acquired shall be retained for five years after final disposition.
. Records relating to real propel acquired shall be retained for five years after
. h e :clos ing o .the_,tra.n.sf c.- f. fle... ... _ ..... _. -
c The Recipient shall maintain all records for the Recipient and for 0 subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
t
costs, in a form sufficient to determine compliance ith the requirements and objectives of the Budget
and Scope of Work - Attachment A - and all other applicable lags and regulations.
d The recipient, its employees or agents, including all subcontractors or consultants t
be paid from funds provided under this Agreement, shall allow access to its records at reasonable times
to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during normal business
hours of 8.00 a.m. to :oo. p.m., local firma, cn Monday through riday. "Agents„ shall include, Ybut not be
limited to, auditors retained by the Division.
AUDIT REQUIREMENTS
a The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to bccount for the receipt and expenditure of
funds under this Agreement.
b These records shall be avaflable at reasonable times for inspection, review, or audit
by state personnel and other personnel authorized by the Department or the Division. „Reasonable" shall
ordinarily mean normal business hours of 8:00 a.m. to :00 .m., local time, Monday through Friday.
c The recipient shall provide the Department with the records, reports or f rianci i
statements upon req►se t for the purposes of auditing and monitoring the funds awarded under this
Agreement.
2
d - If the Recipient i. a State or local government or a non-profit organization as defined
1n OM B Circular --1 , a s revised , and in the event that the Reciplent expends $500, 000 or more in
Federal awards in its fiscal year. the recipient rust have a single or program -specific audit conducted in
accordance with the provisions of OM B Circular --1 33, as revised. EXHIBIT 1 to this Agreernent shows
the Federal resources awarded through the Division by this Agreement. In determining the Federal
-awards -expended -in its fiscal- ear) -the -Recipient shall moons+der-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 0 M B Circular A--13, as
revised_ An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
Circa ar A=1-3, as rvje r w rnee-he=girrr €ta pa�rrp..�.
In connection with the audit requirements addressed in this Paragraph B d above, the recipient
Wbalal e tiremm s-fcLrpr gihu Wes as pmvidRd in ubp.aif of B C irc€.tlar A-133.
as revised.
If the Recipient expends less than $500,000 in Federal awards in fts fiscal year, an audit
conducted in accordance with the provisions of OMB Circular -133, as revised, is not required, In the
�.:�event that.the.ecipient¢e pe d je # , o }j of-n ceral awards in .its Fiscal yrand chooses to
have a n audit cond u cted in accordance with the provisions of 0 M 8 Circular A-1 33, as revised, the cost of
the audk must be paid from non -Federal funds.
e Send copies of reporting packages for audits conducted in accordance with OMB
Circular A-133, a s revised, and required by subparagraph d above, when required by Section .32 0 d ,
OMB Circular A-13 , as revised, by or on behalf of the recipient to:
The Division at each of the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shurnard Oak Boulevard {
Tallahassee, Florida 3 -- 10o
.[also send an electronic GOPo aur111a.parrisb@a dca.state.f7.0 ]
and
Division of Emergency Management _
Finance and Administration
2555 Shuard oak Boulevard
Tallahassee, Florida 323 g- 1 o
Send the Single Audit reporting package•and Form S F-SAC to the Federal Audit Clearinghouse by
_ ...... _. ...... wr ...submission .online at
http://harvester.census.gov/fac/collectldde1ndex.htmI
And to any other Federal agencies and pass -through entities in a000rdance with Sections .20 ( and #,
OMB Circular A-1 33, as revised.
P ursuant to Section . 20 �, 0 M B Circular A-'l 33, as revised, the Recipient shall send
a copy of the reporting package described in Section .320 c , 0 'MB Circular A-133, as revised, and any
management letter issued by the auditor, f the Division at the following in addresses:
Department of Community Affairs
Office of Audit Services
2555 Shuard Oak Boulevard
Tallahassee, Florida 2 99- 100
[also send an electronic copy to auri11a.parrih@dca.tat.fl.u1
Division of Emergency Management
255 Shurnard Oak Boulevard
Tallahassee, Florida 9-2100
(g) By the date due, send any reports, management letter, or other Infor ation required
to be sub rnitted to the Division pursuant to this Agreement in accordance with 0 MB Circular A-131
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for --profit
organizations), RuIes of the Auditor General, as applicable.
h Recipients should state the date that the rpoffing package was delivered to the
Recipient when submitting financial reporting packages to the D ivis io6n for audits done in accordance vw M
0 1 Circular A-133 or Chapters 10. 0 (local ovemmentaI entities) or 10. 0 (nonprofit and for -profit
organizations), Rules of the Auditor General,
# if the audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agr ement, the Recipient shall be field liable for reim b u rsement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the ivis]on has notified the Recipient of such non-compliance.
The Recipient shall have all -audits completed by an independent certified public
accountant 1p * either a certified public accountant or a public account nt licensed under Chapter 473,
Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
year.
REPORTS
a The Recipient 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 subrecipients and
subcontractors in compleUng the work described in the Scope of Work and the expenditure of funds under
this Agreement, in addiflon to any other informa#ion requested by the Division.
N
b Quarterly reports are due to the Division no later than 30 days after the end of each
tuarter of the prog rarn year and shall be sent each quarter until s ubrnission of the ad m inist.rative close-
out report. The ending dates. for each quarter of the program year are March 31, June D, September 30
and December 31.
o The close-out report is due 60 days after t r inabon of this Agreement or 60 day
_... - -after oornple on of the actiivi a -wntained '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 fuser payments until they are completed or
may take other action as stated in Paragraph 11 REMEDIES. "Acceptable to the Division" means that
the work product was completed in arcordance yr ud f fop o +70
( The Recipient shall provide additional program updates or informat[on that may be
'JreU1-t1_-O-4he-9Msien.
The Recipient shall provide additional reports and infor nation identified to Attachment
D_
8 MONIT f _
The-1 ecip en t h i 1-monitor-its-performance --under-this - regime t,_ s=wel I as -that -of As- �.�t
s b n&aotors and/car consultants who are paid from funds provided ender this Agreement, to ensure that
time schedules are being met, the Schedule of Deliverables and Scope of Work are being acc mplished
within the specked time periods, and other performance goals are being achieved. A review shall b
done for each function or activity in Attachment A to this Agreement, and reported in the quarterly report.
In addition to reviews of audits conducted in accordance with paragraph above, r on oring
procedures may include, but not be limited to, on -site visits by Division staff`, limited scope audits, and/or
other procedures- The € ecipient-agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Division. In the event that the Division or the,
Department determines that a limited scope audit of the recipient is appropriate, the Recipient agrees to
comply with any additional Instructions provided by the Division or the Department to the Recipient
regarding such audit. The Recipient further agrees to comply and cooperate with any inspections,
reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or Auditor
General. In addition, the Div ikon will monitor the performance and financial m anagement by the
Recipient throughout the contract terra to ensure timely completion of all -tasks.
( LIABILITY
a Unless Recipient is a State agency or subdivision, as defined in Section 768.28, Lla.
Stat, and the Recipient is solely responsible to parties it deals with in carrying out the terms of this
A reement, and shall hold the Division harmless against all claims of whatever nature by third parties
arising from the work performance under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division, but is an independent contractor.
.
�,
Any Recipient which is a state agency or subdivision, as defined in Section 768.28,
Fla. Stat., agrees to t>e fully responsible for its negligent or tortious acts or omissions which result in
claims or suits against the Division, and agrees to be liable for any damages proximately caused by the
acts or omissions to the extent set forth in Section 76B.28, Fla. Stat. Nothing herein is intended to serve
as a waiver of SDvereign immunity by any Recipient to which sovereign immunity applies. Nothing herein
all be construed a s consent by,a-state - agency or su bdivision of -the State -of -Flodda to -be -sued by third
parties in any matter arising out of any contract.
(1 DEFAULT,
If any of the follo ring events occur ('Events of Default"), all obfigations on the part of the
-�� ision to make further payment f_fur_ds shall, �f �� Div ion el t ,fermi � t nd-f�D� �s�on t
option to exercise any of its remedies set forth in Paragraph (11). However, the Division may make
remedies, and without becoming liable to male 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 it the Recipient
--fails 4o.deep- r�pe or -a n -&Ahe-obligations; term- s or -covenants in -this greeent-or_,any.pre lour .-..�_-... __ �....
agreement with the Division and has not cured there in timely fashion, or is unable or un willing to meet its
obligations under this Agreement;
h It rnatedaf 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 tb-e Division or
have been submit d wi th incorrect, 'incomplete or insufficient information,
d If the recipient has failed to perform and complete on time any of its obligations
under this Agreement
(11) REMEDIES.
If an Event of Default occurs, then the Division may, after thirty calendar days written
notice to the Recipient and open the f ecipient'°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 piked in the United Mates, first
Mass ,nail, postage prepaid, by registered or certified mail -return receipt requested, to the address in
paragraph 1 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;
no
d Require that the Recipient refund to the Division any monies used for ineligible
purposes under the lags, rules and regulations governing the use of these funds.
e Exercise any corrective or remedial actions, to include but not be limited to:
1. request additional information from the Recipient to determine the reasons for
or the extent cf non-compliance or lack of performance,
... .-As ue a (itt € ' wamfn-to- advise- that -more serious measures may -b -tal a -if - _ .
the situation is not corrected,
. advise the Recipient to suspend, discontinue or refrain from incurring costs for
.any act vibes in question or
, require the ipie.n.t .to .reimburse the Division for the amount of costs incurred
for any items determined to be ineligible,
law.
(g) Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at la ► or in equity. if the Division waives any right or remedy in
ent- r= ils-tea i t;n trlc - e€for ance-b -the. Redpient,.,it-will . et.e eM -extend or-waive.4.....
any ether 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.
f
12) TERMINATION.
(a) The Division may terminate this Agreement for cause after thirty days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laves and regulations,
failure to perform on Miner and refusal by the Recipient to permit public access to any document, paper,
°. letter, or other mate dal subject to -disclosure under Chapter 1191 Fla, Stat.R. as amended.
b The Division -nay terminate this Agreement for 6onvenience or when it determines, in
its sole discretion that continuing the Agreern ent would not produce benefxeial results in line with the
further expenditure of funds, by provid1n p the Recipient With thirty calendar day's prior written notice. .
c The parties may agree to terminate this Agreement for heir mutual convenience
through a written amendment of this Agreement. The amendment will state the effective date of the
termination and the procedur s for proper closeout of the Agreernent_
d lnIthe event that this Agreement is terminated, the Recipient will not incur new
obligations for the terminated potion 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 di alIo red. The recipient s hart- 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 lave, withhold payments to the Recipient for the purpose of set-off until the exact amount of
damages doe the Division from the Recipient is determined.
1 TICE AND CO l' T T_
(e) A11 notices provided under or pursuant to this Agreement skull be in wriftng, either by
hand delivery, or first class, certified mail, return receipt requested, to the representative named below, at
the address below, and this notification attached to the original of this Agreement.
b - -The name and address -of the -Division -contract manager-for,this Agreement -is:
Carolyn Washington, Community Assistance Consultant
Florida Division of Emergency Management
Bureau of Finance Grants Section
555 Shurnard Oak Boulevard
v.x ..Tallahassee, Florida. 3 3 9- 100
Telephone: 85 1ow11
Fax: 85 88-
Email. carol n.washin tors ern.rn orida.corn
c The name and address of the Representative of the Pecipient responsible for the
administration of this Agreement is:
len Joyce, Assistant Fire'Chief
__ �_.1 _ ' NW ' Street
Miami, Florida 33136
Telephone: 015-50
Fax. 305-400-5029
Email: ajoyce@miamigov.com
d in the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the Marne, title and address of the new representative
will be provided as outlined in 13a boe-
1 SUBCONTRACTS
TS
If the Recipient subcontracts any of the work required under this Ac reernent, a copy of the
unsigned subcontract must be forwarded to the Division for review and approval before it is executed by
the Recipient. The Recipient agrees to include in the subcontract that i the subcontractor is bound by
the terms of this Agreement, ii the subcontractor is bound by all applicable state and federal laws and
regulations, and ifi the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the su bcontracto �s performance of work under this Ag reement, to the
extent allowed and required by laver. The Recipient shall document in the quarterly report the
subcontractor's progress in performing its worl under this Ag reement<
For each subcontract, the Recipient sh in provide a writte n statement to the Division as to
whether that subcontractor is a. minority vendor, as defined in Section 288.703, Fla. Stat.
1 TERMS AND iTl
This Agreement contains alf the tens and conditions agreed upon by the parties.
S
1ATTACHA E TS
a All attachments to this Agreement are incorporated as if set out fully.
b In the event of any inconsistencies or conflict between the [an g uage of this
Ag reernent and the attachments, the langua a of the attach rnent hai[ control, but only to the extent of
the conflict or inconsistency.
R�.. c... This Agreement ,has the -following attach m en t:
Exhibit 1 - Funding Sources
Attachment - Budget and Scope of Work
Attachment B Program Statutes, regulations and Special Conditions
'Attachment C Justifia iori of Advance
Attachment D- Warranties and Representations
- _ ttacbment F - C erfificati an R eg ardinago—De-ba ent_ _-
Attachment l= - Statement of Assurances
7) FUNDING/CONSIDERATION
e This is a cost-reim bu rsernent Ag reernent. The recipient shall be reimbursed for
ati a tear -per-formar ce- f-- er mt r u der--ln-an zmou t-f-wt -to -exoeed-.* 1 j ' , - ], y .
subject to the availability of funds_
b Any advance payment under this Agreement is subject to Section 21_111r
Fi wand is contingent upon the recipient's acceptance of the rights of the Division under Paragraph
1 b) of this Agreement. The amount which maybe advanced may not exceed the expected cash
needs of the recipient within the first three months of the contract term. For a federaiiy funded contract,
any advance payrnent is a Iso subject to federa 10 M B circulars ,87, -11 D, A-1 2 and the cash
Management Improvement Act of f 990. if an advance payment is requested below, the budget data on
which the request is based and a justification statement shall be included in this Agreernent a .'
Attachment C. Attachment C will specify the amount of advance payment needed and provide are
explanation of the necessity for and proposed use of these funds_
An advance payment of _ _.., X. is. requested
c After the initial advance, if any, payment shall be ,Wade on a reimbursement basis a +
needed. The recipient agrees to expend funds in accordane with the Budget and Scope of Word,
Attachment A of this Agreement. i
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 Manag a ent and B udg etin , the Mate Chief financial Officer or
under subparagraph I h of this Agreernent, all obligations on the part of the Division to male any
further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty
days of receiving notice from the Division. -
1 REPAYMENTS
All refunds Dr repayments due to the Division under this Agreement are to be made payable to
the order of 'Department of Community Affairs" and mailed directly to the following address:
Department of Community Affairs
_ cashier
..w,.. T -_ ._�.. _ _.., ....n..._.,_.r ._ -. �..��_._.a..�. _.�.... ...... .�.4 Fiscal Management
2555 Shurnard Oak Boulevard
Tallahassee FL 32399-2100
In accordance Vith Section 2 1 b.34, Fla. Stat.3 if a chock or other draft is returned to the D€vision for
Collection , Recipient shall pad' the Division a service ce fee of $15.00 or 5 % of the face a punt of the
returned check or draft, whichever is greater.
-Tf9TNTA-ffD-ATED-U0-NDT-
(a)The validity of this Agreement is subject to the truth and accuracy of all the
informa on, representations, and matedals 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
re q uiremen if r f- r ff- t Mf- f' i d ihfd-( gdff, r prE%-e-ntata t ; arid- leri ls,Y mmir .o vrat d y�.:....
reference.. Add zonal special conditions are listed on Attachment B. The inaccuracy of the submissions
or any material changes shall, at the option of the Division and with thirty days written notice to the
Recipient, cause the term ination of finis Ag ream ent and the release of the Division from ail its obligations
to the Recipient.
b This Agr em nt shall be constr ed under the lava of the State of Flodda, and venue
for any actions arising out of this Agreement shaii be in the C ireuit Court of Leon County. if any provision
of t its Ag reemen t, is in conflict with any applicable statute or rule, or, is un enforceable, then the prov is ion
shall be ni~iii and void to the extent of the conflict, and shall be severablef but shall not invelidate - any other
provision of this Agreement.
c Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall urvive 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 Arnenc ns With Disabilities Act Public
Law 10 1 -3 361 4 2 U.S. C. Section 12101 et seq.), which prehibIts discrimination by public and private
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services, and telecommunications.
munications.
Those who have been placed on the convicted vendor list follow'rng a conviction
for a public entity crime or on the discTiminatc vendor list may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit e bid on a contract with a public entity for the
10
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 contract with a public entity, and may not transact business with any public entity in
Ices 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.
...R,.. _... .. .._. _ . --My -Recipient -which -is not -.Io l..govemment. or -state _ g .n y,_ a nd which
receives funds under this Agreement from the federal govemment, certifies, to the best of its knovAedge
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 federal -department -or agency;
. have riot, within} a five-year pariod' preceding this proposal been convicted of
or had a civil j udg ment rendered aq ainst there for fraud or a cnminal ol=fen se in connection wi th obtainl ,
attempting to obtain, or performin 9 a public (federal, state or local) transaction or contract under public
t ns cticn- violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, �-
bribery, faisi cation or destruction of records, making false statements, or receiving stolen property;
3._ area not presently indicted or otherwise cr'irninally or civilly chaFged .� a.
govemmentai enfity (federal, state or local) with 'Commission of any offenses enumerated in paragraph
19(g)2. of this car ficationr and
4, have not within a fire -yeas` period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
If the Recipient is unable to certify to any of the statements in this certification, then the Recipient
shall attach an explanation to this Agreement_
in addition, the. Recipient shaft send to the Division (by email or by facs imIle tra nsm iss ion
the c mpi ted " rtification regarding Dc arment, S us pe ns ion, I n elig ibiiity And voluntary
Exclusion" ( ttachment ) for each intended subcontractor v hich l ociplent plans to fund under
this Agreement. The form must be received by the Division before the Recipient eaters into a
contract with -any subcontractor.
(h) The Mate of Florida's perrormance 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 2 16, Fla. Stat or the Florida Constitution.
iAll bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a paper preaudit and po taud'it thereof.
Any bills for travel expenses chair be submitted in accordance with, Section 112.0613
Fla. Stat.
II
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 rnatedal subject to the provisions
of Chapter 119. Fla. Sta t., which the Recipient created or received under this Agreement.
l if the Recipient is allowed to ternporadly invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the
D vi ions ligati ri=to, a the, . tract amciu t.
The State of Florida wil) not intentionally award puMcly-funded contracts to any
contractor who knowingly employs unauthorized alien workers, consfituting a violation of the employment
provisions contained in 8 U. S. C. Section 1324a e [Section 274 e of the Immigration and N tion@ lity Act
("INA')]- The Division shall consider the employment by any contractor of+unauth 'r' d afiiens a Violation
of Sedon A of the 1 A. Such violation by the Recipient of the employment provisions contained in
n The Recipient is subject to Florida's Government in the Sunshine Law (Section
. 011, Fla. tat.) with respect to the meefings of the recipient's governing board or the meeting s of
any subcommittee making recommendations to the governing board. Ail of these mee ngs shall he
pen-tea-h ulie;-an -the-minutes-of-all-the.- erg . hal1rh u lic-naco.rds,availabie.._�.. .w..._.v. _ . _.
to the public in aocordance w1th Chapter 119 , Fla. Stat.
(o) AM unrnanufactured and manufactured aricl s, materials and supplies which are
acquired for public use under this Agreement must have been produced to the United Mates as required
t
under 41 U- S. C . 1 Ba, unless it would not be in the public interest or unreasonable in cost.
(20) LOBBYING PROHIBITION
a No funds or other resources received from the Division under this Agreement may be used
'directly or indirectly to infi ue ce legislation or. any other official action by the Florida Legislature or any
Mate agency. i -
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, art officer or employee of Congress, or an employee of a M ern ber 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, renevwral, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to 1ntluen ce an officer or employee of any agency,
Iernbr of Congress, an officer or employee of Congress, or an employee of a lernber of Congress in
12
connection with this Federal contract, grant, loan or inoperative agreement, the [recipient shall compiete
and submit Standard Form--LLL, 'Disclosure orm to Report Lobbying."
. The Recipient shal) require that this certification be included in the award
documents for ail s bawards (including subcontracts, sub r nts, and contracts under grants, loans, and
aoperati a agreements) and that all subrecipients shall certify and disclose.
_ ..... ____..._ ..- - _...._W..._ . -Thies certification 1s, a material re presentation of fact upon- rhich--reli nce, ras placed . ..... -..
when this transaction was made or entered into. Submission of this certification Is a prerequisite for
making or entering into this trans ction imposed by Section 13 52, Title 31, U. S. Code. Any person who
falls to file the required certification shall be subject to a civil penalty of not less than S ID�Doo and not
more than $100,000 for each such failure.
1 PYI IG PATENT AND TRADEMARK
PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE of FLORIDA.
ANY AND ALL C 0 PY IG HTS ACCRU I N G U N D E R 0 R IN CON N ECTI 0 N WITH THE �ERFORMAN CE
OF THIS AG REEM ENT ARE HERESY TRANSFERRED BY THE REGfPIE T TO THE STATE OF
If the Recipient has a. pre-existing patent or copyright, the Recipient shall retain ail
rights and entldernents to that pre-existing paten# or copyright unless the Aagreernent provides otherwise.
b If any discovery or invention is developed in the course of or as a resuft of work or
service performed under this Agreement, or in any way connected with it, the Recipient shall refer the
discovery or invenbon to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights a ccruing under or in con ection with the performance of this
A reem'ent are resarved to -the State of Florida. -If any books, manua[s, films, or ether copyrig hta ble
material are produced, the Recipient shall notify the Division. Any copyrights accruing under or.in
.,
connection with the performance under this Agreement are tr2n ferr d by the Recipient to the state of
F[odda.
c Within thirty days of execution of this Agreement, the Recipient shall disclose all
intellectual properties relabng to the performance of this Agreement which ke or she knows or should
know could give rise to a patent or copyrig ht. The Recipient sha[1 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 al[ patents and copyrights which
accrue during performance of the Agreement.
LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has autho6zed the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and hind
Recipient to the terms of this Agreement_
ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated a
Attachment F.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
RECIPIENT; CITY of MIAMI
Name and title:
Date:
F1D#
STATE OF FLORIDA'
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Tilde: David Halstead, l.p�er-ice Director
pate: r%/P % Q
-Secure ty4nitiat*lve.-Grant-P-rogram --YV-2009 -&-Memoranda -ofARr-eements'.1
ATTEST: CITY OF MIAMI, FLORIDA
.. ....................
Priscilla A. Thompson Cs A. Migoya
City Clerk City Manager
APPROVED AS TO FORM AND APPROVED AS TO INSURANCE
CORRECTNESS. REQUIRENMENTS:
Julie 0. Bru Lim, Director
City Aftomey Risk Management Division
G-AAj ksl * j
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE_ If the resources awarded to the Recipient are from more than one Federal program, provide the
same information shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal agency: Urban Area Security Initiative ASi
Cata I og of Federal D o m es tic Assistance title and n u m be r: 9 7..0 67
Award amount: $10,708,461
THE FOLLOWING COMPLIANCE REQUIREMENTS UIF Ei ENT APPLE` TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
EI T:
NOTE.- If the resources awarded to -the Recipient represent sent more than one Federal program, list
applicable compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
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 0 -10 State Homeland Security Grant Program
SHSGP , consistent with the Department of Homeland Security State Strategy.
2. l e ipient is subject to all adminl tractive and financlaI require rn e nts as set forth in this Agreement,
or will be in violation of the terms of the Agreement.
NOTE: Section .400 d of 0 MB Circular A-1 33, as revised, and Section 215 .9 a , Florida Statutes,
require that the information about Federal Programs and State Projects included In Exhibit 1 be provided
to the Recipient.
Budget and Scope of Mork
Proposed Program Budget
Below is a general budget which outlines eiigible categories and their allocation under this award. The
Recipient is to utilize the "Proposed Program Budget" as a guide for completing the 'Budget Detail Workshee ",
below.
_. .-The-equipment - ategory Ml .r q uire a "retailed .Budget Worksheet" .including .the .proposedaquiprnont to be _
purchased and the corresponding Authorized Equipment List (AEL) reference number. The AEL can be found at
v .r b_u ,
The transfer of funds between the categories listed in the "Proposed Program Budget" i s permitted. However,
% of the award allocation has to be used for eligible LETP- Type activities.
_ However, at-th -discretion of-the-i ecipient,-funds allocated toManagement and Administration costs (as
described in the 'Proposed Program Budget") may be put towards Programmatic costs instead. However, no
more than % of each Reoipfent ' total award may be expended on l anagement and Administration costs.
1
The Recipient is required to provide a completed budget detail wor she t, to the Division, which accounts for the total
award for issue as described in the "Proposed Program Budget".
If any changes need to be made to the "Budget Detail or sheet", after the execution of this contract, contact the contract
manager listed in this contract vi@ email or letter.
a: +.': +,:.: v.: K' ' #." -r^` . `,r. f�'.. •.=c �' :i+. c. _(=-v •,r.'k : YS.,:_x ••S�, v�... "�' �, :;t tx, �'r. `7 .r� . - Jan>s iw^." .: �'xv" "�x.'x � . �'n �r X} r'>t -'�
z #'tRh' .^'�a�'if: }'} # +s' .t'r''3. '� � 'c ,c ��-' +c.c{` r *: <r- .�� kx 'fit �, t• +t.f' :o''. i.,,{{, ,4 �-', x+;'tr _ �cS .f.:at. �+n sC.. ,�{ x� �,'ri Ek.{ LLip+. .�x
�":: w.t.'_Y' +�S,q?i� ,a� Si' .yb'o. i. s" =�' .trt}�.; �'# .��'.. co-�'��"" ,3s".:oY �`'¢'c`�, s. xtr.rn .�- X�� .4.+, c. t# *"� '. L. :v4t t:¢a='{, a*x--�.�•`"'<' .,e.'�i^t�-
s;. .{%iat.{'i'{'2vP,:.>vyy' �+{th,-°oz ;6: k}k .Y Y< ;'. F?. Yr "o {k>. �.'+d. - :_,.+#�._ ! ti✓t .p. " k.f Yy.x
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k:='�'SXL f R.% `l-,n k.�"• k 3 f'i': .M1 O �fF" i.r :
:r., �,.'.,o` ���. �t%,�?�;;.;.�>^f: .s�:�e6f "w:: m:*�.?•�.
1'a' .z� .�:tc -;cYSx:cv�'i.G_'C•<. � rt: �=-$S7'Y ra. r'.ex. �s",Ca5:,3 § 9{ �.x
z3b:
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t.J 3h `�+�',:
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■YR\## tkF/
3/1f* b I
rr}i!0S
M
Y tc
y.J.
Developing scenario plans that incorporate the range of prevention,
protection, response, and recovery activities for a scenario
Developing and implementing homeland security support programs and
adapting DHS national initiatives
- -
'-Developing related -terrorism -preventi n activifies _
Developing and enhancing plans bnd protocols
Hiring of full or part-time staff or contractors/consultants to assist with
planning activities (not for the purpose of hiring public safety personnel
_
fulfilling traditional public safety dudes)
1. CBRNE Emergency Planning Coordinator
2. Preparedness Planning Services
1
$80,000
$80,000
3. Planner (14 months, incl fringe)
1
$ ,3 7
$ ,
__ .__-P-1a�r,Fyn-,ryre�'�'y-Door inatlo�r�-y:�_1 - en,�-tit+:is,jno}lam-yfFring )
.� .._._
�,a�.�.. +�--"-�=Q`��j��V]��'
{
.�yy`.�+a4fV4/� ��
. - �] 00 ,�
...m_____T'. . . . _. .
{-yY�Y--Y-=.� }��+�__
5. Communications 1 Planning 1 Services (this project #J split b4�'�'-
$r324
$285,824
P, T & E)
1
$50,000
$50,000
6_ Preparedness Planning Services (this project is split btw. Pt T
1
$100,000
$100,000
E )
'i
$0, 000
$60, 060
. EOC Job Aide Development & Collaboration System
$100,000
$100,000
Integration
1
$139, 00
$139, 06
. Homeland Security Planning/Public Awareness for TL
.1
$1 0,000
$1 0,000
. Municipal & Emergency Management Partner
�
$ 0,431
$ 0,4 '1
COOP/Emergency Plan Developrnentl nhancement AIMS
1
$30,000
$ 0to60
Compliance (Split btw. P and T)
'1
$ 0,000
$ 0,006
10. MDC Departmental & Facility COOP Development & Updates
1
$549,338
$ 4 , 36
11. Regional Planning (split btw. P,T E
1. Regional Communications Planning (split btw. P,T, & E
13. Regional l IMS/NRF Planning (split btw. P: T & E
14. Project Planning
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel/per diem related to planning activities
Overtime and backfili costs - Payment of overtime expenses will b
for work performed by award (S AA) or sub -award ernployees in excess
of the established work week (usually 40 hours) related to the planning
activities for the development and implementation of the programs
under HS P.
Other projects areas with prior approval from FE1
Allowable LETP Planning Costs
Establishment / Enhancement of Fusion Centers
Hiring an IT specialist to plan, develop, and implement the 1T
applications necessary for the fusion center
Developing and planning for inforrnationlintelligence sharing
groups
Hiring contractors and consultants to make recommendations on
the develoDment of the fusion center
Quantity J
V n it Cast I Total Cost
Conducting point vulnerability analyses and assessments
Soft target security planning (public gatherings)
Developing border security operations plans in coordination with DBP
Developing, implementing, and revieWng Area Maritime Security Plans
for ports, waterways, and coastal areas
Updating and refining threat matrices
Integrating and coordinating private sector participation with fusion
center activities
Developing and implementing civil rights, civil liberties and privacy
ii oci a ," Pro edures, ' rid roto of s. y �... .
Acquiring systems elloving connectivity to State, local, and Federai
data networks, such as the rational Ceirne Information Center (l l
and Integrated Automated Fingerprint Identification System (1AFIS), as
aeproprite
Designing and developing Mete and local geospabal data systems
Costs associated with the adoption, implementation and adherence to
AIMS National Credentialing Frameworks
Integrating and coordinating private sector participation with fusion
center activities
'�'3:r ,+• 'x' w}A Tnt slhmite
:rt•' :�xv' ..c•. .. �a.;. x>r 'y f x' rv�E< '. C•>< •c{ .r
f fi e-
i w s
r~
Overtime for information, investigative, and intelligence sharing
activities up to 50 percent of the allocation)
Reimbursement nt of select operational expenses associated with
increased security ,measures at critical infrastructure sites, incurred
-d Uri t M pefjod TkD -d er r ales r�pio g p f e—n-1 of e -
allocation.
Hiring of new staff position/ contractors/consultants for participation in
information/intelligence analysis and sharing groups or fusion center
activities (up to 50 percent of the allocation)
'+;.
.�.s"i:'.?a
AY,r..r`t{x " ta•: e:d 1t {" #'i ;... e" . .ak':2'':'E C
''a'�Gis+ 1A y � .qar'<'C •G. .zJ. :4 r� +j ii"{, x<7 x`. v.•�!}��`;{..'`" jF«'i #'::-`>.}" ..2 �s
�fv�ri��rar�
-_ ._y .] y ?.rt 35 y. i.f ry :.. ...v:_ :.`i'i'*.pi.;{>:€�J::.:.{f `i•z',-.,#+; yi. �`az .'r:, `-•#:. •'tfz. ek*.<Jcc:4,,{
Overtime and backfill for emergency preparedness and response
personnel attending FEMA-sponsored and approved training classes.
1. SWAT •T Tactical Medic Program Training
. NIMS Compliance Training — Disaster Management
imulationlTraining
3. Field Force Training for Patrol Officers
4. Training Overtime/Backill
. University of Miami E T Training
6. Bac fill for fire departrnent personnel to attend training and
drills
7. Specialized Emergency Training for Terrorism/Emergency
Responders/incident Comm@nd
3. Fire Boat Rescue `training
g. Fire Service Intelligence Enterprise (split btw T & Equip)
10. Municipal & Emergency Management Partner
COOP/Ern rgency Plan Development/Enhancement bill
Compliance (Split b +v. P and T)
11. Regional Training (Split bt . P,T E
12. Regional Communications Training (Split bt,rwr. P, T & E
13. Regional AIMS/ F F Training (split bt . P, T & E)
Overtime and bac fill expenses for pert -tune and volunteer emergency
response personnel participating in FEiA training.
Training Workshops and Conferences
1. Citizen Corps Traininq
' _ ' {�.i f,. �f_ry�}Mt � Ts;1 ,{' '-,��f. { - �ii>a:� '�`.r� •.f�;.e v-�d..:='.; ::'} '�: :':. �F' ,
4� �', �'.•�F rs '<i :l� .'i'��! }� r ff'{�: to �� kY :•z�}: r'.'•"t ##y..?f t.S L.i'i..
0 : r
t
$52,737
$5 ,737
$125,680
$125,680
110,0
-- -4' '$'110'000
1
1
$80,000
$50,000
1
$70,877
$70,877
1
$ 1, 88
$ 91, 88
1
$ 00,000
$ 00,000
1
$ 8,600
$ 8,600
1
$70, 00
$70,500
1
$,000
$20,000
1
$ 0,000
$20,000
1
$30,000
$30,000
1 1 $30,000 1 $30,000
or -Part- 'ime-Staff-or ontra ctors/ onsu Itant . _. r r� _ �.� ��-
1, Communications TrainingServices
. Pre tiredness Training Services
�4... - �r- �n-_
�
__ .�
� ,ODD
,� D
Travel
Supplies
Tuition for higher education
Other items
Allowable LETP Training Costs
Quantity
Unit Cost
Total Cost
Establishment I Enhancement of Fusion Centers
Participation in DIES approved intelligence analyst training
Participation in up to three non-FEI A approved intelligence analyst
training
- I A complete list of FE A approved courses may be found at ww.o' . sdoi. ov/FE lA/docs/Eli ible Federal Courses. pdf I
I Design, Develop, Conduct and Evaluate an Exercise I I I I
conduct an Exercise Planning Workshop to include costs related to
planning, meeting space and other meeting costs, facilitation costs,
materials and supplies, travel- and exercise plan development.
Full or Part -Time Staff or Contractors/Consultants - Full or part-time
staff may be hired to support exercise -related activities. Payment of
�..�_ ......r_. sal. @rie a€qd fdg e benefi
the state or local unit(s) of govemment and have the approval of the
state or the awarding agency, whichever is applicable. The services of
contractors/consultants may also be procured to support the design,
development, conduct and evaluation of CBRNE exercises. The
applicant's formal written procurement policy or the Federal Acquisition
Regulations (FAR) must be followed.
1. Communications Exercise Services
. Preparedness Exercise Services
_ Catastrophic Disaster Full kale Exercise
. Regional Exercise (Split btw. P, T & E)
. Regional Communications Exercises alit btw. P,T, & E
. Regional NIMS/N F Exercise (Split btw. P, T & E
Overtime and backfill casts — Overfime and backfill costs, including
expenses for part-time and volunteer emergency response personnel
participating in FEhA exercises
Implementation of HSEEP
Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) ere
allowable as expenses by employees who are on travel status for
official business related to the planning and conduct of the exercise
projects). These costs must be in accordance with state law a
highlighted in the OJP Financial Guide. States must also follow state
regulations regarding travel. if a state or territory does not have a travel
policy they must follow federal guidelines and rates, as explained in the
OJP Financial Guide. For further information on federal law pertaining to
travel costs please refer to http://www.oip.usdoi-gov/F!nGuide.
Supplies - Supplies are items that are expended or consumed during
the course of the planning and conduct of the exercise project(s) (e.g.,
copying paper, groves, tape, non -sterile masks, and disposable
protective equipment).
'1$20,000
�70rk.�1111
$75,oLJ�J
o,oOD
'1 $20,o0Q
0, 000
Other It - These costs include the rental of space/locations for
exercise planning and conduct, xerd se signs, badges, etcr
lla w iibl LET— : xrr i . Coss Quantity -Unit .Cost .'Total Cost
Exercises to evaluate the effectiveness of information sharing plans,
policies, procedures, and protocols
Exercises to evaluate NIMS implementation. This includes costs
associated with exercising components of the NIMS National
redentialing Framework
Y Exercises to evaluate facility and/or vessel security protection � �Y
Exercises to evaluate area maritime security protection
Exercises to evaluate threat recognition capabilities
_.Exercises -.to evaluate cyber secudty.'capabilities J.
Exercises to evaluate agricultural/food security capabilities
Exercises to evaluate prevention readiness and techni €yes
"Red Team" (force on force) exercises
interoperable communications exercises
riticaI infrastructure vulnerability, protection, and/or attach exercises
1E g b e Eq ipme t � 'oisiti :Costs
-The table below: highlights -theallowable equipment categories for this
award. -A comprehensive listing of these allowable equipment
catonie, and specific equipment eligible uder.each -category, can be
found on, the weblbased :Authorized Equipme' 'nt list at: Quantity it host Total host
:. http://www,rkb. u
li c'cn �Adtho k6d Equlpmen.tfList AEL
:..f you uvi: pufrche a pace of qL!ipm ent frmany. category,
efloi' '' then,jn,tile space -given:: ion that c to or ,:: ' t'the " EL
.''item number" and : utttlel'
,L.
.y, �{��'
�}} _�. `v
... 7 a � mt
.. ... r r k { .
... } k u s r. � '�t �:•_ .Y tip }�:
..1€.�,_. .. ... _..{._. ��_r.f .+r•..��.-.t��..5.,.�.., J'k: t :I..
t
s .
... ... / { w .... .. L{..x. �.4 .. k � .. ....t ,,. J s.. \YI f_M1 _ Mr n.�.. +f�� .... j.ti'.
K It � } r ,.x-tn� '�'_ .'s .. '�M1' `st] :: tir`t .`i. _ .4::�
♦ _ *:. x s _ t.: y s
s .' .. :Y
t .'�
4 r ::�. ' x' +Y
.�..P�ersonaZ. rrctec�ve... � .: ..�.:.._:;.. �.x..,.}�'�::.. t...�.F f..: k`f:r
�is .�� 3� �{�
n t.,.. ,...>� v 'v..i �f ..._.:k .: � t ..: h-r�. . ,. �. '.'� 'w' r; .5 ��a
.. ..�z t. ...: _.;. t, .., �, ., [..., r .'�^: r. '-t. ..x�....t.'4 +. •.ti ,y, :r. '•t�.rt F` ':�� {. �:.#� { �il��'rt. F-�, i�F, �.i�.
• ;` 'R•�
1. PPE — Proximity Fire Eighfing {AEL #01P -01-ENS M) 1 $220,000 : *`` 2 0,000
. batch Gear AEL #0 1 LE- 2-P PD 1 $16,000 $16,000
a Self -Contained Breathing Apparatus S BA} 1 $68,420 $68,420
(AEL 01WA-01-BA) 1 $50,000 $50,000
4. Self -Contained Breathing Apparatus ( EL #01 A-01- BA)
'.. x ...t ._w.{.y,..-': t. n..s s k' •k :: t ' t .
Y'
:...... .._. .,.. � k :Y':' •{-- ',i-' t',� } {'
h .. _.
,5. ... ..w_ z'r. _. t ..r vk..,.,o-.... 3..t.t.c , - <>a� Y F_. .....v..t.•.-. .v �>. { r } z.. :'{.- x�:'. ..'r,µ 4'a' L.. �i? a {'P.'
w 5.� .,". ._'y � k
. �• •:>.4-t- ... .,._.;_.r, ,:r - .. �_t.:wfy; ;;:' •:, ,,. ...... -,.'t�
tk:
... t ...-�. _:...�tx..... v `c � t>:.._ n.v:.. _ _. -� .- a �'x �€
x �t '�, {. a �r +}:==�{# `i 4'v .i. }. .,. ••e 'w, �i". ;�'._:�. r.,... .x�
'>r � v G.t n ,i �w
K...vt� v . _ _ v.G '
1 :a f: .'r�> •c' •it.� �# r�ry' .4.. i�.. :1y.<_ >. i't: ?i•�.•• :r:." t�:'_.y f': y�.: :��' .r--i.k
.r +.,x, .> iy _... t .:t ...: ,� .�... _.. .n '. fi..
{ ,.x � .x S�` r- z ..#_�.,},- ..st{. r.:?.. '�7'.'.L�s '4+ :�.. t+,�.. .�.'- .'k .-.�" a. ��`� 'f'•
.-. ��...: .�:.. �... ��...... _ .�^ x•.y. .t,. skcr > _ �
_...... t..... .�. ,�.... ... ,....,. �- ....��£�_.. ..y «. .'i '�.�t? "��' .:.{++ ..;..':_-.��.f�'� �� "{'., �..-:.`i' .*�•�z' �.*Ct:C:..,.=? ':i<i'„ ,•;._ .�'�� I._'�`:�,
Y 4 :..i .'i. +..f. fu } j
_ .M-tr i i }.. i.'l :.
'� 1`x
�: ki i.fz : f.: �".n�1
s}'.�
Y.�/ I..f 1�5./L .'t �:.k. �:.... Y:.. s'S:':'s } �.� _r?i
r t.rn� at�ontr�d�r.rerne��atrdn:�e 'ui` �C3r1�e�1�'° t :� :;.:,.;,.. �;ry_r _ 4.}:.
"{'„ �£ .x.t :•#'"6:. ��: a.1" �.ay,•�a� �.��fk'" •.�ta:.�e >.xx-`{'t'�, _�,x�
._x ,.>{ ...t.t� ��a,-..�w.�..:»:4ir•:nx«{S'k`�e..�.+.rt. '.:>.':•;.•'�z: ,:,'ty: ,:..�..w<ry }5�
,v:^y,':?'x�Y�.>+,rx zxt.. - .ka�.rtrwr Y c-
"'E t.{��':i.� - tr', x.r v'+i' .a.' ���., cf k.�.:'.. i' #� �'#,.x #'x>J,.t k i^•t x.C.. �{' .{' {
+ .: x r
Ntil1<.. s'{ v S: hn :?.'-5+k*'. '�.: i .9 { ..k.* •.'F
r¢ Yta''i;.>:�.wt�::{. �..�� a;k':i::st•
��} ."43"
�l« S �:i<
kk .k �4-t
<iiw t..°+-',.. f ; j : 6'• t� irk
.'t
n
9 s:
{w: <�'_. ...: �:: t.•:<^}t '�i^:" ..j. ti:'1�'�ri'^�!•': ykt it� �}is '��
1. Remote camera system, command post, WN/Intemet-based 1 $7,000 $7,000
(AEL 0 EX-00-P B I E
. v r{.•r. _ . .. _. ..r ... *x... t t .... a... .... .. ..,> ... _6, t,.+ •..�'r . Sx ,#.. _ ::.7' >���.. 5
{.. y�•r v.4i "6 .J �} i�<� rat �3.; rR.
•r. i<;. :I' ..Y+ .�..,
.i �f�1:E•<.o .e.tiox�a�_.�at�c r�.,1y.�a••+� 1y(; �y�+ .}••+� LIB rn.ont.. :��� _ _ _ �:'�:'�.:f.� .gin`
^i: �V �.:' �l .- ;','�F.'" •N� .'��'3. 'M1kY ��... •. A�''t
.in ?.w�. 'r' �,�. s•.r.at a f'.'s'`.�Et-h vcYf`<. _':'z........'`''I ��.r����. •s �< "{'.•�'... L. t�, +x
1. Ballistic Vests AEL##O 0E-0 I-V TO
2. . Tactical Fescue Team Cache and Transport (AEL # 0 -0 - 1 $22,000 $22,000
TLHN, 03SR-0 1 -COMP, 03S -0 -TP GS, O FF-03-KM N, 1
$120,030E-0 -ROPH, 0 E-O -F B, 030E-0-�"'iJl Yl tii , 0 10
R-01- 'l 4,000 14000
000
,
Br� "T�LiLJ
I-�
. PPE for Police Response to B IE �-Tactical Carrier Vests 1 = 0 , 0
{AEL##�E-0'I ��lST 1 1 �000 1,ODO r
367
4. Night Vision lonocula�rs ) AEL 0 E-0 -B 1 'I, '1,
. lion -Ma netic Tool Comprehensive (Bomb) 1 ,'l 0 ,�100
(AEL 0E-047lTTL)0'Q0 00
Oa Base Bomb FesDonse Robot ( EL #0 E- -I OBT)
20
�.'. ---7 --- t bil iz -Da l i lit-Bt lar� L E-BNC . _
+
SWAT Robotics (AEL #03 E-0 - (BT
lnforma on -technology
1+
EOC Enhancements (AEL#04 N-01-XMIT, 04MD-03-DI P)
.
FireView Mapping Tool (AEL## 4AP-0 - I )
.
Global Positioning System, eye link camera system
(AEL#04AP--DP)
4+
Equipment Tracking and Inventory Software
(AEL #04AP-07-INV
1
$1 0,0 0 '
$1O,000
.
Automatic Vehicle Locators for Police Fleet
1
$60,000
$60,000
(AEL#04APT0 -AVLS
,�
$52,844
$52,844
6.
.Fire Service Intelligpnce Enterprise {AEL #04M.D-02-Pl ,J.s
,�
11000 .
$1,000
04MD-0 -DI P, 04MD- '1-DMF A, 04H1 - 1-HH D, 4HW-
,i
$50,000
$ 0,000
0 -INH1)
$166, 00
$166,200
7.
Countywide Public Notification System Enhancements
1
$ 00,000
$ 00, 00
{AEL#04AP-09-ALI T}
1
$205,000
$205,000
8.
Regional Public Alert and Notification System
�
$136,6 7
$16,637
E nhancem ents/S ustai nment ( EL # 04AP-09-AL T
1
0, 0 '
$30,000
..
Emergency mmand, . ontrol-arid D. llabOrabDn SySteM. _ _
: n$ ,:198 .
39,1196
Hardware and Software AEL#04HW-01-1 lH►
$7 , 00
$7 ,000
10.
Conducflng Assessments (EL#O4AP-06-DD )
$ 80,000
$280,000
11.
Conducting Assessments (AEL#04AP-08- IM )
.1
$150,000
$1 0,000
12.
Mobile Data Coati puter AEL # 4H 11-01-MD L
000
000
13.
Enhance Interoperable Communications - Mobile Data
1
$1 ,000
$1 ,000
Terminals (AEL ##04H -01-MOBS,)
14.
Interoperable Communications - System, Dispatch,
Computer Aided {AEL #04AP-01-DADS)
15.
Plotter for Mobile Command Unit (AEL # 4AP-O R ISS)
16.
Maintain and Sustain WeatherBag (AEL#O4 1-01-XMIT)
--- -
..:�.�
Vr+ �4Y}YYVmAVi#Vy
eq
' ..'
r $
� r bborriiati�one �ui� et
1. Emergency Response Unit - Mobile Repeater System
(AEL #DP-0'1-ICE PT
_ Interoperable or m' unications Systems
(AEL O6P-03-PA)
1
1 ,556
- 3. 1nteroperableComm unications (AEL #06 P-0'I-MOB L,
1
$14�,�D0
1 0,00
14�}�000
0,0
O6P-O8-�'A,O6P-O-T1fI)
1
$ 000
00
4. BIM Interoperable Equipment EIL# 6 P- -B D
1
000
$,D
0, 00
6. Helicopter Downlink (AEL #06 P-0 -B RD )
1
,
$100}0
$1g,0OD
6. Maintain and Sustain Blackberries Service Hardware
$ 7,000
$77,000
(AEL# 06 -O'1- ELL)
3 ,000
.. 33,000
. Maintain and Sustain Satellite Phones
(AEL #06D -03- TM
8. Maintain and Sustain AM Radio Prune Mover
(AEA. #06DP-01-PO T
9. TacPack Maintenance and Sustainment
(AEL #06 -02-D AD)
`Technology
1 -
$ ,'l 00
�10. Mobile Satellite for OEM (AEL#06DD-0- ATM)
1
r100
$10,000
00
'I'l_ Surrey Command Center for ID Unit (AEL # 6 - -D AD)
1
$
10,O00
�10,603
12, Secure, locally hosted E D web/telephone conferencing
1
4,603
$64t6�3
64,60
system (AEL #O6PiO8-BC A)
.1
$
$ 7
mand Post Operability
13. Satellite Dade System Command
1
6
5,639
65
AEL #06-04-ED)
1
0�3
,639
14,000
"14. V 1P System and router for VPN communications in
15,
0DO
,(��0
command post, video output device {AEL ## 06D -04-E DP
15. Lighting, portable area illurninabon to complement housing for
response forces (AEL ##O6DP-06-VCON.
rta. a ,2:� ,k` 'fi =•i' r'- � •�r s�r 'r+: -$° .Ll
t
1" •7 •k'" 4n_ �Y
'. k
{ Y.S
'r. H . en��' -
} ..:... y....... .�:. t . ..... .r.�. 1. -... .{ .5{c>
t:r.> ;�rt'r.•• • 4:;� M•+j5: <#'�'._ ,•,• y.o -.; , rf ti •r.'s. t4:.�k=1t�w4'Y:F1:' mod., r5.+� x '>i f,�i: `co r't .y.' :t3�{: ,.,}. .
1. I adlological Detection Equipment(AEL ##07 D-0I-PD
.�" ter. :�'k• e: �
.V i's� .gin wx `�• } ' � t - re ` ";
'j{'.
$00,000 $200,000
,:,7r;,.4 -.1�;. " .f,l a[: �i*,s,t`''o�,. .w•.S i{�i•, .�{,." :,H"-��v.a d �t r..: ,a �'-�a'wr•�-<._t.xrz*9r.6. ••'n.•{y5.�;
4,ry��~F�.. tii y��> .� k` }" �t•s.> �. r4��.1�..�w.:
r,'�_ tk a ':i:.j}>�{�{}e. �'��' �' � 'a x'�}��': �i'I.' i':� '� n�s •x.
I.{2h ♦+5..'4.5:�'�i�::5:>S. h:�, F. K.'.-: �a.1w .i3fiM1 s. '.�,.:{�.�iX �. , ♦}".. ,'�'-.. J/
'
1 Enhance Mortuary Disaster Surge Capabilities 1 $50,000 $50,000
Power equipment
2. Emergency Electrical Generator for Fire Station #3 1 $65,000 $65,000
2. Sustainment and Enhancement of Command Vehicle
en ism incident -prevention equipment
Phy�sic.al.'seo'urit�'enha'ncement equipment
5, North Beach Water tank/Pedmeter Fence Secu(ity System
1
$40,000
$40,000
6. Forensic Video Enhancements Equipment Project (AEL
8. Regional Ma(ifime Radar and Patrol Vessel Tracking to
1
$275,000
$275,000
Support International Border and Waterway Security
1
$1,010,300
$1,010,300
22
__----}:'------ ain terra nc -and- tainmerr -1aB RNE quipment
A L #1 GIB- 0-MAIl )
. Maintain and Sustain UASI Equipment (AEL #21GN-00-Main)
1 $50,000 $50, 0 0
1 $40,000 $40,000
1 r+- rL `nW'•+++*j- __ - :.r..:::a... PA.x'a
.^ice �..�4isr'x.i�-�F+-.•.-,.-+r�FM+r.--+-tY�+i+�*.},fw+r4-+-.rr.+-.,rrro.««.�.�w«�.-.� rY-'y^.^r.'•�5.:«,.�-.�:�a �=.ki a.'?�_:. }•.•;.. _'.,.. C -: r'
Up to 50 percent of total program funds may be used for personnel and
personnel -related activities
.i
rr0"Mana9ernentaftdAdmW, t, fti `,;,k,ti:.:..., -;
J s' ra on
.r
Hiring of full-time or part-time staff or contractors/consultants:
• To assist with the management of1he e 009 HS P .
a To assist with application requirements and the implementation of
the FY 2009SHSGP
To assist with the compliancy with reporting and data collection a
it may relate to the FY 2009 SHSGP
o Meeting compliance with reporting/data .collection requirements,
including data calls.
1, Management and Administration 1 $291,253 $291,253
. li ana ernent and Administration — Miami UASI Travel 1 $30,000 $ 0,00
processing necessary to respond to DHS/FEA data calls.
Overtime and backfill costs — Overtime expenses are defined as the
result of personnel who worked over and above their normal scheduled
daily or w ekl' worked time in the performance of FE A — approved
activities. Backfill Costs also called "Overtime as Bac fill" are defined as
expenses from the result of personnel who are working overtime in
-order-,rper# Ala -dut# ether er onnel-whe r-e4of rit ----
assigned to F11A — approved activities outside their core
responsibilities. Neither overtime nor bacicfill expenses are the result of
an increase of Full — Time Equivalent (FTEs) employees_ These costs
are allowed only to the extent the payment for such services is in
accordance with the policies of the state or unit(s) of local government
and has the approval of the state or the awarding agency, whichever is
applicable_ In no case is dual compensation allowable. That is', an
employee of a unit of govemment may not receive compensation from
their unit or agency of government AND from are award for a single
period of tune e.g., 1:00 pm to :0 pm), even though such work may
benefit both activities. Fringe benefits on overtime lours are limited to
Federal Insurance Contributions Act (FICA), porkers' Cornpensatian
and Unemployment Compensation.
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -
related expenses, please review the DJF Financial Guide at
http://www.ojp.usdoj.gov/F!nGuide).
Acquisition of authorized office equipment, including personal
computers, laptop computers, printers, LD projectors, and other
equipment or software which may be required to support the
implementation of the homeland security strategy.
The fol Iowing are allowable only within the contract period:
Recurring feesIcharges associated with certain equipment, such a
cell phones, fakes, etc.
Leasing and/or renting of space for newly hired personnel to
administer programs within F 00 SHS P.
TOTAL I 1 1 $10,708,461
23
Funding is provided to perform eligible activities as identified in the Fiscal Year 2009 Urban Area Security Initiative UA 1
Grant Program, consistent with the Department of Homeland Security State Strategy and the Urban Area Strategy.
Eligible activities are outlined in the Scope of work for each category below;
Categories andEligible Activities
Urban Area Security initiative
FY2009 UA 1 allowable costs are divided into the following categories: planning, organization, equipment,
training, exercises, management and administration cost are allowable cost. Up to % of UASI funds
must be dedicated towards law rt order rat terrorism
preventi.pn-oriented planning, organization, training,
exercise and equipment activities. Each category's allowable costs have been listed in the "Budget Detail
1 orksheef� above. 10
k Planning
Developing scenario plans that incorporate the range of prevention, protection, response, and recovery
._ .. _ —acti ities.for.a.scenario
Developing and implementing homeland security support programs and adopting DHS national initiatives
including but not limited to the following:
• Implementing the National Preparedness Guidelines
Enhancing and implementing Statewide Communication lnteroperability Plans {SLIP} and Tactical
Interoperable Communications Plans TI P -
Aligning S ]Ps and TICPs to the goals and objectives of the National Emergency Communications
Plan iEP)
Gosts associated with the adoption, implementation and adherence to DIMS compliance requirements,
_ including lernenting tide . IMS National redentialing,Framework. _
�� • Modifying existing incident management and EOPs to ensure proper alignment vvith the NRF F
coordinating structures, processes, and protocols
Establishing or enhancing mutual aid agreements
Developing communications and interoperability protocols and solutions
•Conducting local, regional, and Tribal program implementation meetings
Developing or updating resource inventory assets in accordance to typed resource definitions issued by
the NIMS integration Center (NIC)
• Designing State and local geospatial data systems
�► Conducting public education and outreach campaigns, Including promoting individual, family and
business emergency preparedness; alerts and warnings education; and evacuation plans as well a
IED or bombing prevention awareness
• Preparing. materials for the State Preparedness Report (SPIN)
Developing related terrorism prevention activities including:
0 Developing law enforcement prevention activities, to include establishing and/or enhancing a fusion
center
Hiring are IT specialist to plan, develop, and implement the IT applications necessary for a fusion center
* Developing and planning for inform atio TJntelIigernce sharing groups
0 ,-tiring contractors an.d consultants to make recommendations on the development of a fusion center
• Integrating and coordinatt g public health cafe and health security data gathering (threats to human
and animal hearth) within State and local fusion centers to achieve early warning and mitigation of
health events
0 Integrating and coordinating private sector participation with fusion center activities
a Acquidng systems allowing connectivity to State, local, and Federal data networks, such as the
National Crime Information Center (1 1 and Integrated Automated Fingerprint Identification System
IARS), as appropriate
• Planning to enhance security during heightened alerts, during terrorist incidents, and/or during
,mitigation and recovery
• Muhl -discipline preparation across first responder community, including EMS for response to
catastrophic everts and acts of terrorism
9 Public information/education: printed and electronic materials, public service announcements,
seminars/town hall rneet ngs, web postings coordinated through local Citizen Corps Councils
• 'Citizen Corps volunteer programs and other activities to strengthen citizen participation
• Conducting public education campaigns, including prornoUng individual, family and business
emergency preparedness, promoting the Ready campaign; and/or creating State, regional or local
emergency preparedness efforts that build upon the Ready campaign
24
-'sew- ui m ent-andior- r onn el TeqtIjrem nk -to-prote ct-and-secu re. zftes
lP cost assessments, including resources e.g., financial, personnel) required for security
enhancerrt eats/deploym ants
• Multi -Jurisdiction Bombing Prevention Plants (MJBPP
Underwater Terrorist Protection Plans
Developing and enhancing plans and protocols, including but not limited to:
Developing or enhancing EPs and operating procedures
Developing or enhancing local, regional, or Statewide strategic or tactical interoperable emergency
communications plans
implementing Statewide Communication lnteroperabilit Plans (SLIP) and Tactical Interoperable
Communications PlansIll
Aligning SCIPs and TI PS to the goals and objectives of the NEDP
Developing protocols or standard operating procedures for specialized teams to incorporate the use of
equipment acquired through this grant program
Developing terrorism prevention/deterrence plants
• 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
ha�ncin -border-security -plans
Developing or enhancing cyber security plans
*. Developing or enhancing secondary health screening protocols at major points of entry (air, rail, porn
Developing or enhancing cyber risks mitigation plans
- - o art d or e; art id -i-ecox r y-p
Developing public/private sector partnership emergency response, assessment, and resource sharing
plans
Developing or enhancing plans to engage and interface Wth, and to increase the capacity of, private _
sector/non-governmental entities working to meet the Duman service response and Fecovery needs of
victims
Developing or updating local or regional communications plans
evel opin"Ianslo= ppor# rid istjwisdictions di- "ort-a utM ti es -a nd -rai Fand-mass-ransit____----__-
agencies
• Developing or enhancing continuity of operations and continuity of Bove ment plans
Developing or enhancing existing catastrophic incident response and recovery plans to include and x
integrate Federal assets provided under the 1 1 F
Developing or enhancing evacuation plants
Developing or enhancing citizen surge capacity
• Developing or enhancing plans for donations and volunteer management and the
enga ernentlintegration of private sector/non-governmental entities in preparedness, response, and
recovery activities
Developing or enhancing Bombing Prevent#an Plans
• Developing school preparedness plans
• Ensudrig jurisdiction E Ps adequately address warnings, ern ergency public information, evacuation,
sheltering, mass care, resource management from non -governmental sources, unaffiliated volunteer
and donations management, and volunteer resource integration to support each Emergency. Support
Function, to include appropriate considerations for special needs populations
Developing and implementing civil rights, civil liberties and privacy policies, procedures, and protocols
• Designing and developing State and local geospatial data systems
Developing or conducting assessments, including but not limited to:
0 Conducting point vulnerability assessments at critical infrastructure sites/key assets and develop
rernediabonlsecurity plans
• Conducting or updating 1nteroperable em ergency com rn unicationscapabilities assessments at the
local, regional, or Statewide level
• Developing border security operations plans in coordination with CBP
* Developing, implementing, and reviewing Area Maritime Security Plans for ports, waterways, and
coastal areas
0 Updating and refining threat matrices
s Conducting cyber risk and vulnerability assessments
a Conducting assessments and exercising ecisting catastrophic incident response and recovery plans
and capabilities to identify critical gaps that cannot be met by existing local and State resources
0 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)
0 Activities that directly support the identification of pre -designated temporary housing sites
419
4b— ondur,tng-cornm ni -- ssessr rats, su ) rs;- nd-resarrch -of-vulnerabilities,-a -resource-needs -and._.—_-�_
determine citizen education and participation to meet the reeds
Conducting Citizen Corps program assessments and evaluations, citizen preparedness surreys,
volunteer impact studies, and co Ubenefit analysis
• Soft target security planning (public gatherings)
Participating in the FENIA Gap Analysis Program
Hiring of full or part-time staff or contractorstconsultants to assist with planning activities
• Grantees cannot use funding to hire public safety personnel fulfilling traditional public safety duties.
Conferences to facilitate planning activities
_'....'.._..,,._r - _.,,..�... _.. 4�....-.._- yMaterials Trequired Tto conduct planning activities
Travel/per diem related to planning activities
Overtime and backfill
* Payment of overtime expenses will be for work performed by award ( AA) or sub -award employees in
_ .excess -of 1he, stablished.wDrk week usually Ag hours). related to thee -planning activities for the
development and implementation of the programs under H S GP. 0AW operational Cost Guidance)
Other project areas with prior approval from FEI A
B. Organizational Activities - Urban Areas are allowed up to 0 percent o ear Co tunding or
Organizational activities.
Sect$on 2008 of the Homeland Security Act, as amended by the 9/11 Act, includes the following
allowable activities--
* l esponding to an increase in the threat level under the Homeland Security Advisory Systern, or
. ... . ... .... .,-need,,,Tesuiting-from-a-NabonaLSpecLA.=Secu ' I
• Establishing, enhancing, and staffing State, local, and regional fusion centers
• Paying salaries and benefits for personnel to serge as qualified intelligence analysts
Overtime Costs y-- Overtime costs are allowable for personnel to participate in inforrnabon,
investigabve, and intelligence sharing activities specifically related to homeland security and specifically
requested by a Federal agency. Allowable costs are limited tc overtime associated with Federally
requested participation in eligible fusion activities including anti -terrorism task forces, Joint Terrorism
Task Forces JTTFs , Area Maritime Security Commiftees as required by the Maritime Transportation
Security Act of Do ), DHS Border Enforcement Security Task Forces, and Integrated Border
Enforcement Teams.
Lander no circumstances should DH S grant funding be used to pay for costs already supported by
funding from another Federal source.
Intelligence AnaIysts — Per the Personnal Reimb r ernent for Intelligence Cooperation and
Enhancement (PENCE) of Homeland Security Act (Public Law 110-41 , SH SP and UAS I funds may be
used to hire new staff and/or contractor positions to serve as intelligence analysts to enable
inform ation/intelli ence 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:
• Successfully complete training to ensure baseline proficiency in Intelligence analysis and
production within six months of being fired; and/or,
* Previously served as an intelligence analyst for a minimum of two years either in a Federal
intelligence agency, the military, or Mate and/or local law enforcement intelligence unit
All intelligence analyst training should be in accordance with lobal's Minimum Criminal Intelligence
Training Standards for Lave Enforcement and Other Criminal Justice Agencies in the United States,
which outlines the minimum categories of training needed for intelligence analysts_ These include
subject -matter expertise, analytic methodologies, customer- service ethics, information Dandling and
processing shills, critical thinking skills, computer literacy, and objectivity and intellectual honesty.
certificate of completion of su6h training must be on file with the SAA and must be made available to
FMA Program Analysts upon request.
Operational Overtire Costs - In support of efforts to enhance capabilities for detecting, deterring,
disrupting, and preventing acts of terrorism, operational overtime costs are allowable for increased
security measures at critical infrastructure sites during N HS-declared periods of Orange or Red threat
W
organizational costs may be used to support select operational expenses associated with increased
security measures at critical infrastructure sites in the following authorized categories:
Backfill and overtime expenses (as defined in this guidance) for staffing State or local fusion
centers
-Hi(ing of contracted security for critical infrastructure sites
• Public safety overtime as defined in this guidance)
• National Guard deployments to protect critical infrastructure sites, including all resources that
are part of the standard National ward deployment package
Increased border security activities in coordination with US Customs and Border Protection
BP
o r ur it i fig + expenses, i~ i t tt d except ' part f the' sta ndard 'Miffbnai
Guard deployment package.
C. Equipment Acquisition
w tThe allowable prpyention, proteptl00., r p psp, and recpye,ry. equiprnent categories and equipment
standards for F ` 2009 HSGP are listed on the web -based version of the Authorized Equipment List (AEL)
on the Responder 1 no ledge Base ( KB), at htt
ps.'11www.rkb.us.
Unless otherwise stated, equipment must meet all mandatory regulatory and/or DH-adopted standards to
be eligible for purchase using these f6nds. In addition, agencies w I I be responsible for o wining an
maintaining all necessary certifications and licenses for the requested equipment. .
D. Training
Allowable training -related costs include, but are not limited to, the following:
• Funds used to develop, delivery atnd evaluate training, including costs related to
administering the training, planning, scheduling, facilities, materials and supplies, reproduction of�_
materials, and equipment.
Overtime and Backfill o sts, as defined in this guidance, associated with attending or teaching
F II A -sponsored and/or approved training courses and programs are allowed. These costs are
allowed only to the extent the payment for such services is in accordance Wth 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 i, an employee of a
unit of government may not receive compensation from both their unit or agency of government
AND from an award for a single period of tune (e.g.,-1:00 prn to 00 pm), even though such
work may benefit both activities. Further, overtime costs associated with employees who
participate in training in a teaching role for which they are compensated are not allowed.
Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by employees
who are on travel SWUs for official b u s 1 n e.ss related to approved training. .._. .
• Hiring of Full or Part -Time Staff or ContractorsiConsultants to support training -related
activities. Payment of salaries and fringe benefits must be in accordance with the policies of the
State or unit(s) of local government and have the approval of the State or awarding agency,
whichever is applicable. Such costs must be included within the funding allowed for program
management personnel expenses, which must not exceed 15 }percent of the total allocation as
specified in section EA In no case is dual compensation allowable (see above).
• Certification/Recertification of Instructors is an allowable cost. States are encouraged to
follow the FE A Instructor Quality Assurance Program to ensure a minimum level of
competency and corresponding revels of evaluation of student learning. This is particularly
important for those courses that involve training of trainers. This information is contained in a
Information Bulletin #19 , issued October 20, 2005.
Training Activities
States, territories, and Urban Areas are strongly encouraged to use HSGP funds to develop a
Statelterritory homeland security training program. Allowable training related costs under HS P
include the establishment, support, conduct, and attendance of training specifically identified
under the SI--ISP, UA 1, M11 RS, and CCP grant programs. Allowable training topics include, but
are not limited to, CBRNE terrorism, cyberlagricultureifood security, intelligence gathering and
analysis, N I MS related training,.diti en and community preparedness, and training for
volunteers. Training conducted using HS P funds should address a performance gap identified
through an After Action Report/Improvement Plan (AARAP) or contribute to building a capability
KM
h at-W l e altit d4 r u n re+ e:- c e4s- hd--be-ut -pr vi -t ppo un _
to demonstrate and validate skills learned in training, as well as to identify training gaps. Any
training or training gaps should be identified in the AAPJlP and addressed in the State or Urban
Area training cycle. All training and exercises conducted with HSGP funds should support the
development and testing of the jurisdiction's Emergency Operations Plan (E P) or specific
annexes, where applicable.
E. Exercises
All Urban Areas are required to conduct an annual Training and Exercise Plan Workshop (T&EPW). A
Multi -gear Training and Exercise Plan must be produced from the T&,EP v and submitted to the tate's
respective Exercise Manager. This plan must be updated annually. The Training and Exercise Plan will
include the States training and exercise priorities, associated capabilities, and a multi -gear training and
exercise schedule. All scheduled exercises must be entered through the National Exercise Schedule
_----INEX-Apptication,--whicHslocat d -o n -th e-H SE-EP-we b ite.-ternpiate--ofthe-Muttk-year-T-rainin -and„
Exercise Plan can be found in H EEP Volume guidance and on the HSEEP website (hops: seep. ov)
under the Sample Exercise Documents section.
Urban Areas are encouraged to use exercises as an opportunity to meet the requirements of multiple
exercise programs. To this end, grantees are encouraged to invite representatives/planners involved with
other Federally mandated or private exercise activities. Urban Areas are encouraged to share, at
m injmUrri Tthe" rh ul6=y airIrOri'l hq and r i s e" cTh dt!Ie wi tYf Those deparMenIs'. " encies, and. ... .
organizafions inc uded in the plan. Further guidance concerning Training and Exercise Plan workshops
can be found in the HSEEP volumes.
to of - l ed- o ts-i ctad .
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.
. firing of Full or Part -Time Staff or Contractors/Consultants — Full or part-time staff
may be hired to support exercise -related activifies. Such casts must be included Wthin the
M, fj incHog lloweci p rzniaver t� raeLe as ,ter is . iot ceed 15--
percent of the total altocafion. The applicant's formal written procurement policy or the
Federal Acquisifion Regulations (FAIL) — whichever is more stringent — must be followed. In
no case is dual compensation allowable.
- Overtime and Backfill — Oveffirne and backfill costs associated with 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
Mate or units of local go ernm ent and has the approval of the state or the awarding
agency, whichever is applicable. In no case is dual compensation allowable see above .
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).
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, taper non -
sterile masks, and disposable protective equipment).
-. Other Items --These costs include the rental of spacellocabons for exercise planning and
conduct, rental of equipment (e.g., portable toilets, teats), food, refreshments, gasoline,
exercise signs, badges, etc.
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 messaging signs).
Exercise Scenarios.
The scenarios used in HS P funded exercises must be based on the State"s/Urban Areas Homeland
Security Strategy and plans. Acceptable scenarios for SHSP, UA I, MMIRS, and CCP exercises
include: chernical, 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 HS P-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 nongovernm ental
organizations. Exercise scenarios should also be based on the Multiyear Training and Exercise Plan.
Models, , Simulations and Games (MS ). Grantees who wish to expend funds on models,
simulations, or garner & must consult with "Review of Models, , i mutation , and Gaines for
Domestic Preparedness Training and Exercising, Volume me 1/1,"which provides are overview and
analysis of existing models, simulations, and games. Grantees can also consult with the llS
28
-support -System; -which, -automates -the -aforementioned ( port. into-a-searc. hable atebase--..t.-- -- _
Both the report and system are available through the HSEEP website.
Special Event Planning. If a Urban Area will be hosting an upcoming special event (e.g., Super
Bowl, G-8 Summit); they anticipate participating in a -Tier 2 National -Level Exercise as defined by the
l latlonal Exercise Program implementation Plan (1EP I -Plan); or they anficipate that they w411 apply to
be a venue for a Tier I National -Level Exercise, as defined by the I -Plan, they should plan to use
HSP or UA I funding to finance training and exercise activities in preparation for that event. 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 Multi -gear Training and Exercise Plan.
Exert Ise -Eval ulorf. ll -e er i se , Wl I-be"perforrnan-ce;:�bas d--a nd evaluated: An After -Action
> eport/I m provement Plan (AAR11P) must be prepared and submitted to F# EM, following every
exerciser regardless of type or scope. AAR/IPs must conform to the HSEEP format, should capture
objective data pertaining to exercise conduct, and must be developed based on information gathered
through Exercise Evaluation Guides (EEGs) found in HSEEP Volume ill. All applicants are
encouraged to use the Lessens Learned Information Sharing System (LLI .gov) as a source for
lessons learned and to exchange best practices.
Self -Sustaining Exercise Programs. Urban Areas are expected to develop a self sustaining
exercise program. A self-sustaining exercise program is one that is successfully able to implement,
,maintain, and oversee the Multi -year Training and Exercise Plan, including the development and
efiiv - ize a i i m! fi--discipiina apprva
development and delivery of exercises, and build upon existing plans, training, and equipment.
Role of lion -Governmental Entities In Exercises. ion -governmental participation in all levels of
exercises is s trongly encouraged. Leaders from nongovernmental entities should be included in the
planning, conduct, and evaluation of an exercise. State and local jurisdictions are encouraged to
develop exercises that test the integration and use of non -governmental resources provided b
_-- nongavernrnen t-en0es #ine &4-h e =� rivatezector; nd- ve n-profit, i thrbaseA
community, volunteer and other non -governmental organizations. Nongovemmental participation in
exercises should be coordinated with the local Citizen Corps Council{s).
F. Personnel
Personnel hiring, overtime} and backfill expenses are permitted under this grant in order to perform
allowable FY 2009 HSGP planning, training, exercise, and equipment activities. A personnel cap of up to
0 percent of total program funds may be used for personnel and personnel -related activities. Additional
information can be found in your FY 2009 grant guidance.
Activities that are considered "personnel' and "personnel -related", and therefore count against the
personnel cap of 50 percent include, but are not limited to:
Operational overtime
• vertirnelbackfill 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 }Manners, equipment managers, exercise coordinators, and/or
training coordinators
Salaries and personnel costs under the M&A category
Contractor costs associated with performing the above activities
G. Management and Administration - no more than % of each sub -recipient's total award may be
expended on Management and Administration costs.
Hiring of full-time or part-time staff or contra for /consultants:
To assist with the management of the respective grant program
• To assist with application requirements
• To assist with the compliancy with reporting and data collection requirements
Development of operating plans for information collection and processing necessary to
respond to DH /FEMA► data cails
vertime and backfri11 costs - Overfime expenses are defined as the result of personnel who worked
over and above their normal scheduled daily or weekly worked time in the performance of FE MA
approved activities. Backfill Costs also called "Overtime as ac fill" are defined as expenses from the
result of personnel who are working overtime in order to perform the duties of other personnel who
W
. _---_--_---.,.-..__..-- -- -- . e poraril -a i ned-to-F t -� app d-ackr rfi e -x7t rde-eir core ponsibilibes --Net-ther
overtime nor backfill expenses are the result of an increase of Full —Time Equivalent (FTEs)
employees. These oasts are allowed only to the extent the payment for such services is in
accordance with the policies of the state or unit(s) of local government and has the approval of the
state or the awarding agency, whichever is applicable. In no case is dual com pen action allowable.
That is, an employee of a unit of government may not receive compensation from their unit or agency
of govemment AND from an award for a single period of time e.g., 1:00 pm to :00 pm), even though
such work may benefit both activities. Fringe benefits on overtime hours are limited to Federal
Insurance Contributions Act (FICA), Workers' Compensation and Unemployment Compensation,
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -related expenses, please
--.QojoyIFiri�Ltde;.�....�.._.
Acquisition of authorized office equipment
The following are allowable only within the period of performance of the contract:
* Recurring fees/charge associated with certain equipment, such as cell phones, faxes, etc.
* Leasing}andor renting of space frr new hired personnel during the -period of perf€rrnance of
H_a.... . t . .d.w ... ....... t . _.. ......., ired .-
the grant program
H. Construction and Renovation
Use of HSGP funds for construction and renovation is generally prohibited except as outlined below. Such
cons rue -lon and {rer_ova ion s a e strictly irna a 5fid_a__1T6Wa_b1e only when it is s necessary component o
a security system at M cal infrastructure facilities.
Project construction and renovation not exceeding $1,000,000 is allowable, as deemed necessary. The
following types of projects are considered to constitute construction or renovation,, and must be submitted
to FEl 1A for compliance review under Federal environmental planning and historic preservation (EHP)
laws and requirements prior to inibation. of the project:
• Construction and renovation of guard facilities
* Renovation of and modifications, including the installation of security and communication
equipment, to buildings and structures that are 50 gears old or older
• Any other construction or renovation efforts that change or expand the footprint of a facility or
structure, including security enhancements to improve perimeter security.
* Physical security enhancements, including but not limited to:
o Lighting
o Fencing
o Closed-circuit tel evis ion (CCTV) systems
• Motion detection systems
o Barriers, doors, gates and related security enhancements
In addi on{ the erection of communicaflons towers tha t are included in a jurisdiction's interoperable
communications ons plan is allowed, subject to all applicable laws, regulations, and licensing previsions.
Communication tower projects must be submitted to FEMA for EHP review, Per the Consolidated
Se curity, Disaster Assistance, and Continuing Appropriations Act of 200 (Public Law 11 , 32 9),
communication s towers are not subject to the, 1:000) 0 00 construction and renovation cap.
Approval Process-
I re order for grantees to drawdown funds for construction and renovation costs, the grantee ,must
provide .the Division with:
0 A description of the asset or facility, asset location, whether the infrastructure is publicly or
pdvately owned, and the construction or renovation project;
• Certification that a facility vulnerability assessment has been conducted
n outline addressing how the contrucfion or renovation project will address the identified
vulnerabilities from the assessment
Consequences of not implementing the construction or renovation project
• Any additional information requested by FE A to ensure compliance with Federal environmental
and historic preservation requirements
Additional information may also be found on the FEMA's website located at
h ffe:Ilwww.lerna. g oyl lanlei
Note: written approval must be provided by FE IAA prior to the use of any UAL I funds for
construction or renovation.
3
Overtime and Bac fill Guidance
Overtime. Expenses incurred by those personnel who, as a result of FEMA-approved activities, are
performing over and above their normal, scheduled work hours or work week.
Backfill-related overtime. Expenses incurred by those personnel who are working over and above
their norm a], scheduled work hours, or work week, in order to perform the duties of other personnel
who are temporarily assigned to PA -approved activities outside their core responsibilities, The
JP OC does not distinguish between Overtime and Overtime as Backfill — they are both viewed as
overtime regardless of whether the individual has performed more hours in their normally assigned
place of duty or if the overtime accrued as a result of being re -assigned to a different place of duty.
Overtime and backfill do not result in an increase of full-time employees (FTEs).
Allowable Planning, Training, and Exercise Cost Specific to Law Enforcement Terrorism Prevention
LETP)-oriented Activities. lip to % of UA81 funds must be dedicated towards law enforcement terrorism
prevention -oriented planning, organization, training, exercise and equipment acbvities.
J. LETP Planning Activities:
..._. .-.... �. .. r 6ridd tiii :p"oi6t i Dlii6r6bility
Soft target security planning (public gatherings)
Developing border security operations plans in coordination with CBP
r-.
Developing, implernentingt and revievAng Area Maritime Security Plans for ports, waterways,
at d
,.
Updating and refining threat matrices
�.
Integrating and coordinating private sector participation with fusion center activities
4
Developing and implemenUng civil rights, civil liberties and privacy policies, procedures, and
protocols.
Acquiring systems alto ring connectivity to State, local., and Federal data networks, such as the
National Crime Inforrnabon Center NCI and Integrated Automated Fingerprint Identification
...-..
tern44AFC - , ;appi'pda.
Designinrg and developing State and local geospa#ial data systems
,1
Costs associated Wth the adoption, implementation and adherence to NIMS compliance
requirements; including impidmenting the NIMS National Credentialing Framework. .,
4-
Integrating and coordinating private sector participation with fusion center activities
Establishment 1 Enhancement of Fusion Centers
Hidng an IT specialist to plan, develop, and implement the IT applications necessary for the
fusion center
Developing and planning for informationfintelligence sharing groups
} Hiring contractors and consultants to make recommendations on the development of the fusion
center
K. LETP Training Activities:
Law enforcernent terrorism prevention protection -oriented funds may be used for a range of law' ` .
enforcement ierrorism prevention related training activities to enhance the capabilities of State and local
personnel, including the following:
Establishment Enhancement of Fusion Centers
Grant funds may be used to support intelligence analyst training in the following manners:
= Participation in DHS approved intelligence analyst training: States wishing to develop or
sponsor intelligence analyst courses for a national audience should submit courses to FEMA for
review and approval ire accordance with the process outlined in Parts Ill and VI of the F 200
grant guidance. The list of approved courses will be constantly updated and can be accessed in
the FEMA catalog at . lwww. fir tres orrdertrainin . qoZlod webforms.
Limited participation in non-FE A approved intelligence analyst training: Mates may send
students to attend non -approved intelligence analysis courses for up to three offerings in
accordance with the training process outlined in Parts V1 and V11 of the FY 2009 grant guidance,
certificate of completion of all intelligence analyst training mu t be on file with the SAA and rnust be
made available to Preparedness Officers upon request upon the hiring of personnel.
Allowable costs include training courses that focus on:
• Building information sharing capacities (especially among law enforcement, nonlaw
enforcement, other government agencies, and the private sector)
31
-o---M tho -vftar eti-rardenin
o Facility law enforcement security personnel, to include facilities, vessels and ports
0 1E, agriculture, and cyber threats
0 History of terrorism and social environments contributing to threats
a Surveillance and counter -surveillance techniques
0 Nvacy, ciAl Lights, and cM1 liberties regulations, policies, procedures, and protocols
o Critical infrastructure Protection training, to include identifyinglassessing critical infrastructure
assets, vulnerabilities, and threats
0 yber/agdcultureffood security threats recognition and protective measures training
• Cultural awareness training for community engagement activities and undercover operations
related to terrorist organizations
Languages, such as Arabic, Urdu, or Farsi, which are spoken by known terrorists and terrorist
--organizations.
Joint training With other homeland security entities e.g., t,rl. S. Secret Service, CB P
• Use of interoperable communications equipment
Collection, analysis, ,napping, integration, and dissemination of geo patial data and imagery
eospatial database use, design, development, and management training
Volunteer participation to support law enforcement and community policing activities related to
increased citizen awareness of ten-onsrn activities, to include the Volunteers in Police Service
,w_...t..w,� __, w�_...�....� ............k.. ,....... _.......rid"tighborhood"Wth programs .-.... __ . ... ...._....... , .._. �._ - - .._ _ . _ .. �.� ... _.. r. .. .. _ . .. r..
t..t LE` P Exercise Activities
Lave enforcement terrorism prevention protection -oriented funds may be used to design, develop,
du n 'a -r-i lat � , i rxdtr�e-f t
Exercises to evaluate the effectiveness of information sharing plans, policies, procedures, and
protocols
* Exercises to evaluate NIMS implementation- This includes costs associated with exercising
components of the NIMS National Credentialing Framework.
Exercises to evaluate facility and/or vessel security protection
-E-xertises-to-evatuater-ea-maritime-sewrityTrotecbon=- ----- - -. -- - --- -.
* Exercises to evaluate threat recognition capabilities
• Exercises to evaluate cyber security capabilities
• Exercises to evaluate agdculturallfood security capabilities
• Exercises to evaluate prevention readiness and techniques
"Red Team" (force on force) exercises
Interoperable communications exercises
Critical infrastructure vuInerab11ity, protection, and/or attack exercises
Where practical, these exercises should involve the public sector, non -go errimenta,l partners, trained
citizen volunteers, and the general public. State and local governments should work with their Citizen
Corps Councils to include volunteers from programs such as Volunteers in Police Service,
Neighborhood Watch, and the general public.
J. National Incident Management System (NI MS) Compliance
HSPO- , "Management of Domestic Incidents," mandated the creation of NIMS and the Natonal
Response Plan 11 P). N IMS provides a consistent fram ework for entities at all jurisdictional levels to
work together to manage domestic incidents, regardless of cause, size, or complexity. To promote
interoperability and cornpatbility among Federal, State, local, and tribal capabilities, 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 r P, using the template established by N IMS, is an all -
discipline, all -hazards plan that provides the structure and mechanisms to coordinate operations for
evolving or potential Incidents of rational Significance, which are major events that ="require a
coordinated and effective response by an appropriate combination of Federal, State, local, tribal,
private sector, and nongovernmental entities."
The N I MS Integration Center (N1 ) recommends 38 N I M S C om pi i ance Objectives 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 2 004 and can be found at www.fema.coo /Pdf/emerganc lnirr s/ngo j _d€. To integrate
nonprofit organizations into the broader national preparedness effort, DHS encourages grantees to
consider pursuing these recommended activities.
Additionally, nongovernmental organizations grantees and sub -grantees will be required to meet
certain NI MS compliance requirements. This includes all emergency preparedness, response, and/or
security personnel in the organization participating in the development, implementation, and/or
operation of resources and/or activities awarded through this grant must complete training programs
consistent with the N IMS rational Standard Curriculum Development Guide. Minimurn training
32
.� �.i -� de ��� i� i r r� x�"r - n tl€ ian; = { 3 - # P: r~ trrtr r t arr i t�—_R___ .. ��� � � r. _� �_r ___
ommand System 1 -10 ), Incident Command System (1C - 00), Intermediate Incident Command
System ( - 00), and Advanced incident Command System ( - g) are also recommended. For
additional guidance on NIMS training, please refer to
htt ://www.fema. ovlemer enc / ims/nims trainin .shtrn.
Additional information about NIMS implementation and resources for achieving compliance are
available through the l 1MS integration Center IC , at htt :// wrw .fema. goylemer enc /nuns/.
Ill. Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Deport is due within 30 days after the end of the reporting
periods {March 30, June 30, September 30 and December 0) for the life of this contract. If
r port(5)1sdelinqu rit; future-finan sail reirrburserneritsQAII he withheld until, the... _�... _.__.r . r_�..,..__ ......� ..
f ecipient's reporting is current.
Proarammatic i eoortina Schedule
Reporting Period
Deport due to DEM no later than
January I throur h March 31
Aril 30
April I throe h June 30
Juiy 01
Jul throe h September 30
October 31
October I through December 31
Janus '1
. Programmatic Reporting-B I
After the end of each reporting period, for the life: of the contract, the recipient wi11 complete
their Biannual Strategic implementation Report in the Grants Reporting Tool {GIST}
s: Z v .reUcwhn FILd dl rout'— T WhWarli p riUd —are-J&O -1-730 i Viand 01V
I -December 31. Data entry is scheduled for December 1 and June I respectively. Future
awards and reimbursement may be withheld if these reports are delinquent.
. Reimbursement Requests:
A request for reimbursement may be sent to your contract 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" farm.
. Close-out Pr grammattc Reporting:
The Close-out Report is due to the Florida Division of Emergency Management no later
than 00 days after the contract is either completed or the contract has expired.
. Monitoring:
Florida Dlvi,slo oEmergency Management
s D o artment Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced the state and local capability and capacity to prevent, prepare and respond to terrorist
threats since 1999 through various funding sources including federal grant funds. As the steward of the State
Homeland Security Grant Program funds, projects and equipment the Florida Division of Emergency
Management (FDE has a responsibility to track and monitor the status of the grant activity and items
purchased. .
The monitoring process detailed in this document is designed to assess a recipient agency's compliance with
applicable state and federal guidelines. The 1;DEM is responsible for monitoring the financial, programmatic
and capability portion of the grant to include equipment procurement and compliance with applicable SHSGP
grant guidance and statutory regulations_
Monitoring is accomplished utilizing van ,ous methods including desk monitoring and on -site visits. There ar'e
two primary areas reviewed during monitoring activities - financial and programmatic/capability. Financial
monitoring is the review of records associated with the purchase and disposifion of property, projects and
contracts. Capability review is the observation of equipment purchased, protocols and other associated
records. Various levels of financial and prograr mabc review may be accomplished during this process.
33
Desk monitoring is defined as the review of projects, financial activity and technical assistance between the
program office and the applicant via e-mail and telephone. Site visits are defined as actual visits to the recipient
agency's location by a team or members of the FDEM or their designee, to actually observe records,
procedures and equipment.
frequency of annual monitoring activity:
Each year the FDEM will identify up to 0% of sub -grantees for site visit monitoring. it is important to note that
although a given grant has been closed successfully, it is still subject to either desk or on -site monitoring for a
five year period following closure.
Exam pie of areas that maV be examined include:
Management and administrave procedures
Yranffolder rnaintenance-
Equipment accountability and scab -hard 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
. �.. ,� ___..�..,....,........___.__.....,��....N.._� ttu—s f _p aMih #ii+it;� .._ _._....._ ....-----..._._ ...Y... ____....r.�..._..�.�.�...�r ..�,,._�_k__R ... ......,_..�_ .. _. �_ ..�m�.,t... r ...,...._,�... ......_.._.__......�.. _v t T .., . _ ..�
Anticipated projected completion
Specific difficulties completing the project.
Agency NIII 1I CS corn pliance documentation
In certain circumstances, the FDEM may request additional rnonitoringlinforrmation if the activity, or lack there
of, on the pars of the specific recipient has generated questions from the region, the sponsoring state agency or
the FDEM leadership. The method of gathering this 'information will be determined on a case -by -case basis.
Desk monitoring is an on -going process. Agency recipients will be required to participate in desk top monitoring
- r R nr al-ba is nd�a -deter ir4 d=by-.4he= -- -M:�=he-=a enGy- bpi nts-ll o ,plete-arid u mit e-desk -,�
top monitoring within 14 business calendar days of receipt. 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 difficulties/deficiencies 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 tine 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:
- Equipment selection or available vendors
4- Eligibility of items or services '
Coordination and partnership with other agencies within or outside the region or discipline
Site Visits
Site visits will be conducted by the FDEM or designated personnel. Site visits will be scheduled in advance with
the recipient agency POC designated in the grant agreement. Monitoring questionnaires will be provided in
advance of the visit.
The FDEM will also conduct coordinated financial and grant file monitoring- These monitoring visits gill 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 fora of a peer review as needed.
All findings related to the capability review will be documented and maintained within the FDEM.
Site Visit Protocol
The following outlines the monitoring protocol for the FDEM:
The site visits will begin with those grantees that are currently spending or have completed spending for that
federal fiscal year FF` ). Site visits may be combined when geographically convenient. There is a site visit
checklist to assist in the completion of all required tasks.
Site Visit Preparation
A letter will be sent to the the recipient agency Point of Contact P ) stating the purpose of the site visit at least
o calendar days before the planned arrival date. FDEM personnel will call within the nett 10 calendar days to
schedule an appointment to review the grantee's program.
34
�tcaIiocabon- 1~ ra q ui pmentA ocat d t- -aItem ate site hould be -confrm ed Wth- a -re presentefive -
from that location and the address should be documented in the grantee folder before the site visit.
The appointment should be confirmed with the grantee in writing (email is acceptable) and documented in the
grantee folder.
Any personnel from the FDEM attending the site visit will review the grantee's corresponding folder(s) before
the visit. Prior to the visit, individual roles Will be identified for the site visit. Copies of applicable documents will
be made and distributed to the site visit team at a minimum of five ) calendar days before the visit,
reminder e-mail should be sent to all team members and the recipient POG one business day in advance of the
site visit.
Site Visit
-Once -FDEM personnel "ha ve"a rrived at:the gitet-an,onentaition-conference )MI I "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 wiii then explain their objectives and will proceed to perform the #inanciai review.
FDEM personnel will review all files and supporting documentation. Once the supporting documentation has
been reviewed, a tour/visual/spot inspection of equipment will be conducted.
E - i timg f F&—u I d'bb V t Z55 i_+ l6W&U EFV4 _ev&' p( ib] : --Bi 'gee' if rri o pUt 6 f9 n e lie—hi�Id , t _
should have an asset decal (information/serial number) planed in a prominent location on each piece of
equipment as per recipient agency requirements. The serial number should correspond with the appropriate
receipt to confirm purchase. Photographs should be taken of the equipment (large capitol expenditures in
.
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 tour/visual/spot inspection of equipment
has been completed, the FDEM personnel will then conduct an exit conference with the grantee to review the
findings.
her- progra mm a b cAssuesa ri =bed iscu ed t Ahis me - ucha s=m issing= quarterly- ports,�ayment---
voucher/reimbursement, equipment, questions, etc.
Post Site Visit
FDEM personnel will review the site visit worksheet as a team and receive notes from the Financial Review
Team, if applicable.
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 tirnefrarne as determined by the FDEM. The Site Visit Worksheet, report end photographs
will then be included in the grantee's file along with any documents distributed at the site visit by the grantee.
K. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Carolyn Washington Andrea Becraft
FDEM FDEM
2555 humard Oak Blvd. 2555 Shurnard Qak Blvd.
Tallahassee, FL g# 100 Tallahassee, FL gg- 10
8 0) 410-171 (8 0) 410- 4 7
Carolyn.washington@em.rnyfloNda.com I Andrea.becraft@em.myflorilda.com
L. Contractual Responsibilities
ponsibilities
The FDEM shall determine eligibility of projects and approve changes in scope of work.
The FDEM shall administer the financial processes.
35
Attachment B
Program Statutes, Regulations and Special Conditions
1 3 Federal Register 8034
2 Section 1352, Title 31, US Code
) . - - _.,__._ h POT 43-,.Florida Statutes _n_ -.r .. .._ ......... _ . _.. _ .... _ ........ . ,.... _-. .
Chapter 215, Florida Statutes
. . 12372 and Unfform Administrative Requirements for Grants and Cooperative Agreements
28 CF, Part 66, Common rule,
Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7 Secbon 102a of the Flood Disaster Protection Act -of 1973, Public Laver 93-23 , 87 Stat. 975
----._�._ ., ----Section -106 44he--N afiona I+iistok- r ernr on -Act- -4, - r ended 1. -US- i ,yy.__
Executive Order 11593
Ar..heoloical and Historical Preservation Act of 1966 (16 USC a-1 et seq.)
16 Tide f of the Omnibus COme Control and Safe Streets Act of 1968,
11 Juvenile Jusb a and Delinquency Prevention Act, or the -Victims o Grime Act
12 8 CFR applicable to grants and cooperative agreements
1Omnibus Crime Control and Safe Streets Act of 1968, as amended,
14 42 USC 3780(d), or l icbms of CTime Act as appropriate);
1 Tithe VI of the Civil Rights Act of 1964, as amended;
10 Section 504 of the ehabilitabon Act of 1 73, as amended;
_7 S tit �_f "_..r- _.....-....-
t �t�e ��1 f�� e Aenns v� t� AAA ;
1 TMe IX of the Education Amendments of 1 72;
1) Age Discrimination Act of 1 7 ; Department of Justice Dien --Discrimination Regulations,
,
20) 28 C FR Part 42, Subparts C,D, E, and
21 Department of Justice regulations on disability discrimination, 28 CFRDart 35 and Fart 3
e fal Conditions
The grantee and any sub ra ntee shall comply wb the most recent version of the Administrabvc
Requirements, Cost Principles, and Audit Requirements. A non --exclusive list of regulations
commonly applicable to Department of Homeland Security rants are listed below:
A. Administrative Requirements
44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments
FR Par# 2151 Uniforrn Administrativre Requ`rrer eats for Grants and Agreements with
Institutions of Higher Education, Hcspitai , and Other Nora -Profit Drgani abons (OMB
Circular A -I 10
B. Dot principles
2 CFR Fart 225, Cost Principles for State, Local and Indian ` dbal Governments (OMB
Circular --37
2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular -2 )
CFR Part 230, Cost Principles for Jon --Profit Organizations (OMB Circular -
Federal Acquisition regulations (FAR), Part 31.2 Contract Cost Principles and
Procedures, Contracts with Commercial Organizations
C. Audit leqoxrernerrt~
OMB Circular A-1 , Audits of States, Local Governments, and 1' �f ro t Organizations
. Recipient understands and agrees that It cannot use any federal funds, either dlrecd y or
l direct y, in support of the enactment, repeal, modification or adopfion of any law, regulation or
policy, at any level of government, without the express prior written approval of FE .
. , ..... _ The -recipient -agrees -that. ll lio a lorryand-use.-of . urad _under his . ra nt.wJII,be_in..acm.rdance.... _
with the FY 2009Homeland 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 FE A, including but not
limited to com m u n 1cationstowers, physical security enhancernents, new construction, and
---mod catcri-to -uitdin�ch-tred -o jects--that re- --year ld-orr-eater-: - eoi lentY-must _tT�..____
corn ply with all conditions placed on the project as the result of the EH P review.. Any change to
the approved project scope of work will require re-evaluation for complianc with these EHP
uDd disturbing activities occur during project implementation, the recipient
must ensure monitoring of ground disturbance, and if any potential archeological resources are
discovered, the recipient v011 immediately cease construction in that area and notify FF IA and
the appropriate Mate Historic l re erva on office. Any construction activities that have been
inn aced Without the Necessary EHP review and approval will result in a non-compliance finding
and will not be eligible for FEMA funding-
---
_ Each Late ASl jurisdiction will contribute in full any cost share amount as submitted in the
Investment .Justification,
Attachment C
JUSTIFICATION ADVANCE PAYMENT
RECI P1 ENT."
r _.... Indicate by- erig -one -ofth a boxes -below, -if-you are -requesting an.advance. -#f an advance -pa meat
is requested, budget data on which the request is based must be submitted. Any advance payment
under this Agreement is sub'ect to s. 1 .181(1 t Florida Statutes. The amount hick may be
advanced shalI not exceed t e expected cash needs of th a Recipient within the initial three months of
the Agreement.
V—NO-ADVANGE-REQVIESTED—
No advance payment is requested.
Pavme%ill beny Qn a
reimbursement basis. No additional
information is r quired_
I } ADVANCE REQUESTED
Advance payment of is requested. Balance o
payments will be made on a reimbursement basis. These funds
are needed to pay staff, award benefits to clients, duplicate forms
and purchase start --up snpp its a nd equiprneht. We wou Id not e
able to operate the program Mthout this advance.
ADVANCE REQUEST WORKSHEET
If you are requesting an advance, complete the following worl hat
A B ) ()
FFY FFY FFY Total
DESCRIPTION
INITIAL CONTRACT ALLOCATION
FIRST THREE MONTHS CONTRACT
EXPENDIT R
AVERAGE PERCENT EXPENDED IN FIRST
THREE MONTHS - ....
(Divide line 2.bx fire 1.)
First three months expenditures need only be provided for the }years in which you requested an advance. It
you do not have this information, call your consultant and he or she M11 assist you.
MAXIMUM ADVANCE ALLOWED CAL LA ION
-�
Cell D3 DEM Award MAXIMU
Do not include any match) ADVANCE
REQUEST FOR WAIVER OF CALCULATED MAXIMUM`
Recipient h as n o previous D C AIDEM contract history. Complete Esti.mated Expenses chart and
Explanation of Circumstances below.
Recipient has exceptional circum tan ces that require an advan ce greater than the Maximum
Advance calculated above.
Complete Estimated Expenses chart and Explanation of Circumstances below. Attach additionaj
pages rf needed. .
ESTIMATED EXPENSES
[EBUDGET CATS
ADMINISTRATIVE COSTS
(include SecondsAdministration.
PROGRAM EXPENSES
20 -2010 Antidpated Expenditures for First Three Months of
Contract
lanation of Circumstances:
Attachment D
Warranties and Representations
Financial MaDagrre
recipient's -fin a ci #--rnan a g en -rent system -must incl de -the. foilo ring: -
1 Accurate, current and complete disclosure of the financial results of this project or program
Records that identify the source and use -of funds for all activities. These records shall
carp �n in oiffi on pertaining nr'd ut ri -eitiaris; v{bligation'sr un-obff at d .
.balances, assets, putiays, income and interest_
ffecfive control over and accountability for all funds, property rid other assets. Recipient
nt
shall safeguard all assets and assure that they are used solely for authorized purposes. _
- o . s o n-o ditui ;uj mud . #�am_ u e st.For..P.a . Wbeneve r T -
appropriate, financial information should be related to performance and unit cost data.
( 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.
Cost accounting records that are supported by backup documentation.
Cornpe ition F
All procurement transacflorrs shall be done in a manner to provide open and free Gompefi6on. The i
Recipient shall be alert to conflicts of interest as veil 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 specrfcabo s,
requirements, statements of work, invitations for bids and/or requests for proposals shall be excluded
from competing f r 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 i ecipfentt considering the price. quality
and other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfil
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 Recipienfs interest to do so.
odg.s of codut
The Recipient sha11 maintain wditen sta ndards of conduct governing the performance of its employees
engaged In the award and administration of contracts. No employee, officer, or agerit shall participate in
the sel ecUon, awar- , 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, 6fflcer, 6r g nt, _
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,,err, to ees, 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 .lours
he Recipient ipien# shall have offices open for ess, oo r moo= e--p biio Tid-a
least one employee on site, from
Licensing and Perrnlffin
All subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all of the particular ror for v hi h they erg hired � _Abe e ipint.
Attachment E
SubcDntract r Covered Transactions
1 ) The prospective subcontractor of the Recipient, -- certifies, b
submission of this document, that neither it nor its principals is presentiy debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from partioipaticn in this
transa en by any Federal deparLment or agency.
Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subco tr.actor shall attach an explanation to this form-
SUBCONTRACTOR -
Signature
Name and Title
Street Address
City, Stater Zip
Date
Recipient's Name
CA Contract Number
"�4,r 4v
Attachment F
Statement of Assurances
The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies,
guidelines and requirements, Including OM B Circulars N o. A-2 1, -110, A- 1221 A- 1281 A-87; E. 0. 12372
and Uniform Administrative Requirements for Grants and Cooperative Agreements B CFR, Part 66,
ern on rule, that govern the application, acceptance and use of Federal funds for this federally -assisted
aY . ..project. Also the Applicant -assures. and rtifie -that .... _
1. It will comply with requirements of the provisions of the U niform relocation Assistance and Real
Property Acquisitions Act of 1970 P.L. 1-64which provides for fair and equitable treatment of persons
displaced as a result of Federal and federally -assisted progress.
. ft- ill omp itt ro isions--ot der tl r hi Hir t- r#airy-paiitical-ract4 tti - f-em# to s-of-
tate or [ccal unit of government whose principal employment is in connecton with an activity financed in
whole or in part by Federal grants. U SC 1.501, et seq.)
. 1t will comply With the minimum wage and maximum hours provisions of the Federal Fair Labor
Standards Act.
. It will establish safeguards to prohibit ern ployees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for pdvate gain for themselves or others, p rdculady
-hose with wbpn.he have frl businsr other ilea. --- - ----- -- --- - -
_ It will give the sponsoring agency or the Comptroller General* through any a uthodzed representa5ve,
access to and the right to examine all records, boors, papers, or documents related to the grant_
. 1t will comply with all req uir rnents unposed by the Federal sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements.
. It will insure that the faci Iffies 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.
S. it will comply with the flood insurance purchase requirements of Section 10a of the Flood Disaster
Protection Act of 19731 Public Law - 34, 87 Stat. 975, approved December 31, 1976, Section 1 o a
requires, on and after March 2, 1975, the purchase of flood insurance in communities whoa 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' includLbs any form of loan, grant, guaranty, insurance payment rebate, subsidy, disaster
assistance loan or grant, or any ether form of direct or indirect Federal assistance.
g. It gill assist the Federal grantor agency in its compliance with Section 106 of the Nation aI History
Preservation Act of 1956 as amended (16 U SC 470), Executive Order 115 93, and the Archeologi al and
Historical Preservation Act of 1 1S C 56 92-1 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, by the actfv y, 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 agdncy to avoid
or mifigate adverse effects upon such properties.
1 D. It will comply, and assure the compliance f all its su gr nt s and oontr�actor , with a applicable
provisions of Title I of the Omnibus Chore Control and Safe Streets Act of 1968, as amended, the
Juvenile Ju Uce and Delinquency Prevention Act, or the Vi gyms of Crime Act, as appropriate;th
. provisions of the current edition of the Office of .Justice Programs FinanciaI and Administrative Guide for
Grants, M71 00. ; a rid all other applicable Federal laws, orders, circulars, or regul tions.
1. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements
-including -Part 1, ,_Admin*strati a Review -Procedure} -Part 20,.. rtn-iinal usbc .Information Systems; -Part
22, Con denUarity of Identifiable Research and Statls 'cal Information; Part 23, Criminal Intelligence
Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Programs and
A ibest Part 4 2. Nondi cr im ina on/Equal Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implemenfing the National Environmental Policy Act; Part 63, Eloodplain Management
gement
and Wetland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Programs. .
12. It will comply, and all its contractors wUl comply, with the non-discrimination tion requirements of the
C-Irmn��i ��trpptjz Ar-I..of
Act (ass appropriate); Tide V1 of the Civil Rights Act of 1954t as amended; Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A, Tine 11 of the Americans with Disabilities Act ADA)
(1 90); Title IX ofthe Education Amendments of 19 ; the Age Discrimination Act of 197 ; Department o
J ustio .-N ore-Discri minati n Regulations, 2 8 C PF Part 42, Subpar C, D, E, and G ; and Department of
.Justice regulations on disability di cdminaflon, 28 GFR Part 35 and Part 39.
13. 1n the event a Federal or State court or Federal or State adm nistratl e agency makes a finding of•
dlscdminabon'after a due process h anng on the Grounds of race, color, religion, natlonal origin, sex, or
disability against a recipient of funds, the recipient will forward a copy of the finding to the Dffice for Civil
.Rights, Office of Justice Pro rarrm _
1 . It will provide an Equal Employment Opportunity Program if required to maintain one, whore the
application is for $500,000 or more.
15. it will comply with the pro isions of the Coastal BarTier Resources Act P.L. 97-34dated October 19,
1982 (16 U S C 3 501 et eq. which prohibits the ex penditure of most new Federal funds within the units of
the Coastal Barrier Resources System.
16. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) required by the-l"Drug-
Free Word pla oe Act of 198 8, and implemented a t 2 8 C F R Part 67, Subpart F, for grantees, as defined at
28 CF R Part 67 Seotions 67.615and 67.620.
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